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You can import a CSV (Comma Separated Values) file to add multiple users at once. To add an individual user, see Add a User.

In previous Apperian releases, it was possible to use this feature to update the group membership of existing users. This functionality is no longer available as of October 2017.

Once you upload the CSV file, the Import Users page displays a preview which you can review and edit before committing to the import. The preview also highlights data with issues that must be resolved. Messages on the page itself describe the issues. 

Tip

You can edit highlighted data directly on the page. This makes it easy to correct issues without uploading a new spreadsheet.

Before You Begin

Before you import multiple users, you must create a CSV file that lists the users you want to add. You can export this list from Microsoft Outlook or Active Directory, or you can create it using a spreadsheet program such as Microsoft Excel. For instructions, see Create a CSV File to Import Users.

To import multiple users
  1. On the navigation bar, click Users.
  2. Click Import Users in the upper right corner to open the Import Users page.  
  3. Click Choose File and browse to select the CSV file containing the users you want to add. 

    • The file is uploaded and analyzed for issues. This process may take several seconds; don't leave the page until the processing is complete. If there are issues in the file, the incorrect cells are highlighted and descriptive messages appear.

  4. Choose one of the following options to specify how users in the CSV file should be added to groups:
    1. Add users to groups already existing in the organization based on values in the CSV
      • This option assigns users to the group specified in Groups column in the CSV file. 
    2. Add users to groups already existing in the organization
      • This option opens a Groups dialog box on the page.
      • Use the dialog box to select one or more groups. All users in the CSV file will be added to the selected groups.
      • This option ignores groups specified in the CSV file. Note that if you choose this option, values in the Groups column are replaced with "Manually selecting group."
  5. If necessary, fix any issues. Either:

    1. Edit the highlighted fields directly in the preview section.
    2. Edit the CSV file on your computer, then click Choose File to reimport the file.
  6. From the Role list, select a role for the users. All users will be assigned the same role. You can edit individual users later to change their roles.
    • If you are a User Manager, you can't import users with the Administrator role; only Administrators can import users with the Administrator role. For more information about user roles, see Roles.
  7. (Optionally) select Send invitation email to each user with an email address. 
    • Each user with an email address specified in the CSV file will receive an invitation that provides instructions for accessing Apperian. The invitation message includes a link to a page where the user can set a password.
    • Best Practice: Apperian recommends selecting this option to ensure that new users set a password.
  8. Click OK to import the users. This may take several minutes. 

After you click OK, you are redirected to the Users page. The new users don't appear right away, so you may have to refresh after a few minutes.

Troubleshooting

The following table describes the warnings you may receive when you attempt to import a users CSV file. 

Most warnings do not prevent you from importing properly formatted users. If you upload a CSV file with warnings, the highlighted rows are ignored and those users are not added.


Error

Description

Invalid CSV file format

This is the only error that prevents you from adding users.

This can occur because:

  • The spreadsheet is missing a required column.
  • The spreadsheet includes a column that is shouldn't be there.
  • A column name is spelled incorrectly.

For a list of column requirements, see Create a CSV File to Import Users.

This could also a problem with the way it was exported. The previous link has instructions for exporting files from Microsoft Outlook or Active Directory. You can try to export the file again, or you can edit it using a spreadsheet application.

Items highlighted in yellow already exist in the organization and will not be imported.The highlighted user already exists. You don't need to take any action here because the duplicate user will not be imported.
There is a duplicate item (highlighted in blue). This item will not be imported.Two or more users in the CSV file have the same email address or user ID. Edit the highlighted cells to remove or change any duplicate email addresses or user IDs.
There are X items that do not meet the requirements (highlighted in red). These items will not be imported.

The data does not meet formatting requirements as described in Create a CSV File to Import Users.

Common issues include:

  • Phone numbers do not contain at least 10 digits.
  • Improper formatting for multiple groups.
  • Improper formatting for the User ID.
  • One or more of the columns is missing required data.
  • The Groups column contains a value for a group that doesn't exist.
  • The Groups column contains improper formatting for multiple groups.
  • The Administrator role is selected but one or more of the rows is missing an email address.

Remember, you can edit highlighted cells directly in the preview section.


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