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Importing users from a CSV file
Who is this article for?Administrators looking to import users in bulk.
Administration access is required.
Importing users into Disclose via a CSV file streamlines the process of adding multiple users to the system efficiently.
The following article gives a step by step explanation of how to import users, including a CSV upload example.
1. Preparing the file
1.1. File requirements
Your CSV file should contain:
- a header row
- a row for each person being imported
The values shown below can be imported. Note that some columns are mandatory, and this is indicated in the table below:
| Column | Contains | Required |
| FirstName |
First name of the user as it should appear on the system. |
Yes |
| LastName |
Last name of the user as it should appear on the system. |
Yes |
| OtherNames |
Middle name(s) of the user as it should appear on the system. This value may be blank, but the column is required. |
Yes |
|
Email of the user as it should appear on the system. |
Yes | |
| SyncID |
Unique reference for each user. This value will be used in future syncs to match the source record with the existing user in Disclose. |
Yes |
| SSO |
Set to TRUE if the tenant uses Single Sign-On. |
No |
| Roles |
Roles the user should be granted within the system. Possible values are:
Multiple roles can be set, separated by a vertical bar (|). |
No |
| Groups |
Review groups the user should be made a part of within the system. Multiple groups can be set, separated by a vertical bar (|) |
No |
| Licences |
Checklist bundle the user should be assigned (e.g. 'UK Disclose Checklists'). To see a list of all licences available to you:
Note that Disclose uses British English, so the column header must be 'Licences' and not 'Licenses'. |
No |
| PrimaryGroup | Primary group the user should be made a part of within the system. | No |
Considerations for SyncID
You specify this unique ID for each user, and during future syncs it can be used to update an existing user's details. People often specify the email address as the SyncID, as it is guaranteed unique.
However, email addresses sometimes change! For example, if a user changes their name or if the organisation rebrands.
Once you have specified a SyncID value for a user, it must persist.
1.2. File example
This section shows a worked example of a prepared file.
Please note that in this example:
- Alex Smith has no 'other names' so that column is empty.
- For convenience, we're specifying the email address for SyncID.
- Tenant is configured to use Single Sign-On, so SSO is set to TRUE for these users.
- Alex Smith has multiple roles, which are separated by a vertical bar (|).
| Column | Person 1 | Person 2 |
| FirstName |
Alex |
Charlie |
| LastName |
Smith |
Jones |
| OtherNames |
|
Jordan |
|
a.smith@testnet.com |
c.jones@testnet.com | |
| SyncID |
a.smith@testnet.com |
c.jones@testnet.com |
| SSO |
TRUE |
TRUE |
| Roles |
User Administrator |
Tenant User |
| Licences |
UK Disclose Checklists |
UK Disclose Checklists International Disclose Checklists |
In a spreadsheet, this looks like:
When saved as a CSV file, the data looks like this:
This example file is attached at the bottom of this page.
If you are specifying user roles in the sync then you MUST ensure that AT LEAST one user in the system has the Tenant Administrator role.
Using the sync function it is possible to remove the Tenant Administrator role from all users. If this happens, then no users are able to perform admin functions for your tenant.
3. Importing the file
To import the file:
- Go to the Manage Users screen.
- Click the Import Users icon.
- Select the CSV file you want to import.
- Click Read File to initiate the import process.
Optionally, turn off the sync button next to individual users you do not wish to import. - Review selected users.
- Click Sync Users.
Once the synchronization process finishes, the results will be displayed, indicating:
- Users added to the system
- Users whose details have been updated
- Users with no changes detected
If you leave the page while synchronising, the sync will pause. When you resume, it will display synchronized items as unchanged and highlight unsynchronized ones with warning (orange) or error (red) icons, each with a hover-over explanation for the issue.
Further reading
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