When uploading a provider file to Passport, email addresses are validated to ensure accuracy. Validation includes checking if the email is RFC822 compliant (correct format) and if the domain exists (via MX or DNS A records). Errors often occur when domains are invalid, such as nonexistent domains. To resolve, correct or remove invalid emails in both the file and source system. Since email addresses are optional, organizations not using email notifications may consider omitting them entirely to avoid repeated validation issues.
What is email validation?
During the file upload process, Passport is validating that the email provided is a true email address. There are two steps to this validation process:
1. Is the email Rfc822 compliant - in other words, is the formatting correct?
2. Is there a MX or a DNS A record - does the domain exist?
In a majority of errors we see, the domain does not exist. This can easily be tested by searching for the domain at the end of the email address in your menu bar.
For example: A file fails due to the following email address
After searching for testuser123.com, a dnserror page appears. This tells me immediately that the domain does not exist.
How do I fix the issue?
In order to add the email address to Passport successfully, you will need to correct the email on the file and your primary source (HRIS or other data system that you export your file) or remove it entirely.
As the email address can be used to send notifications regarding expiring credentials, Passport cannot accept invalid email addresses.
Email address is an optional field. If your organization encounters frequent warnings due to invalid email addresses and is not currently utilizing expiring email notifications for your providers, you can may consider removing the email addresses from the provider file all together to alleviate the need to correct invalid emails in future uploads.