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adminhelp:usersadministration:userimport [2017/10/06 03:32]
mnikolic [User Import]
adminhelp:usersadministration:userimport [2018/05/17 05:35] (current)
atadic
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 ====== User Import ====== ====== User Import ======
 \\ \\
-**User Import** feature provides you with the possibility to import new or edit existing users in bulkThis is the basic way to edit information related to large number of users. This way, you are not forced to do the repetitive job for the desired group of users one by one.\\ +To import new users or edit existing users, go to **Setup** > **Users** > **Users** > **Import Users**.\\ 
-Optionally, you can import users through the "Bulk User Import/Export" feature. +Alternatively, the same can be done on the **User Import** page in **Setup** > **Import/Export**.\\ 
-\\+On the **User Import** page, you can:  
 +  * Import new users using a sample template. 
 +  * Create a template by exporting existing users. 
 +  * Update existing users to later import the updated list. 
 + 
 +===== Importing Users from a Sample Template ===== 
 +Importing users from a sample template enables you to export a predefined template, fill it out with user details and re-import it into CPQ. This type of user import is recommended when you only want to import new users without altering the existing ones. 
 +  * Click **Sample Template** to download the predefined template. 
 +  * Open the Excel file on your computer. 
 +  * Fill out the columns in the **Users** sheet and save the file\\ For more information on how to fill out the template, please refer to the Template Guidelines section. \\ **Note**: File name can only contain letters, digits, dashes, underscores and one dot. 
 +  * Click **Choose File** to find and select the previously saved template. 
 +  * Click **Import**. \\ A new page displays, informing you that the file is successfully processed. To proceed with the import, you need to choose one of the three import options: \\ - **Import Without Preview**: your file will be uploaded and no feedback will be provided by CPQ about invalid records. Only valid records are processed. \\ - **Import With Preview**: both valid and invalid records are processed. Moreover, messages in the Status column are highlighted in red for invalid records so that you can modify your file accordingly and import it again. If, however, you decide to disregard status messages and not modify the file, you can proceed with the import by clicking Save. By doing so, valid records will be imported, whereas invalid records will be ignored. \\ - **Import With Preview of Invalid Records Only**: only invalid records are processed, and status messages inform you of the reasons why each of the records is invalid.  
 +  * The imported users can be found in **Setup** > **Users** > **Users**. 
 + 
 +==== Template Guidelines ==== 
 +The sample template for user import contains the following three sheets: 
 +  * **Users** - the import sheet with columns that match fields in CPQ. 
 +  * **IMPORTANT INFO** - restrictions and requirements for each field. 
 +  * **Timezones** - timezone IDs and descriptions. 
 +The **Users** sheet contains information related to users that are to be imported. Each user is placed in a separate row. The system uses IDs to match the records in the template to existing users in CPQ. When importing new users, you should not populate the **System ID** column. Additionally, when updating the existing users, you should not change the system ID in the exported file. If you delete or modify the system ID of an existing user during the editing process, the user may be duplicated in CPQ.  
 +The following columns must be populated for every user: 
 +  * **Index** 
 +  * **Username** 
 +  * **Password** 
 +  * **First Name** 
 +  * **Last Name** 
 +  * **User Group** 
 +  * **Email** 
 +  * **Company**  
 +**Note**: Do not rename or delete any column from the template. Additionally, the values entered in the columns must not contain any special characters such as “, *, ), (, etc. 
 + 
 +===== Exporting and Updating Existing Users ===== 
 +To import users, you can also create a template by exporting all existing users from CPQOnce users are exported, you can update their data and re-import the updated template into CPQ. Only modified users will be updated. Users that are not modified in the template will not be affected upon import.  
 +  * Click **Create Template by Exporting Users**. \\ The **Exported Users** file becomes available.  
 +  * Click the **Exported Users** file to download it.   
 +  * Open the Excel template on your computer. \\ The template contains all user fields that are available in CPQ. If you defined user custom fields, they will also be exported. Please note that passwords are not exported from CPQ.  
 +  * Update user data, but do not change user IDs, as doing so may cause duplications in CPQ. 
 +  * Save the template. 
 +  * Click **Choose File** to find and select the previously saved template. 
 +  * Click **Import**. 
 + 
 +==== Updating Date Format for Multiple Users ==== 
 +By using the user import functionality, you can also update the date format and date separator for multiple users in the **Date Format** column.\\  
 +The following is a list of supported date formats: 
 +  * dd mm yy 
 +  * mm dd yy  
 +  * yy mm dd  
 +  * dd mm yyyy  
 +  * mm dd yyyy  
 +  * yyyy mm dd  
 + 
 +Date separators in CPQ are as follows: 
 +  * - (dash) 
 +  * / (slash) 
 +  * . (dot) 
 + 
 +You can use any of the supported date formats in combination with any date separator.\\ 
 +{{:adminhelp:usersadministration:userimport-dateformat.png?300}} 
 + 
 +==== Setting and Changing Time Zone for Multiple Users ==== 
 +By using the user import functionality, you can also set the time zone for multiple users in the **Timezone** column. Additionally, in the **Allow timezone change** column, you can allow or disallow a particular user to change the time zone in the **Setup**. To allow a user to change the time zone, enter 1 in the designated cell.\\ 
 +{{:adminhelp:usersadministration:importuser-timezone.png?400}} 
 + 
 +  
 + 
 + 
  
-For this purpose CPQ provides the user import template. You can download it, fill in the desired information and upload it to CPQ. You can use the sample template or create a new one by exporting the existing users.  
-\\ 
  
-Templates can be found in **Setup** > //Import/Export// > **User Import**. //(See Figure 1)// 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-1.png }} 
-;#;// Figure 1 – Download the template //;#; 
-\\ 
-\\ 
-===== Import new users ===== 
-\\ 
-If you want to import new users you can download the sample template. It contains one row filled with sample user information. You should delete this row before you start entering users’ information. Otherwise CPQ would create the sample user upon template import. Figure 2 shows how the sample template looks like.  
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-2.png }} 
-;#;// Figure 2 – Sample user import template //;#; 
-\\ 
-Note that not all columns are displayed in the //Figure 2//, but their names are self-descriptive and you will not face any issues understanding what information the column is related to.  
-\\ 
-Each column, however, has its own constraints that must be followed when entering information. All instructions about constraints are provided in the same sample template under the sheet //IMPORTANT INFO (See Figure 3)//. 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-3.png }} 
-;#;// Figure 3 – IMPORTANT INFO sheet that contains information on constraints and data types //;#; 
-\\ 
-For example, one instruction is not to modify the **System Id** column snice it is used by CPQ during user import. Only eight columns are required: //Index, Username, Password, First Name, Last Name, User Group, Email, Company//. These columns must be filled out for each user.  
-\\ 
-\\ 
-Note that one row in the template spreadsheet under the sheet Users represent one user. Each user will have its own row. 
-\\ 
-\\ 
-//Username// must be unique to the user. 
-\\ 
-\\ 
-Another important thing is that you should not delete any column from the template or rename it. The text that you enter as user information must not contain any special character such as **“,*,),(**… 
-\\ 
-\\ 
-As you might have noticed, there is the //timezones// sheet in the sample template. This sheet contains information about all CPQ system timezones that you can enter in the sample template column **Timezone** under the //users// sheet //(See Figure 4)// 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-4.png }} 
-;#;// Figure 4 – Timezones sheet //;#; 
-\\ 
-Once you are finished with users’ information entry, you can proceed and import the document. At the same setup page (**Setup** > //Import/Export// > **User Import**), click **browse** and select your file that you have just saved and click **Import**.// (See Figure 5)// 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-5.png }} 
-;#;// Figure 5 – Upload file //;#; 
-\\ 
-On the next screen, CPQ displays information that is result of examining your imported file. It lists a number of valid and invalid records, and offers three options to continuo with the import (See Figure 6): 
-  * Import Without Preview 
-  * Import With Preview 
-  * Import With Preview od Invalid Records Only 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-6.png }} 
-;#;// Figure 6 – Three options to proceed with the import //;#; 
-\\ 
-If you pick an option //Import Without Preview//, your file will be uploaded and no feedback will be provided by CPQ about invalid records. Only valid records are being processed. This is the reason that you should pick //Import With Preview// option instead. This option will list all records from the imported files, both valid and invalid, but will provide additional feedback for the invalid records. This way you get informed about the exact reason (Error) why the records is invalid, and you can modify your file accordingly, then import it again. //(See Figure 7)// 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-7.png }} 
-;#;// Figure 7 – Import With Preview //;#; 
-\\ 
-In this phase, you can modify your document based on the Error messages, and then import it again. If you decide to import the document regardless the Error messages, you can click **Save**. This will import all valid records and ignore the invalid. 
-\\ 
-===== Edit existing users ===== 
-\\ 
-When you want to edit the existing user information, the best approach is to create template by exporting the existing user. This option is available in user import setup page (**Setup** > //Import/Export// > **User Import**) //(See Figure 8)//.  
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-8.png }} 
-;#;// Figure 8 – Create and download template by exporting users //;#; 
-\\ 
-The very same rules described earlier applies in this use case too. To get more information  check the [[http://help.webcomcpq.com/doku.php?id=adminhelp:usersadministration:userimport#import_new_users]] section in this page. 
-\\ 
-When you download generated template it contains all the information for all existing users in your CPQ. You can update information for the user that you want and import the document. Only modified user (record in spreadsheet) will be updated. Users that were not modified in the template file will not be affected upon import. 
-\\  
-A few more use cases are described in the following sections. 
-\\ 
-===== Update date format for multiple users ===== 
-\\ 
-When you want to update the date format and date separator for multiple users, you can do it through user import functionality. This is achieved by updating the template column named //Date Format//.  
-\\ 
-The list of allowed date format and separators is provided below. 
-\\ 
-^**Date Format**^**Date Separator**^ 
-|dd mm yy| - (dash)| 
-|mm dd yy| / (slash)| 
-|yy mm dd| . (dot)| 
-|dd mm yyyy| | 
-|mm dd yyyy| | 
-|yyyy mm dd| | 
-\\ 
-You can use any of the allowed date format in combination with any date separator// (See Figure 9)// 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-9.png }} 
-;#;// Figure 9 – Different date formats for different users //;#; 
-\\ 
-===== Edit time zone for multiple users ===== 
-\\ 
-User Import feature enables you to set timezone for multiple users. For this purpose you can use //timezone// and //Allow timezone change// columns in the template file. //(See Figure 10)// 
-\\ 
-\\ 
-{{ :adminhelp:usersadministration:user-import-10.png }} 
-;#;// Figure 10 – Set default time zone for user(s) through import/export //;#; 
-\\ 
-The first column – //timezone// allows you to set the timezone for the user, while another column – //Allow timezone change// gives you the possibility to allow or disallow the particular user to change its timezone through the setup.  
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