Validating data & fixing errors

In Step 3 — Review, the Importer validates your data against the fields you mapped. Problem cells are flagged so you can deal with them before importing. This guide explains what the errors mean and how to resolve them.

How errors are shown

• A cell that fails validation is flagged with an error icon beside the value, and the cell is highlighted.
• It means the value does not match the target field's type or its allowed values.
• The Record status filter shows a live count next to Error, so you can see at a glance how many rows are affected.

Finding errors fast

Use the filters above the table:

• Record status — filter to Error to see only the failing rows. The other options are All statuses, Valid and Empty.
• Contact type — All contacts, Matches, New contacts or Skip, to narrow further.

Empty counts rows with blank values rather than invalid ones, so a high Empty count is worth a look even when there are no errors — it usually means a column did not map.

Common causes

• Invalid email — the value is not a valid email address, for example it is missing the @.
• Select value not allowed — the value does not match any option that exists on that select field in your account.
• Leading or trailing spaces — extra spaces in your spreadsheet, or in the SwiftFox option, stop an otherwise-correct value from matching.
• Wrong format — the value does not follow the expected format for the field. Dates must be DD/MM/YYYY; mobile and landline numbers must follow the rules in the Guidelines (the + prefix for international numbers, no spaces, area code on landlines).
• Not a valid number — a column mapped to a number custom field contains something other than a number.

Fixing errors

Cells in the review table are read-only — you cannot correct a value in place. Fix the data at its source and upload the file again:

1. Filter to Error and note which rows and columns are affected.
2. Correct the values in your spreadsheet.
3. Go Back to Step 1, remove the uploaded file with the bin icon, and upload the corrected file.
4. Work through Steps 2 and 3 again and confirm the Error count is now zero.

If you saved a mapping profile, apply it in Step 2 so you do not have to redo your mappings.

Fixing select-value mismatches

1. Check the value in your spreadsheet against the options configured on that select field in SwiftFox.
2. Look for leading or trailing spaces in both your spreadsheet value and the SwiftFox option, and trim them so they match exactly.
3. Either correct the value in your file, or add the missing option to the select field in SwiftFox.
4. For a select field that allows multiple values, separate them with commas, for example Bronze, Silver, Gold.

Importing anyway

If a row is flagged and you do not want to hold up the rest of the import, untick that row in the left-hand column and import the others. The button at the top right updates to show how many rows are selected. You can then fix the flagged rows and import them separately.

Newly added fields or values not recognised

If you recently created a custom field or added a new select option and the Importer flags it as a mismatch or does not offer it for mapping:

• Log out and back in to expedite syncing.
• Recheck the mapping and review screens once you log back in.

Tips

• Fix data at the source, in your spreadsheet, so your file stays clean for future imports.
• Trimming spaces resolves a large share of select-field mismatches — check that first.
• Following the Guidelines before you upload prevents most errors reaching this step at all.