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.
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.
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:
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)
Email - this is not required but it’s advised to add one so the user receives login details and task notifications
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
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.)
Once the spreadsheet is ready for importing, it must be saved/exported as a CSV file. The recommended CSV format is Unicode (UTF-8).
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.
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.
When there are no errors, the process moves to Step 4 where two choices can be made:
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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