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Clear Invalid Recipient Email Fields from Multiple Contact Records

InvalidHave you ever needed to clear out some email fields that returned hard bounces from an email send?  There is a simple way to do so using a workflow and an advanced find!

Invalid recipient email events occur when the email address in the lead or contact record does not exist, and when sending the email, it produced a hard bounce. When an email address hard bounces, we no longer send to that email address; it will be excluded as a blocked email from then on. You may edit the lead/contact record’s email address, and we will try to send to that email address next time.

Sometimes it can be a hassle to go into each record individually that has an invalid recipient email event to clear their email field. We are going to show you how to do this all at once.

If you want to remove the email addresses that are invalid, the easiest way to do that would be to write a simple workflow and trigger the workflow in bulk from the advanced find.

  • To set up the workflow, navigate in CRM to Settings > Processes and click new to create a new process.
  • Set your process name, then the category to workflow, change the entity to contact, and click OK.

  • In the process properties section, check the box next to “As an on-demand process,” set the scope to organization, clear all of the “Start When” boxes, and un-check the box next to “Automatically delete completed workflow jobs.”

  • Select the “Add Step” button in the workflow designer and choose update record. Give the step a description—I used “Clear the email address field on the contact record”—and make sure “Update” is set to “Contact”, and click the “Set Properties” box.

  • In the “Update Contact” window, click in the email field. In the form assistant on the right-hand side, select “Clear” in the operator box. Then save and close.

  • In the workflow window, click save. Activate the workflow and close the window.

Now that you have created your workflow, you can run the advanced find to clear those invalid email fields.

  • Open an advanced find and set it to look for contacts. Then, click the blue “Select” text and scroll down to the bottom of the list where the related items are. Select related email events. Next, click the blue select text again and set it to say where the type equals “Invalid Recipient.” Once you’ve completed these steps, click results.

  • Click the checkmark in the top left corner of the results window to select all records, and then click the “Run Workflow” button.

  • Select the workflow you just created and click add. In the confirmation dialog box, click OK.

All of your contacts that had invalid recipient email event types now have cleared email address fields on their contact records.

Happy Marketing!

Written by Kellany Mathis, Marketing Success Manager

About the Author:

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Kellany Mathis is a ClickDimensions Marketing Success Manager.

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