Run Rejected Records Reports
After importing
Download Rejected Records Reports
To find the Rejected Records Report for the imported data:
- Go to Imports, then select Imports.
- Find the report with the same name as the file you imported.
- To download the report, select CSV.
Update Rejected Records
The details of why each row failed to import and what needs to be updated are displayed in the Status and Reason columns of the Rejected Records Report. All missing or wrong information must be updated in your Management Information System (MIS) records.
If the report does not display any data, none of the data being imported failed.
Updated data is then imported to IRIS ParentMail during the overnight sync. If the data is needed immediately, it must also be updated in the relevant import report and imported manually.
What do you need help with?
Rejected Records Status
Some processes in this documentation refer to Third Party systems and might be out of date. For help using SIMS or other Third Party systems, please contact their support team.
Complete Row Rejection
It is rare that an entire row of data is rejected. Typically the import fails for this reason due to an issue with the data being missing for one or more of the columns.
Incorrect DOB Format (Column F)
The most common of the complete row rejections (Student Data Only).
Format the cells so the data of birth is displayed as DD Month YYYY (e.g., 09 November 2011).
Incorrect Gender Format (Column G) (Student Data Only)
Gender needs to be entered as M or F to be successfully imported in IRIS ParentMail.
Student ID (Column C) and Contact ID (Column L) are the same (SIMS Only)
Delete the record for the person responsible for the student in SIMS, then in SIMS, create a new record with exactly the same details as the deleted record. SIMS is forced to create a new unique ID code for the person.
Staff member requires a forename/ Staff member requires a surname: (staff member Data Only)
If no name and last name have been entered for a staff member, enter the required details in SIMS to be imported to IRIS ParentMail during the next overnight sync or manually.
If you are unsure of the details that need to be entered for the staff member, enter a full stop or initial so that the details can be extracted from SIMS. When the staff member registers, they can update their details.
Partially Rejected (Student Data Only)
If the details in columns H to V are missing or incorrect, you need to correct the details based on the explanation displayed in the Reason column (column X).
Parent requires a forename. Parent requires a surname. Parent Requires contact ID. Parent requires either an email address or mobile number or both:
IRIS ParentMail only imports details of a person that has Parental Responsibility selected in your Managing Information System (MIS). If this information is missing, check Parental Responsibility has been selected in your MIS for the person.
In SIMS, section 5: Family/Home — If Court Order is selected, you need to clear the selection for the details to be imported in IRIS ParentMail. When the person has been successfully imported in IRIS ParentMail, in SIMS, select Court Order.
Parent requires a forename / Parent requires a surname:
If the name or last name of a person are missing, the details are not successfully imported in IRIS ParentMail. Add the details for the person, in your Management Information System (MIS).
If you are unsure of the details that need to be entered for the person, enter a full stop or initial so that the details can be extracted from SIMS. When the person registers, they can update their details.
Parent Requires Contact ID:
Every person that is imported to IRIS ParentMail must have a specific code to identify them in column L. We recommend you use the Contact IDs generated by your Management Information System (MIS), where possible, to make sure they are unique to each individual.
If not, then the following formula should be used to make sure each code is unique to the person =”MAN-“&J2&K2&M2. This creates a unique ID code for each person consisting of their Forename, Surname, Email Address, and Mobile Number.
Parent requires either an email address or mobile number or both:
IRIS ParentMail requires a person to have contact details. If an email address (column M) or mobile number (column N) are not provided, no details for the person are not imported.
In SIMS, check the email address is selected as Home and Primary, and the mobile number is selected as Mobile, (not Home/Work/Other) and Primary.
For a different Management Information System (MIS), check the details are entered in the correct fields.
A user with that email address already exists at this organisation / A user with that mobile number already exists at this organisation / Cannot import as user already exists:
This reason is displayed if the email address or mobile number has already been imported into IRIS ParentMail for another person. Usually this is because persons linked to the student have given you the same contact details.
Check the list of IRIS ParentMail users to search for the person to which the details have already been entered. For more information, go to Search for User Accounts.
If the same mobile number email address has been provided, you need to choose which person you want to assign the details to. You need to contact the other person to request different contact details are provided if they want to receive messages from IRIS ParentMail.
When you search for the email address or mobile number that already exists, the same person displayed in the Rejected Records Report might already exist in IRIS ParentMail. If this happens, it means the person has more than one record in your Management Information System (MIS), usually duplicated due to having two students at your organisation. You need to remove the duplicate MIS record and link the two students to the one record. This process is different depending on your MIS provider. If you need help with managing records in your MIS, contact your MIS provider.
Import successful (warning only)
Displayed when both student and the details for the person linked to them have been successfully imported, but contact details might be missing. The reason for the failed import of the data is displayed in Reason).
Email address/mobile number is not valid:
If either an email address or mobile number is incorrect, therefore IRIS ParentMail is unable to send messages to the person or staff member. Update the contact details for the person or staff member in your Management Information System (MIS).
Unknown personal relationship type: Other. Using Parent instead:
This is only a notification and majority of the time, no action is required. If the relationship type has been entered as anything other than the IRIS ParentMail approved list of relationship types, IRIS ParentMail automatically updates the relationship type as Parent. The relationship type is not displayed to the person and only applied to make sure messages can be sent.
Any person displayed in the Rejected Records Report has Parental Responsibility selected in your Management Information System (MIS). If this is correct, ignore the rejection however, if you do not need the person added to IRIS ParentMail, you must clear the Parental Responsibility in your MIS, then delete the person from IRIS ParentMail. For more information, go to Delete Users.
Parent title not valid:
This is only a notification and updating the details is optional. If the title is incorrect, for example, due to a spelling mistake, the person or staff member is imported in IRIS ParentMail without a title. You can update the missing or incorrect title in your Management Information System (MIS) or leave it for the person or staff member to update when they register an account.
When a person or staff member receives the registration email or text message, they are given the opportunity to amend any details that are incorrect or enter details that are missing therefore as long as you have sufficient contact information to send them the registration link using email or text message, you can allow them to update their own information accordingly.
If you require any assistance going through your Rejected Records, select Live Chat to contact the Technical Support Team.