Rather than manually adding users one at a time, you can add or edit multiple users at once using a bulk import. To do this, you will need to create a CSV (comma separated values) file containing the user's data. You can use this CSV file to add new users, update existing user information data, or inactivate users.
Keeping your data synchronized
The user file described above can be used to synchronize users from your internal system to the Brand Integrity Platform. See article on Keeping User Data Synchronized for more information.
Creating the CSV data file
Most HR and Payroll systems will allow you to create the User Import File from their reporting function. For a sample report, see the Sample User Import File.csv attached to the bottom of this article.
The first row of the file is the header row and contains the fields listed in the Table 1 below.
- It is very important to include the header row with a name for each field. The names do not necessarily have to match the names in Table 1 below, but they must be unique within the file.
- The file must be formatted as a CSV and saved using UTF-8 character encoding.
The following table lists the fields that are required in the file, as well as some highly recommended and optional fields.
|First Name||Required. The user's first name|
|Last Name||Required. The user's last name|
|Display Name||Optional. This is the name that will appear throughout the site. If this is not included, it will automatically be generated from the first and last name fields.|
|Highly Recommended. The user's email address. The field is highly recommended as it is typically used to create the username for the user. It is also used to send various system emails to.|
|Unique ID||Required. A unique identifier(typically an employee ID, computer login, or email address) is needed to uniquely identify a user. The platform uses this to determine if it should add, update, or inactivate users. This must be an ID that will never change for a user after being added to the file.|
|Manager ID||Required. This ID is used to determine who to send a recognition to during the approval process. Each record in this field must match a record in the Unique ID field.|
|SSO Token||Required if using Single Sign-on. A unique identifier which is used to map to an organizations login. This can also be referred to as the federation ID.|
Table 1 above shows which information is required for getting users into the system; however, you may want to include additional information for use in the reporting aspect of the platform. Some common reporting attributes include:
- Job Title
- Manager Name
If you'd like to be able to compare recognition data or survey data across departments, for example, you would need to include a Department field in the user file.
Limitations of CSV file user management
You can import a core set of data about users; however, there are some limitations. Currently, you cannot import users' time zone, profile photo, system roles, or language preference. These attributes are managed manually once users are uploaded into the platform.