Import users from Excel

You can quickly add multiple users to Creatio by importing them from Excel. Learn more: Excel data import.

Import data into the "System administration object" that corresponds to the "SysAdminUnit" table in the database. This object contains the company's organizational structure: users, organizational and functional roles.

To import users from Excel:

1. Prepare the file for import and fill out the needed columns. Learn more: Prepare an Excel file for importing users.
2. Download the file and import users to the system. Learn more: Run the import process.
3. Set up user records: assign roles, specify passwords and available licenses. Learn more: Set password, role, and grant licenses to the imported users.

Prepare an Excel file for importing users

Create an *.xlsx document. The document should contain the "Name" and "Type" fields, where you specify the login and type values. You can optionally populate the rest of the columns.

Column name	Column value in the imported Excel file
Name	User’s login name. This column is required.
Type	Specify "4" to import records as users. This column determines the type of administration unit that is imported – either a role or a user. These types are stored in the "Object Permission Types (SysAdminUnitType)" object. You can find the possible values of this table below. This column is required.
Contact	Specify the name of the user’s contact. The names that you specify in the "Contact" column of your user import file must match the names of corresponding contacts in Creatio, otherwise Creatio will create new contacts. This column is optional. If you do not populate it, Creatio create new contacts using username as the contact’s name.
Active	The following values can be used: "0" for deactivated users "1" for active users This column is optional. By default, all users are active.
Culture	Specify the user language code (e. g., the "en-US" for English UI). Learn more about Creatio cultures: Manage UI languages. This column is optional. By default, the users will use English localization.
Connection type	The connection type determines the access permissions inherited by the user. "0" for company employees "1" for portal users This column is optional. By default, all users are imported as employees.

View the values of "Object Permission Types" (SysAdminUnitType) object in the table below.

System administration unit type	"Type" column value	"Connection type" column value
Organization	0	0
Organizational unit	1	0
Manager	2	0
User	4	0
Portal user	4	1
Functional role	6	0

Learn more about general requirements for the imported Excel file: Prepare a file.

Run the import process

To import users from Excel:

1. Click System Designer → Data import (Fig. 1).

   Fig. 1 The link to the Data import functionality in the Import and integration block

   

2. Add your user import Excel file: drag it to the Data Import page that opens, or click Select file and locate your Excel file.

3. Click Other and select "System administration object" as the object for importing file records (Fig. 2). Click Next.

   Fig. 2 Select an object for the import on the Data Import page

   

4. Specify the column mapping by connecting the columns from the Excel file to the fields in the Creatio import object (Fig. 3). Click Next.

   Fig. 3 Map the columns

   

5. Specify the conditions to identify duplicate records. The data of these columns must be unique for each of the imported records (Fig. 4).

   If the value of a column in the imported file coincides with the database value, Creatio will update the existing record. If the value is not available in the database, Creatio will create a new record.

   For example, when importing users, use the "Contact" column to determine whether the imported record already exists. If contact with such a name does not exist, Creatio creates a new record.

   Fig. 4 Manage duplicates

   

6. Click Start data import.

   note

   Learn more about how to set up columns and duplicate parameters: Import a customer database.

   When the import process completes, Creatio will inform you accordingly.

   As a result, the imported records will be displayed in Creatio user record list. Note that the imported users will not have roles, licenses or passwords. You will need to assign those manually.

Set password, role, and grant licenses to the imported users

After you complete the import, you need to perform the following steps manually for each imported user:

1. On the General information tab of the user page, set a password to enable the user to log in to Creatio.

   note

   Users can change their password when logging in to Creatio for the first time. Learn more: Create a user.

2. Select the necessary role (e. g., "All employees") on the Roles tab. Learn more: Assign a user role.

3. Distribute licenses on the Licenses tab. Learn more: Issue a license to a user.

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See also

How to prepare an Excel file for import

How to import customer database