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 the complete data that must be imported into the application.
    Note: The import file must contain a username for each record and the field containing that information must be mapped for user records to be imported.
  2. Access the Users list view. See User list view
  3. Click Import in the Common Tasks section on the Task pane. The Record Import – File Upload window is displayed. See Using the Task Pane
  4. Click Select File, browse to and select the files to be imported.
  5. Click Open.
  6. Click Next. The Record Import – Define Delimiter window is displayed.
  7. Validate the preview of the imported file based on the recommendation provided in this window.
  8. If required, select the type of delimiter. Possible values:
    • Tab
    • Semicolon
    • Comma
    • Space
    • Other

      If you selected Other, specify the delimiter character to be used to separate the fields in the list.

  9. Select a qualifier in the Text Qualifier field. A text qualifier identifies the text that must be imported exactly as displayed.
  10. Select the First Row Contains Field Names check box to display the field names in the Preview section if the imported list contains field names.
    Note: If there are extended characters in the imported file that are not correctly displayed in the Preview section, you must save the import file again and explicitly define the encoding type as UTF-8, Unicode, or ANSI. After you save the file again, click Back and reselect the updated file before continuing the import. See Selecting a File to Import
  11. Click Next. The Record Import – Options window is displayed.
  12. Select an ad hoc group to add the imported files. After the import, the imported records are added to and can be viewed from the new or selected ad hoc group.
    Create a new ad hoc group
    If this option is selected, a new group is created to which the imported files are added.
    Add to existing ad hoc group
    If this option is selected, you can select an existing group to which the imported files are added.
  13. Click Next. The Record Import - Import Detail Preview window is displayed wherein you can review the import settings.
    Note: You can click Back to return to previous steps, to make changes.
  14. Click Import Now.
    Note:  Users are imported as concurrent users without an assigned roles or security and the user login is not enabled. Before an imported user can begin to work in the application, you must first complete the user set up process.
  15. Perform any of these tasks:
    • Use the Update option in the Common Tasks update section in the Task pane to set these options for one or more users:
      • Enabled: Select Yes to enable the 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
  16. Perform one of these actions to view the imported records:
    • Access the Job Notifications alert from the menu bar, if the import is completed successfully and all records are imported. Click the link to view the ad hoc group created in step 11. See Job notifications
    • Access the Users list view and click the tab for the ad hoc group created in step 11. 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
  17. 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 on the Tools menu to access the Import History list view, and click the Import Number of the import history record that must be viewed.
  18. Resolve records that are not imported. See Resolving records that are not imported
  19. Check for duplicate records. See Using Check for Duplicates
  20. Process duplicate records. See Process Duplicate Records list view
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