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With the Import Users function, you can use a Comma Separated Values (CSV) file to add up to 1000 users to EASE at once. You can also use the Import Users function to update the group membership of users that are already in the EASE database.

To add an individual user, see Add a User.

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 EASE Portal navigation bar, click Users.
     
  2. Click the Import Users button in the upper right corner to display the Import Users page. 
     
  3.  Select one of the following options to specify how users in the CSV should be added to groups.

    Add users to groups in CSV and maintain existing groups

    This option is applicable only when your CSV file includes a Groups column.
    If a user listed in the CSV file already exists in the EASE database, EASE will add the user to any additional groups listed in the CSV file without removing the user from any groups to which the user already belonged. The user will also be added to the All Users group if the user is not already a member. For example:
    • User John Smith is already listed in the EASE database as a member of the Sales and Boston groups.
    • The CSV lists John Smith as a member of the Sales and Paris groups (not the Boston group).
    • After importing the CSV file, John Smith will be a member of the All Users, Sales, Boston, and Paris groups.

    Replace existing groups with those in CSV

    This option is applicable only when your CSV file includes a Groups column.
    If a user listed in the CSV file already exists in the EASE database, EASE will modify the user's group membership to match the groups listed in the CSV file. The user will also be added to the All Users group if the user is not already a member. For example:
    • User John Smith is already listed in the EASE database as a member of the Sales and Boston groups.
    • The CSV lists John Smith as a member of the Sales and Paris groups.
    • After importing the CSV file, John Smith will be a member of the All Users, Sales, and Paris groups and not the Boston group.

    Add users to groups selected below

    Users will be added to the groups selected in the Groups box. 

    After you select this option: In the Groups box, select one or more groups to which the user will belong. Click and then Shift+click to select a range of groups; click and then Ctrl+click to select multiple groups that are not listed in order.

    Note:

    • Users will also be added to the All Users group even if you do not select that group in the Groups box.
    • If any groups are listed in the CSV file, they will be ignored.
    • If a user already exists in the database, the user will be removed from any groups that are not selected in the Groups box.

     

  4. Click Choose File and browse to select the CSV file listing the users you want to add.
     
    EASE uploads the file and analyzes it for errors. This process may take several seconds; remain on the page until the processing is complete.
     
    If there are errors in the file, EASE displays a descriptive message. For a description of the possible errors, see Error Messages.
     
    If the file uploads successfully, EASE identifies the number of users listed in the file.


  5. If necessary, fix any errors in the CSV file and click Upload Failed to reprocess the file.
     
  6. From the Role list, select the role for the users. All users will be assigned the same role. You can edit individual users later to change their roles. Note that if a user is already in the database, the user's role will not be modified.
     
    • User: The user can access the App Catalog but cannot perform administration functions with the EASE Portal.
    • Administrator: The user can access the EASE Portal to perform all administration functions.
       
  7. Select or clear the following options:
     
    • Email me when import completes: You will receive an email when all users have been added.
    • 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 EASE. The invitation message will include a link to a page where the user can set a password. If you defined passwords in the CSV file, do you select this option.
       
  8. Click OK to add the users. This may take several minutes. You will be redirected to the Users page, which will not yet list all the new users. If you selected email confirmation, you will receive an email when every user has been added to the system.

Error Messages

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

Error

Description

CSV file incorrectly formatted

The CSV file is not formatted correctly. This may be due to a problem with the way it was exported. See Create a CSV File to Import Users to review the 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.

Email addresses not unique

Two or more users in the CSV file have the same email address. Edit the file to remove or change any duplicate email addresses.

There are duplicate User IDsTwo or more users in the CSV file have the same user ID. Edit the file to remove or change any duplicate user IDs.

CSV file error on row #

The row indicated in the CSV file has one or more errors. Edit the row in the file. Check that the First Name, Last Name, and User ID fields are all populated with valid values.

Invalid character encoding on row #

The First Name, Last Name, and Email address must be UTF8 encoded. Remove or change any invalid characters.

Invalid phone number on row # (must be at least 10 digits)

Phone numbers are optional. Any included phone numbers must be at least 10 digits.

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