This article describes the process and steps required to create & edit users and their permissions from a User File in bulk via an import/export process.
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Estimated Read Time: 10 Minutes
Sections in this Article
- Where to manage your users via bulk import
- How to download the User Import Template
- Field-by-Field Import Rules
- Creating users in bulk via a downloadable template and import
- Edit existing users in bulk via the User Export feature
- "Bulk Update" Video Demonstration 🎬
- Troubleshooting
Note: Creating and Editing users can only be performed by users with sufficient access rights. They require the 'Administrator' Role, the 'All' Permission, and the 'User' Additional Permission to complete these steps. You can find more information regarding these definitions here 📖 User Management Definitions
Please, reach out to your system administrator or CSM for further information.
Where to manage your users via bulk import
We first start by navigating to Settings > Users
We then select Add > Bulk Import
Once Bulk Import is selected, you will be brought to the Bulk Import feature.
Note: In addition to this Knowledge Base Article, the Bulk User Import page, as seen in the below screenshot, will provide further instructions on the import process.
How to download the User Import Template
From the User's section of Gatekeeper, simply select Download Template highlighted below in Red. This will provide you with a clean sheet, ready to be populated with user data.
Field-by-Field Import Rules
The table below will provide you with the current list of required values to fill out your import /export sheet.
Mandatory Fields are marked with an asterix(*)
- 'Field' relates to the name of the field within your sheet. These field headings do not need to be changed.
- 'Inputs Needed' outlines the validation that the specific field requires.
- 'Existing Options' shows the full list of available options within your tenant.
| Field | Inputs Needed | Existing Options |
| Gatekeeper ID | Integer | |
| *First Name | Text limited to 200 characters | |
| *Last Name | Text limited to 200 characters | |
| Text limited to 200 characters. Must be a valid email address. | ||
| Job Title | Text limited to 200 characters | |
| Landline | Text limited to 200 characters | |
| Mobile | Text limited to 200 characters | |
| *Team | Text limited to 200 characters If the Team entered in the CSV is not recognised as an existing option, a new Team will be created |
Americas Procurement, APAC Procurement, Default Team, EMEA Procurement, Wholesale |
| *Role | Administrator, Collaborator, Custom, Employee Portal Only | |
| *Role Permissions | Text limited to 200 characters | |
| Workflow Groups | Text limited to 200 characters | |
| eSign Sender | Yes, No | |
| eSign Signatory | Yes, No | |
| Users | Yes, No | |
| Configuration | Yes, No | |
| History | Yes, No | |
| Reports | Yes, No | |
| Workflow Administrator | Yes, No | |
| Weekly summaries you own | Yes, No | |
| Weekly summaries all | Yes, No | |
| Vendor Portal Administrator | Yes, No | |
| Dashboards | Text limited to 200 characters Multiple dashboards are allowed (separated by ;) |
Executive Dashboard; Quarterly Dashboard; My Dashboard; eSign |
| Default dashboard | Executive Dashboard, Quarterly Dashboard, My Dashboard, eSign | |
| Invite into Gatekeeper? | Yes, No |
Invite into Gatekeeper?
When bulk inviting users to Gatekeeper, be aware of the status of your users. E.g. A user with a status of 'Revoked' will be reinvited to Gatekeeper.
Creating users in bulk via a downloadable template and import
First, we need to download a blank version of the User Import Template outlined in red below.
Once you have downloaded the template its a simple matter of following the 'Field-by-Field Import Rules' above, and filling in the required data. If you get stuck, you can always refer to the User Management Definitions article to establish the appropriate permissions to apply to each user.
On completion of your User Import Sheet, you can import the data by first selecting 'Browse' to locate your import file, then selecting Upload.
Edit existing users in bulk via the User Export feature
To edit users in bulk, we need first to download an export of our current user list. This can be achieved by going to Settings > Users
Once in the Users section, select 'Export' which will always be located in the bottom right-hand corner of your screen.
Export Options
CSV | All Pages - Will export the entire user list, regardless of the page you are viewing
CSV | Current Page - Will export only the users within the current page that you are viewing
CSV | This View | All Pages - Will export the entire user list with any Persistent Filters and Additional Columns applied
CSV | This View | Current Page - Will export the current user page with any Persistent Filters and Additional Columns applied
Your CSV File will then download according to your web browser.
In the CSV you can update your values according to the accepted values outlined in the Field-by-Field section of this document, as well as the User Management Definitions.
When editing Users in bulk, the 'Gatekeeper ID' field should not be changed.
Import your Data
On completion of your User Export Sheet, you can reimport the data including any changes from the User section of Gatekeeper by first selecting 'Add' > 'Bulk Import'.
Then select 'Browse' to locate your import file, then select Upload to begin the upload process.
Please be aware that you cannot currently revoke user access en masse. This will need to be performed on a user-by-user basis.
Please read our article on Dealing with Leavers & Movers for further information.
How do I Manage Import Errors?
Detailed error handling is available in Gatekeeper to walk users through the process of correcting their data if and when required.
If data errors are present, you will be presented with the below screen that will assist in guiding you through fixing the errors.
Please fix all of the errors in your spreadsheet before attempting to reimport.
"Bulk Update" Demonstration
See the below demonstration of using the bulk-update feature to activate all your users:
As mentioned in the video, these same steps could be followed to amend user permissions or user metadata
Troubleshooting
Encoding Error
This error is created when the uploaded file isn't in a UTF-8 format. UTF-8 is the dominant character encoding format on the web.
- Open Google Drive.
- Create a new Google Sheets document.
- Import your CSV file.
- Click File > Download As > Comma-Separated Values to save the file to your computer.
- Open and alter the import template in Excel
- Save it as a CSV file
- Open the CSV file in Notepad
- Choose 'Save As', be sure to remove the .csv at the end of the filename, and choose UTF-8 as the encoding type
- Find the saved file and alter the .txt at the end of the filename to .csv
- Click OK on the warning about changing the file type
- Import the new file into GK.