A tenant admin uses the Manage Users page to add new users, delete users, edit the properties of existing users and download/upload a csv file containing user data. Click the Manage Users link to display the user list. To the right of each user name are icons described below.
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- Make sure you are logged in as the tenant admin. Click the Manage Users link.
- Click the
download users csv file icon.
- This downloads a complete comma-separated file that includes the list of the users and their assigned roles in the current tenant. Roles that exist in the tenant but are not assigned to any users will not be included in the file. The fields are comma-separated. The following is an example:
The first row contains the column names. Descriptions of the field/column names in the file are listed in the table:
| Field/Column Name | Description |
|---|---|
| userId | The unique user id used for login. Required |
| tenant | The tenant identifier is optional. If not supplied, it defaults to the current tenant. Attempts to upload users for another tenant shows a validation error. |
| firstName | User's first name. |
| lastName | User's last name. |
| User's email address. Required | |
| enabled | Set to 'true' to enable the user |
| reportsTo | The userId of the user that the user reports to, if any. |
| roles | A list of the user's roles, separated by the '|' character. Roles are inserted as necessary. Spaces are not allowed in role names. Role names cannot contain more than 100 characters. |
| taskNotification | The user's task notification preference. The options are "OFF" or "Email"; if left blank or if this column is not used, this will default to "Email". |
| transaction | Either blank or 'DELETE'. If DELETE then the user will be removed. Otherwise, the user is updated if it exists or inserted as necessary. |
| notifyIfNewUser | A value of 'true' will send an email to users prompting them to create a new password. A value of 'false' will not notify users. |
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- Although csv files can be opened in other programs, they are best viewed through some kind of spreadsheet program. Here is the file when it is opened with Excel:
Upload Users csv file
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Make sure you are logged in as the tenant admin. Click the Manage Users link.
- Click the
upload users csv icon. - Browse to your users csv file and then click Validate. User data is validated prior to successful import. You will see "Validating..." until the validation process is completed. It is useful to report the status especially if you are loading a large csv file. Once validation has succeeded without error, the Load button is enabled to allow the upload. When you click on the Load button, you will see "Loading...".
The image shows the result of a validation that resulted in errors. User data cannot be uploaded until the errors are corrected. The table showing the validation data is scrollable vertically when loading a large csv file. 
| Info |
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notifyIfNewUser determines when a password reset notification is sent to a user.
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- Click the Load button, the system uploads the same data again from the file. Another validation is performed and if still no error, the users are loaded individually or deleted if specified in the transaction column of the file. Roles are also inserted as necessary.
You will see this message with the number of roles and users that were created: "Users Loaded successfully. 3 Added, 1 Updated, 0 Deleted, 4 Roles Added." Uploading an empty users file displays the message "Users file is empty".
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- Create a csv file with the changes - change the last name of a user and add a new line for a new user (mary) with the role of Coordinator.
- When you upload the modified file, you will see this message: "Users Loaded successfully. 1 Added, 1 Updated, 0 Deleted, 1 Roles Added". The existing user will be updated with the new last name, the role of Coordinator will be created and new user Pat will be added with that role.
- notifyNewUser for mary is set to TRUE, so Mary will receive an email to create her password.
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| Tip |
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CSV Upload Considerations
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If you are using spaces, you can add a link to this screen to the space menu.