How to import users

To create and edit users choose a data type of users from the new import screen.

After making a selection it is possible to download a template to assist you in gathering the data in the required format.

The download consists of two files:

  1. CSV template - This file contains all possible columns you may need to populate in order to successfully import data for your chosen type of Event

  2. PDF instructions - This file contains instructions and supporting guidance on how to populate the CSV with the correct data format

The import behaviour selection determines the action you wish to perform when uploading the populated CSV.

The table below describes the import behaviour for each selection.

Behaviour

Description

Behaviour

Description

Search for existing data, create new records which do not exist, do not update existing data

Kaizen will use the data in the uploaded CSV to attempt to search for events which may already exist. If existing data is found these events will NOT be updated. Any rows which do not match existing data WILL be created as new events.

Search for existing data, create new records which do not exist, update existing data

Kaizen will use the data in the uploaded CSV to attempt to search for events which may already exist. If existing data is found these events WILL be updated with the information within the uploaded CSV. Any rows which do not match existing data WILL be created as new events.

Search for existing data, do not create new records, update existing data

Kaizen will use the data in the uploaded CSV to attempt to search for events which may already exist. If existing data is found these events WILL be updated with the information within the uploaded CSV. Any rows which do not match existing data will NOT be created.

After selecting the type of event you wish to create, and the chosen import behaviour it is then possible to upload the source CSV file.

The column matching section of the import configuration allows you to map your CSV source data to the relevant area within Kaizen.

Template
This column shows all the available user profile information which can be populated during the creation of a new user record.

Your data
These selection boxes correspond to the columns found within the source CSV file. Selecting the relevant CSV columns here will allow data in the source file to be mapped to the appropriate Kaizen user field.

Matched
This indicates whether or not a mapping has been chosen for this line.

Mandatory fields
This indicates whether this is a mandatory field within Kaizen. Last Name and Email are mandatory fields along with any other custom user fields marked as mandatory.

Search for existing records
This column will be displayed if you have chosen the import to search for existing data. It allows you to choose how Kaizen should attempt to search for existing users. All the lines checked will be combined together to determine the exact combination of information which should constitute an existing user.

 

Roles can be added or removed from user accounts using the three options at the bottom of the column matching section.

Add role(s)
The role(s) specified in this cell will be added to the user record

Remove role(s) (When Updating only)
The role(s) specified in this cell will be removed from the user record. All other role(s) of the user will remain assigned.

Replace all existing role(s) (When Updating only)
The role(s) specified in this cell will entirely replace the user’s existing roles. The user will be left with only the role(s) specified in this this cell.

Multiple options can be specified within the CSV using the pipe separator |

The comma (,) is not a valid data separator

 

Email notifications can be enabled or disabled for the chosen import.

Choose import to run this task for real and mock run to perform a test of the import behaviour.