Step-by-step Guide
1. Prepare CSV File
When preparing the CSV file, make sure all required fields have been added as column headers of the first row, Also add any optional fields used by your business. Each row after the first one is to be populated with a unique user's data. Here is an example template you can download as a guide, or follow the instructions to create one from scratch.
Download User CSV Template
User Custom Fields
If User custom fields have been added, you can enter them in your CSV file. Make sure a custom field is prepended by 'CUS_' in the file. Example: 'test' becomes 'CUS_test' in the CSV file. See: Create User Custom Fields.
Create User CSV File
To create the CSV file from scratch:
In an editor such as Notepad, open a new text file. You can also use Excel.
1. Copy the header text.
EmailAddress, NotifyEmailAddress, Deactivated, FirstName, Surname, Password, ConfirmPassword, JobTitle, Section, PhoneNumber, FaxNumber, DefaultCostCentre, CustomerCode, GlobalCatalogueAccess, OrdersApprovedBy, SpecialInstructions, ContractItemsOnly, InitialRole, ApprovalType, ApproveNonContract, DenyApprovalProductEntry, AllowApprovalProductEntry2. Open a blank Excel worksheet.
3. Click to select the first row in the first column,
4. Paste the text into the cell.
5. In the popup window, select the Data menu, then click Text to Columns.
6. Select Delimited, then Next.
7. Tick Comma. If it’s correct, you’ll see lines between each row of data.
8. Click Next.
8. Click Finish.
9. Save the file. The data will now be correctly formatted into the columns.
- Copy and paste the following text into the file:
EmailAddress, NotifyEmailAddress, Deactivated, FirstName, Surname, Password, ConfirmPassword, JobTitle, Section, PhoneNumber, FaxNumber, DefaultCostCentre, CustomerCode, GlobalCatalogueAccess, OrdersApprovedBy, SpecialInstructions, ContractItemsOnly, InitialRole, ApprovalType, ApproveNonContract, DenyApprovalProductEntry, AllowApprovalProductEntry - Save as a .csv file.
2. Populate the CSV File with Records
- Open this CSV file in Excel. The header text (fields) should be displayed in Row 1 (Line 1) of the first 22 columns.
The CSV file should look like this (in Excel):
- Enter one user record per row. This means User 1 occupies Row 2 (Line 2), etc. NOTE - Some fields are mandatory. If a mandatory field is not populated for a user record, the user will not be uploaded. Also, your site may not be using all optional fields. If not used, leave blank.
- When all records have been entered, save the file.
3. Upload CSV File
To upload the prepared CSV file to your website:
- In the CMS, go to Users → User Imports. Or when logged in as Administrator on your site, Accounts → User Import (/zUserImport.aspx). NOTE - If this page has not been set up for your website, you can add it using the Add New Menu Item function.
- In the first section of the page called 'Enter or browse for the flat file containing your User CSV file to be imported.', click the Choose File button.
- Select the CSV file. Once selected, the file name displays next to Choose File.
- To have a registration notification emailed to every new user, tick Send Notification email to all imported users. NOTE - Users flagged as initially deactivated will not be sent an email notification.
- Scroll down and click the Import Now button.
- Check the message box below 'Import Now' to verify your import is successful. Any skipped rows and errors will be displayed.
Import Customer User Records
A customer user record is a user record that is linked to a customer account. It is used to cater for users who may belong to more than one customer account. The process of importing customer user records is similar to that for users. NOTE - To bulk import customer users, the user Id (EmailAddress) must already exist as a website user.
These are the standard fields for customer user records:
| Field Name | Field Description |
|---|---|
| EmailAddress* | User ID (in most cases, the User ID is the user's email address) |
| CustomerCode* | Customer account code |
| InitialRole* | Initial user role |
| ApprovalLimit* | Approval Limit. The maximum order limit this user can approve. |
| OrderLimit* | Order Limit. The maximum amount this user can order before approval is required. |
| ReqLimit* | Requisition Limit. The maximum amount of an order for this user in this customer account. |
| ApprovalGroup | If approval groups are used for this customer, enter the Approval Group code assigned to this user. |
| ApprovalMinimum | Enter the minimum amount this user can approve. |
| HideInAccountSelect | Enter 'Yes' or 'No'. If 'yes', this customer account will be hidden from selection and account switching when the user logs onto your website. |
User ID
Customer User CSV Template
Fields for Customer User Records
If you're creating one yourself, copy and paste the following header fields into your file:
EmailAddress, CustomerCode, InitialRole, ApprovalLimit, OrderLimit, ReqLimit, ApprovalGroup, ApprovalMinimum, HideInAccountSelect
Import User Id Changes
The process of bulk importing User Id changes to user records is similar to importing customer users.
These are the standard fields used for User Id changes:
| Field Name | Field Description |
|---|---|
| Current User ID* | Current user ID (in most cases, the User ID is the user's email address) |
| New User ID* | New user ID |
| New Notify Email Address | Leave blank if the email address will remain the same |
Update User Id CSV Template
Fields for User Customer Records
If you're creating one yourself, copy and paste the following header fields into your file:
Current User ID, New User ID, New Notify Email Address
Import Message
The import message will always show Line 1 (header line) as skipped.
Import User Deletions, Activations, Permanent Inactivations
The process of bulk importing user deletions, activations and permanent inactivations is similar to importing user customers. NOTE - A user can only be deleted from a specific customer account if they have no active orders and they are associated with more than one customer account.
These are the standard fields for changing user statuses:
| Field Name | Field Description |
|---|---|
| EmailAddress* | Current user Id (in most cases, the User Id is the user's email address) |
| CustomerCode | Enter the customer code if you wish only to remove the user from this customer account. NOTE - You cannot enter a customer code and permanently inactivate a user at the same time. |
| IsPermanentlyInactive | Enter 'I' for Inactive and 'A' for Active. Leave blank if deleting user from a customer account via the CustomerCode field. |
| IsPermanentlyInactiveNote | If permanently inactivating the user, enter a note if you wish. |
Delete, Activate, Permanently Inactivate Users CSV Template
The required CSV template is provided here or you can create one yourself.
Import_User_Status_Changes.csv
Fields for Deleting, Activating or Permanently Inactivating Customer Users
If you're creating one yourself, copy and paste the following header fields into your file:
EmailAddress, CustomerCode, IsPermanentlyInactive, IsPermanentlyInactiveNote
Add a User Custom Field
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