You are here: Chapter 7: Configuration and Administration > System Administration > Users > User Import

User Import

If large numbers of users must be added to the FootPrints system, it is possible to load a large number of users into FootPrints from a text file. This is done from the Administration | System | Users | User Import page under Load Users into FootPrints. The limit is 2000 records at one time. If you need to load more than 2000 users from an external file, you must do it in more than one batch.

NOTE

Password complexity rules are not enforced on imported users until the first time the user logs in.

On this page, you must specify:

The name and full path of the file containing the data (use the browse button to select the file containing the user data).

User type—Select a role to assign imported users. Only one role can be assigned to users in the file at a time.

NOTE

System Administrators cannot be imported using this method. They must be added to the system manually.

License type—If Agent users are being imported, select whether the licenses for the users are Fixed or Concurrent (does not apply to customers).
Whether or not email addresses must contain the @domainname.com suffix (select Yes to require the suffix or No).
The default Workspace for users who are imported.
Additional Workspaces for these users (optional).

Note

Click the link next to Workspace Information to see a list of workspaces and corresponding IDs.

Team membership (optional). If you enter a team name here, then all users who are imported in this file are assigned as members of that team. This field only applies to agents, not customers.

The above information applies to each user specified in the file. To import users of different types, you should do separate imports.

Creating the Data File

The file containing the data must be in the correct format, which is a comma-separated-variable format. There should be one line for each user, with the data separated by commas. The file format differs depending on whether Customers or Agents are being loaded.

Agent Users

If Agents, Workspace Administrators, or users with a custom Agent-type role are being imported, the import file must contain the following fields in the order listed:

ID—The FootPrints user ID
Password—The user’s password if FootPrints authentication is being used. This field should be left blank if an external authentication method, such as LDAP, is used.
Name—The user’s full name
Email—The user’s email address
Misc—Optional fields defined below

All fields are mandatory except the optional Miscellaneous fields.

Customer Users

If customers are being imported, the data that is required is different. If you also want to import the user's contact data (name, email address, phone number, etc.), you must also do a separate Address Book import. In this case, the IDs specified in this user import must match the primary keys of the users in the Address Book.

ID—The FootPrints user ID
Password—The user’s password if FootPrints authentication is being used. This field is omitted if an external authentication method, such as LDAP, is used.
Misc—Optional fields to be defined below

Optional Miscellaneous Fields

While Workspace membership for the whole group to be imported is defined on the setup page, you can put information into the import file that defines the default Workspace for an individual, defines one or more Workspaces into which the individual is to be imported, or sets a billing rate for an individual. To set these options for an individual, use the following syntax in the import file:

Default Workspace—Set a user's default Workspace by including DEF=n on the line in the import file for that user, where n is the Workspace number.
Workspace membership—Set a user's Workspace membership in a single Workspace by including PROJ=n on the line in the import file for that user, where n is the Workspace number. Include PROJ=n:m:q for multiple workspaces, where n, m, and g are all Workspace numbers for Workspaces to which the user is to have membership.

Note

Click the link next to Workspace Information to see a list of Workspaces and corresponding IDs.

Billing rate—Set a user's billing rate by including BILLRATE=n on the line in the import file for that user, where n is the number of dollars per hour. This field only applies to agents, not customers.
Team membership—Set a user's team membership by including TEAMINFO=Pn;name1;name2:Pm;name3 on the line in the import file for that user, where n and m are Workspace numbers and name1, name2, and name3 are Team names. You can have as many Workspaces and Team names specified as you please. This field only applies to agents, not customers. Note that the "P" must be included in the above line.

The settings you use in the import file override the settings on the setup page. That is, if the setup page says to import everyone Workspace #2 as their default, but you have some individuals set in the file to default to Workspace #4, then everyone in the import file will have Workspace #2 as their default except for the individuals with Workspace #4 settings. This goes for all settings, including Team membership.

NOTE

You can import users into teams, but you cannot import users as supervisors. Once a user has been imported, you can configure that user as a supervisor.

Examples

Examples of valid lines in the file for Agents:

jsmith,orange23,Jill Smith,jsmith@widget.com

bjones,abc123,Bob Jones,bjones@widget.com,DEF=4,PROJ=3:4:27

jomalley,xxx543,James O'Malley,jomalley@pemb.com

bbudd,123abc,Billy Budd,bbudd@melville.com,BILLRATE=25.50

rrogers,g11R19,Roger Rogers,rrogers@widget.com,TEAMINFO=P3;Hardware;Software:P4;Network

Examples of valid lines in the file for customers:

lgomez,123456

mfranklin,dse234,DEF=2

vpatel,3ed9fr,DEF=3,PROJ=2:5:14

Examples of valid lines in the file if an external authentication method is used:

Agents:

jsmith,,Jill Smith,jsmith@widget.com

bjones,,Bob Jones,bjones@widget.com,DEF=4,PROJ=3:4:27

Customers:

lgomez,

mfranklin,,DEF=2

Note on Names

Names with embedded commas are not allowed, such as "William Smith, Jr." Do not include any such names in a load file. Additionally, we recommend against suffixes in names even without the comma, such as "William Smith Jr.", as user names are sorted by last name in the assignee window; therefore, William Smith would be placed with the "J" names. Lastly, the double-quote marks used in this paragraph are for reading clarity only; do not use double-quotes in the load file.

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