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It is possible to import users using a semi-colon separated file (.csv) or an Excel (.xls) file, we recommend the use of Excel files and normally not csv files. This feature is available in the "Actions"-menu in the Users panel.

 

Knowledge Base Images/Roles and User groups/users-menu.png

 

 

 

When selecting "Import user/contact data" you are presented with this dialog:

 

Knowledge Base Images/Roles and User groups/import-users1.png

 

 

The best way to perform the import is to download the sample data file and then make sure that the file that contains the users that you would like to import has the same format.

 

Formatting of the sample import file: 

The first two rows of the sample file contains the names of the user fields:

  • The first row contains the names you see (for example, if you use a language other than English).
  • The second row contains the "Internal" name of the field for the purposes of the import function. This must be an exact match to the value in the sample file. 

 

 

When you have selected a file and clicked on "Upload file" this preview dialog will be shown.

 

Knowledge Base Images/Roles and User groups/import-users2.png

 

 

It is important that you validate the data and if it looks ok just click on Save and the users will be imported.

 

 

Mandatory fields

 

If a value for a mandatory field is missing, no import of that particular user will be done. The mandatory fields are a bit different depending on the user type (System User or Contact):

 

For System Users, these are mandatory:

  • name
  • username 
  • email address

 

For Contacts, only name is mandatory. If a username is not set in the import file, the email address (if specified) will be set. If no email address exist, then a random unique number will be set as username.

Note: Contacts can never log in to the system, and in this case the username is set because all users in the system must have a username.

 

 

Other notes

 

  • If you have specified a username that doesn't exist, the User will be created.
  • The field username has to be unique and if a username exists the existing user will be updated with data from the import file.
  • When using this feature no notifications will ever be sent to newly created users.
  • For the .CSV import, you need to think about this:
    • Make sure that the file is a plain text file with the .csv extension. Microsoft Excel sometime inserts invisible control characters when saving in its own csv-format, so make sure that you export any excel file to plain .csv.
    • When creating the import file it is probably best to use a normal text editor (or a program that generates the import file), it can be problems with Excel sometimes.
    • Make sure the encoding is UTF-8. Using another encoding like Dos/Windows ANSI, will mess up any national characters not present in English (diacritics, umlauts etc.).
  • Make sure you use the correct names of the column headers in the imported file. These are the standard field names in the import (custom fields are also importable):  
    • name - name of the user. Mandatory.
    • username - the user name used when logging in. Mandatory for system users.
    • password - the password in plain text
    • email - the email address of the user.  Mandatory for system users.
    • phone - the phone number for the user
    • cellPhone - the cell phone number for the user
    • homePhone - the home phone number for the user
    • createdDate - if this is set, and in the past - then this will be set as the create date on the user. If it is not set, the time of the import will be set as the creation date.
    • customerName - the company that teh user belnongs to.
    • userGroupName - the user group the user should belong to. This is the account user group, not on a specific project.
    • userStatus - the status that the user has
    • userType - the type of user
    • title - the title field on the user
  • Importing other fields not mentioned: Create a custom field on User, and make sure the column in the import file has the same name, and that the values make sense (i.e conform to the allowed values for the field, if any).  

 

Knowledge Base Images/Icons/24x24/sign_warning.png  Warning: Currently it is not a good idea to make an export of Users to .csv from the users page, and to use that as basis for the import file.

  • The exported csv file is comma-separated and the columns have the same names as the fields shown on User (which may have been customized in settings, or be in another language - which the system currently cannot handle.).
  • The real sample import file available in the import dialogue is semicolon separated and have the column names shown above.

 

Installed version?

If you have the installed version then you also can import users via the LDAP connection.

Read more about this here: http://www.visionproject.se/ShowKnowledgeBaseEntry.do?id=313


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