Importing user records

Use the Import view to import lists of user records into the application. You can only import records from a comma-separated-values (CSV) list. Valid file types include Microsoft Excel, Microsoft Outlook export files, .txt files, and other database file types, but files must be saved as a CSV file.

Note: The system administrator and users with the appropriate role can access these features. See What are Roles and Secured Actions?

To import user records:

  1. Review the file that must be imported and verify that the file contains all of the data that must be imported into the application.
    Note: The import file must contain a user name for each record and the field containing that information must be mapped in order for user records to be imported. See step 8 for more information about mapping fields.
  2. Access the Users list view. See User list view
  3. Click the Import link in the Common Tasks section on the Task Pane. See Using the Task Pane
  4. Click Select File, browse to the list that must be imported, and click Open.
    The Add Attachment(s) for window is displayed.
  5. Click Next.
  6. Read the text at the top of the page, follow any recommendations, and review the records preview on the Define Delimiter view.
    • If the preview looks correct, click Next to continue the import.
    • If required, change the options until the records preview is correctly displayed.
    1. Select one of these options if you require to change the delimiter:
      • Tab
      • Semicolon
      • Comma
      • Space
      • Other
    2. Specify the delimiter used to separate fields in the list if you select Other. Specify the delimiter character in the Other field.
    3. Click the arrow and select a qualifier from the list from the Text Qualifier list. A text qualifier identifies the text that must be imported exactly as displayed.
    4. Select the First Row Contains Field Names check box to display the field names in the Preview area if the list contains field names.
      Note: If there are extended characters in the imported file that are not correctly displayed in the Preview area, you must save the import file again and explicitly define the encoding type as UTF-8, Unicode, or ANSI. After you re-save the file, click Back to return to the Select a File step and reselect the updated file before continuing the import. See Selecting a File to Import
    5. Click Next.
  7. Review or modify the import options.
    1. If available, define the matching criteria to be used for identifying duplicate records in the application. The available options are based on the type of record that is imported.
      • Click the arrow and select from the list for each available match criteria.
      Note: It is important to select match criteria that is most likely to be unique to a record. For example, an Email address is more likely to be unique to a record than Last Name, since many people share a common last name.
    2. Set ad hoc group options.
      • To add the imported records to a new group, select Create a new ad hoc group. Make a note of the name of the group to be created.
      • To add the imported records to an existing group, select Add to existing ad hoc group, and select a group from the list.
    3. Click Next.
  8. Use the Map Fields view to map any remaining fields if required. The import automatically maps as many fields as possible.
    Note:  At a minimum the application User Name field must be mapped to complete the import successfully. If the import file does not contain this information, cancel the import, add a User Name column and data for each record, save the file and start the import again.
    1. Click View Unmapped Fields to see only the fields that are not mapped.
      • For each field listed in the Import Field column, click the drop-down arrow in the Infor CRM Field column and select the application field that you require to map to the import field. As fields are mapped, they are removed from the View Unmapped Fields list and the count is decreased.
    2. (Optional) Click View Mapped Fields to see only fields that are mapped.
    3. (Optional) Click View All Fields to review all of the fields in the import file and review the mappings to application fields.
  9. Click Next.
  10. Review the import settings in the Import detail view.
    Note: Click Back to return to previous steps and make any changes.
  11. Perform one of these actions if you require to save your import settings as a template to be used for future imports:
    • If you require to update an existing import template, click the Import Template arrow, select the template that must be updated, and click Update Current Template. The existing template is saved with any import setting changes.
    • To create a new import template, click Save As Import Template, specify a brief description of the import template in the Description box and click Save. The new import template description is added to the Import Template list on the Import Leads window.
  12. Click Import Now.
    Note:  Users are imported as concurrent users without any assigned roles or security and their login is not enabled. Before an imported user can begin to work in application, you must first complete the user set up process.
  13. Perform any of these tasks:
    • Use the Common Task update to set these options for one or more users:
      • Enabled: Select Yes to enable selected users to sign in to application or No to prevent the users from signing in.
      • Is Manager: Select Yes to designate users as managers or No if users are not managers.
      • Type: Use the list to select the user type for the selected users.
    • Copy a user profile or template and apply the same to multiple users. See Copying Profile Information
    • Add imported users to a team. See Adding Team Members
    • Add imported users to a role. See Selecting a role
  14. Perform one of these actions to view imported records:
    • Access the Job Notifications alert in the menu bar, if the import completed successfully and all records are imported, click the link to view the ad hoc group created in step 7c. See Job notifications
    • Access the Users list view and click the tab for the ad hoc group created in step 7c. See User list view
    • From the Import History detail view, click the Primary Entity Group link to view the group that contains all records that are successfully imported. See Using the Import History detail view
  15. To view import history record:
    • Access the Job Notifications alert in the menu bar, if the import completed but not all records are imported, click the link to view the Import History detail view. See Job notifications
    • Click Import History to access the Import History list view, and click the Import Number of the import history record that must be viewed the Tools menu.
  16. Resolve records that are not imported. See Resolving records that are not imported
  17. Check for duplicate records. See Using Check for Duplicates
  18. Process duplicate records. See Process Duplicate Records list view
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