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Importing users and groups
Who is this article for?
Administrators responsible for user and group management.
Group Administration, Personnel Administration, View Personnel permissions are required.
Managing users and groups manually can be time-consuming and error-prone, especially for large organisations.
This article walks you through the process of importing user and group data in bulk using a pre-formatted spreadsheet to ensure a smooth data import.
1. General guidelines
Below are some general guidelines we recommend you follow when preparing for the import:
- Ensure you have the correct permissions:
- Group Administration
- Personnel Administration
- View Personnel
- Custom Field Administration (Optional)
- Testing and Training Administration (Optional)
- Do not add, remove, or update any columns or headers (except when adding Personnel Custom Fields).
- Do not rename the sheets/tabs. They must be named "Users" and "Groups" respectively.
- Use a clean template for each import.
- Do not include any blank rows. These will be ignored during the import, leading to inconsistencies in the error logs.
- Ensure all fields marked as "Required" are filled out.
- Run the import during a time users will not be accessing the system.
2. Preparing the file
The import file is an Excel workbook with two required tabs:
- Users – For creating or updating user accounts.
- Groups – For creating or updating group configurations.
You can fill out one or both tabs depending on your needs. If you're only updating users or only creating groups, you can submit just that tab.
Note: Do not rename the tabs. They must be named exactly "Users" and "Groups".
2.1. Users tab
Below is a description of what information should be included in each column.
| Column | Required | Description |
|---|---|---|
| User ID | No |
Unique identifier created by the system for each user. To create new Users, leave this field blank; to update existing Users, enter their User ID. |
| Login Name | Yes |
Username used to access the system. It must be unique. If using LDAP authentication, do not include the domain in this field in the User sheet. It will automatically be included as part of the unique Login Name when the domain is successfully associated to that user. |
| Full Name | Yes |
Full name as it will appear in the system processing history, emails, assignments, etc. |
Yes |
Email address. Must be in a valid email format. If using LDAP or SSO authentication, this needs to be the same email address used for the domain or provider, respectively. |
|
| First Name & Last Name | No |
First and last name as it will appear in the system. |
| Language | No |
Language preference if any additional language packs have been purchased through the system. If left blank, the default will be used for (English (United States)). Valid values: Supported languages list |
| License Type | Yes |
Licensing access to the system. You must have available licenses in order to successfully assign that license type. Valid values: Concurrent, Dedicated |
| Authentication | Yes |
Authentication type. You can find more information in the following articles: |
| Personnel Custom Fields | No |
Placeholder for custom field data to add/update to the User’s profile. Add additional columns for as many custom fields as needed. Field names must match the corresponding custom fields added in the system and be bracketed by "##". For example, to add the "PER - Position Title" field from the system, add a column named "##PER - Position Title##" as a column. When adding or updating user information, a blank Personnel Custom Field value in the import file means that field should be blank for that user in the system. |
2.1.1. Supported languages
| Language code | Language |
|---|---|
| de-de | German (Germany) |
| en-gb | English (United Kingdom) |
| en-us | English (United States) |
| es-mx | Spanish (Mexico) |
| fr-ca | French (Canada) |
| ja-jp | Japanese (Japan) |
| ko-kr | Korean (South Korea) |
| nl-nl | Dutch (Netherlands) |
| pl-pl | Polish (Poland) |
| pt-br | Portuguese (Brazil) |
| zh-cn | Chinese (Simplified, Mainland China) |
2.2. Group tab
Below is a description of what information should be included in each column.
| Column | Required | Description |
|---|---|---|
| Group ID | No |
|
| Managers (Users) | No |
|
| Members (Users) to Remove | No |
|
| *Enabled | Yes |
|
| Associated Test Definition IDs | No |
|
| Associated Training Definition IDs | No |
|
Example
Sally Smith’s Login name is ssmith03 and she is set up for LDAP authentication under domain “coolshades.com”.
I want to add her to the “California” group using UGI. The field under the Members (Users) column for the row California will need to contain the value “coolshades.com\ssmith03” rather than “ssmith03” so that she is added to the group.