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User Bulk Import/Export

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.

This article intends to walk you through:

  1. User Management Definitions (Pre-requisite reading)
  2. Where to manage your users via bulk import
  3. Field-by-Field Import Rules
  4. Creating users in bulk via a downloadable template and import
  5. Edit existing users in bulk via the User Export feature

In addition to this article, discover:

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 in the link below titled '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.

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  
*Email Text limited to 200 characters  
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 to first 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.

Options

CSV | Current Page - Will export only the users within the current page that you are viewing

CSV | All Pages - Will export the entire user list, regardless of the page you are viewing


Your CSV File will then download according to your web browser.

When editing Users in bulk, the 'Gatekeeper ID' field should not be changed. 

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.

On completion of your User Export Sheet, you can import the data by first selecting 'Browse' to locate your import file, then selecting Upload.

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.