- User Importer

Importing Users from CSV Lists

Introduction

There are times when multiple user records need to be created, in particular if a new account is being set up. The Import Users tab provides a CSV template which can be populated with a list of users and a space where it can then be uploaded. The template includes the main parameters required to start using the system. When the new user records are successfully created, the system can automatically issue welcome emails with login credentials to all the new users (if the related option is selected). If the users have been added to skilled groups, they will also be tasked with reading the related documents.

The process is simple but care must be taken to enter the information accurately so iPassport can identify it and link it to the intended records.

The Import Users tab is found by navigating to Administration > Users. It’s only visible to users with the permission, “User Accounts:Create User Accounts” (included in the system role, “Administration Editor”). The user performing the operation will need this permission in every OU which is declared as the Home OU of any of the users being imported.

Step 1 - Downloading the Template File

Simply click the underlined word, “here” in the message, “Click here to download a blank user import template in a format readable by iPassport.”
It should open in any spreadsheet application.

Filling in the Template

Information about the meaning and purpose of the fields in the template can be found in the article, Creating User Accounts of this same user guide. The template includes an example row which can be left there as the system will disregard it when it’s uploaded.

The fields available are:

  • First Name - this is a required field
  • Last Name - this is a required field
  • Desired Login - if a username has been chosen, it can be entered; if not, the field can be left blank and the system will design one according to the preference selected at the point of creating the new records (please see below)

    If a username is entered, the system will check it’s not already in use; if none is entered, the system will not create user records where both the name and email address match an existing record.

  • Email - this is not required but it’s advised to add one so the user receives login details and task notifications

    When setting up a new account, it might be desirable to prevent emails from being sent to the users until other elements of the account are in place.
    Please contact the iPassport support team ([email protected]) for advice on how this can be managed.

IMPORTANT: The following 4 fields need to match internal records. Please follow these guidelines:
  • If more than one item is added in any cell, they need to be separated by a semicolon (";")
  • Spaces are allowed before and after the semicolon (e.g., "SAM-LOG-Admin ; Sample Reception Admin")
  • It might be advisable to copy and paste the names from iPassport to the spreadsheet so the exact spelling and format are transferred.
  • User Group Membership - it’s necessary for users to be members of at least one user group to have access to any area of the system
  • Skilled Group Membership - this field is not required but if everything is in place, skilled group members will be able to start working on their reading assignments as soon as their user record is created
  • Distribution List Membership - by adding new users to distribution lists, they will be automatically included in activities where these distribution lists are used to assign activities to a given staff team
  • Home OU - it’s important to select the correct ‘Home OU’ (where the user’s records are kept) so the intended managers can access their staff’s records; only one OU can be entered per user and as mentioned above, if the user processing the import doesn’t have administration access to any of the OUs listed, the import will be blocked

    User Groups and Organisational Units (OUs) have a short name and a long name and both are accepted in the spreadsheet on condition that the spelling is exactly as it appears in the record.

  • Time zone - this field is not required to create the user record; the link provided (List of TZ Info time zones) can be used to copy the corresponding time zone in a format which iPassport can then use to log activity with the local time (an alternative source is: List of TZ database time zones.)

Step 2 - Uploading the File

Once the spreadsheet is ready for importing, it must be saved/exported as a CSV file. The recommended CSV format is Unicode (UTF-8).

NOTE: Most customers use Microsoft Excelâ„¢ to process spreadsheets so here are some pointers to follow:
  • Excel will open CSV files automatically but it will try to convert them to its own format (.xlsx).
  • Each time a spreadsheet is saved for use in iPassport, it must be converted to CSV format.
  • To export a spreadsheet to CSV, use the Save As function and choose the File Format, CSV UTF-8 (Comma Delimited) (*.csv), before clicking Save.
  • NOTE: For older versions of Office (before 2016), you may not have the above option, instead choose 'CSV Comma delimited (*.csv)' for the 'Save as type' and select 'UTF-8' as the Encoding type.

It can then be uploaded in the dotted area under Step 2.

Click inside the area to open the browser’s search and select window or drag the CSV file into it. The system will quickly reject any files not of the correct format.

Step 3 - Validating the imported CSV

iPassport will immediately perform a validation of the information on the sheet and it will report any problems it finds. All the errors must be fixed before it’s possible to move to the next step. With each iteration, remember to save the file in CSV format so it can be re-uploaded.

Step 4 - Creating the New User Accounts

When there are no errors, the process moves to Step 4 where two choices can be made:

  • Unticking the checkbox under, “Send Welcome Email?”, will prevent the new users from receiving an email with login credentials.
  • If a Login (username) was not entered in every row, a choice can be made to have the system create them with one of two recipes -
    • First initial + Last Name
    • Last Name + First initial

Click Import Users to complete the process. A report of which records were added, skipped or failed validation will appear when the system has processed all the information.


This is the last article in this user guide.
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