Importing can be used for both adding and modifying user accounts. You can import locations, job titles, and departments along with user information, or use the specific function for importing that type of information (which is necessary if you are using multiple languages and want to import titles in different languages, or if you want to import more than just location name and identifier).
Note: You can only import data to create or modify user accounts for users with roles equal to or lower than your own.
The file must be a comma-separate values (CSV) file. Such files can be produced from Excel.
Note the following guidelines:
Use a .csv extension for the file.
File must contain at least one row.
Column headings are optional.
To enter a multiple-line address, separate each line with a \n (e.g. to specify "123 Main Street, Apt. 12", enter "123 Main Street\nApt. 12")
Tip: If you use column headings, create ones that are similar to or identical to the field names in the record: this will save time when matching the CSV contents to the record's requirements.
| If the CSV is for... | It must... |
|---|---|
| creating records | contain all required fields, with entries conforming to the
configured rules (for example, minimum length of username)
If no password is specified, a temporary random password is generated and stored in a file you can download at the end of the import process: it is highly recommended that you require users to change the temporary password on initial login (you will be prompted to make this choice when you import the file). Information not specified for a new record will be set to the default (for example, the role will default to Student). |
| modifying records | have a username or System ID identical to an existing record in
each row
Tip: Generate the Users List report and export it to CSV format to use as your starting point. This CSV will contain all current values for all users, which you can then edit to create updates to apply to users. |
| both creating and modifying records | contain required fields for both new and existing records
Use caution: if you have a column (for example, Email Address) that is populated for the rows used to create a record, but leave the column blank for existing records, the corresponding values for those users will be cleared (for example, a user's existing email address will be removed). |
Choose the appropriate client or your own organization.
Click Users
(tab), then Import users.
You see the Import Users screen.
Browse to the CSV file and open it.
Click Next.
You see a progress indicator, then the Match Fields screen.
If the first row of the
file contains column headings, check the Ignore
the first row when importing... option: the screen shows, in
the Your Data column, the
second row of the CSV file.
- or -
If the first row of the file does not contain column headings, clear
the Ignore the first row when importing...
option: the screen shows, in the Your
Data column, the first row of the CSV
file.
Use the arrow buttons to view additional rows, if necessary
For each column in the CSV file, choose the matching Field, or choose Do not import this field.
Note: You can only import the user’s address, not the addresses of locations, using Import Users. To import addresses of locations, use the Import Locations function.
Click Next.
If any errors are found in the CSV file (for example, data needed for creating a record is missing, or the password isn't of the minimum length), you are prompted to either view the error file or proceed. Rows with errors will not be imported. Choose to cancel (so you can change the matching or the CSV file itself and try again) or continue.
You see the Confirm and Save screen.
Depending on the contents of the CSV, and whether or not it contains information for existing records, you may be prompted to:
choose whether the information in existing records should remain unchanged, or whether the imported information for those records should be used to update those records
choose whether or not to use passwords contained in the CSV
choose if users whose accounts are created through the import process must change their password at first login
choose if users should receive a welcome message
If your CSV file contained information for new accounts but did not include passwords, the system creates passwords for you. To view this, click Generated for. If you use these passwords, to ensure security, specify that users must change their password at first login.
Click Confirm
and Save.
The user information is imported.
