With Cloud release 23, you can import users via CSV file. This is handy for those who aren’t using an Active Directory and especially for customers whose front-line workers don’t have a company e-mail address. You can now easily create these employees in COYO with the CSV import.
We understand front-line workers to mean the employees who don’t have a permanent desktop workplace or don’t have access to desktop devices in the workplace.
To import your users, you need a file in the CSV format. It’s important that the file does not contain header data. To import the users, there are minimum requirements, without which you can’t import them:
- Unique identification number (e.g. personnel number)
- First name
- Login name
You can also optionally add the following data:
- E-mail address
- Initial password
Structure of the CSV file
When creating your CSV file, there are requirements concerning the format that need to be complied with. Alongside the stated order, these are:
- The fields for an entry need to be separated by commas. Optional fields also need to be separated by a comma, even if they don’t have to contain values.
- The entries are separated from each other by a line break.
- If a user belongs to several groups, the group names need to be listed separated by pipe (vertical line) .
- If no initial password is stated, the users needs to request a password via the Password forgotten function. If the respective user is re-imported (updated), the password is not overwritten.
The CSV import format must be encoded with UTF-8 without BOM
When creating the CSV file, it’s essential that you adhere to the order. This is what a CSV file could look like:
unique identification number, firstname, surname, loginname, email, group/s, initial password
All information on the CSV file can also be read under "Show help" in the CSV administration.
You can also perform a user import via CSV file in addition to your AD or local users. However, it is not possible to perform two different CSV imports in parallel. You can nevertheless overwrite or completely replace your CSV import with a new CSV file at any time.
To import your users via CSV file, go into the Administration and "User directories". Once there, select "Create user directory".
On the screen that opens, assign a name to the directory and select the type. In this case, "CSV".
Once you’ve selected the type, information appears below the selection with the button "Select CSV file". Use this to select the CSV file from your local folder structure and upload it. If this file contains an error, you will get an error message with a reference to the column that contains the error. It is thus essential that the requirements are met.
On the "Synchronization" tab, you can define what should happen with what are known as "orphaned users". These can either be ignored, deactivated, or deleted. By adding a tick next to "Restore users", you can set whether deleted or deactivated users should be restored if they are contained in the CSV file again.
Orphaned users are the users that were in the list in the first import but not in the second.
If the CSV file is correct, the directory needs to be activated so that your users are synchronized.
Users imported via a CSV file don’t automatically receive a welcome e-mail from COYO. These need to be informed manually by the admins.
If a CSV file is re-imported, the users already imported do not receive another request to change their password.