Importing User Details Using Excel

Owned by Enterprise IT
Apr 22, 2024
4 min read

You can import User details to the SummitAI database manually. The uploaded details can be mapped to the User properties, such as Employee ID, Designation, Location, and so on. Only Microsoft Excel (.xls) files can be uploaded.

To import Users from Microsoft Excel:

  1. Select Admin > Basic > Users > Import > Excel Import.
  2. Click DOWNLOAD USER IMPORT TEMPLATE on the ACTIONS panel.


    Figure: EXCEL IMPORT page: Click DOWNLOAD USER IMPORT TEMPLATE icon

  3. Fill in all the mandatory details in the downloaded Excel template and save.

    USER DETAILS IMPORT TEMPLATE with data
    Figure: USER DETAILS IMPORT TEMPLATE

    Note:

    • The LoginType field is mandatory.
    • The Users can log into the Application by selecting the Form Login or NT Login ID option. For more information, see Adding Users.
    • If the Active field is True, the User details are displayed on the USER LIST page. If it is False, the User details do not display on the USER LIST page. To view the inactive User details on the USER LIST page, select the Include Inactive check box. By default, the value is considered as True if the value for the ACTIVE field is not provided while mapping the field.

      USER LIST page
      Figure: USER LIST page

    • The Alternate E-mail IDs are displayed under the Alternate E-mail IDS section on the COMMON MASTERS page.

      USER DETAILS IMPORT TEMPLATE with data.
      Figure: USER DETAILS IMPORT TEMPLATE with data.


      Figure: EXCEL IMPORT page: MAPPING tab

    • The imported user details are displayed on the USER LIST page based on the data provided in the Excel template.
      USER DETAILS IMPORT TEMPLATE with data
      Figure: USER DETAILS IMPORT TEMPLATE with data

    • The UT_ID displays the timezone of the users. If the timezone is not selected in the excel template, then the Application fetches the timezone detail that is defined under the PREVIEW tab.

      USER DETAILS IMPORT TEMPLATE with data
      Figure: USER DETAILS IMPORT TEMPLATE with data


      Figure: EXCEL IMPORT page: PREVIEW tab
    • The Form ID can be different from the Email ID.


  4. On the EXCEL IMPORT page, under the GENERAL tab, upload the Excel sheet that contains the User details. For more information about the fields on the GENERAL tab, see 229480246.


    Figure: EXCEL IMPORT page: GENERAL tab

  5. Click SUBMIT. Select the radio button for the sheet from which you want to import the User details. Click NEXT.


    Figure: EXCEL IMPORT page: GENERAL tab

  6. The MAPPING tab displays the list of fields with its mapping result. A table listing mapped data of the file in the Source field with the attributes in the Destination field is displayed. For more information about the fields on the MAPPING tab, see 229480246.

  7. Select the required options if not already selected. Click NEXT.


    Figure: EXCEL IMPORT: MAPPING tab

    Note:

    On the EXCEL IMPORT page, if the mandatory attribute value under the source section is blank, the Administrator must add a new column with value in the Excel template. Subsequently, on importing the Excel template, the value of the mandatory attribute will be fetched from the Excel template and populated under the associated Source field. These attributes are defined as a mandatory field on the Form builder page.


  8. A table listing data from the Excel sheet is displayed under the PREVIEW tab. The fields displayed on this table depends on the fields mapped on the MAPPING tab. Select the Time Zone, one or more Role Templates, and click SUBMIT. For more information about the fields on the PREVIEW tab, see Field Description.


    Figure: EXCEL IMPORT page: PREVIEW tab

Field Description

The following table describes the fields on the EXCEL IMPORT page:

Field

Description

DETAILS

GENERAL Tab

Source

Click the Upload icon to attach a source file, which contains the details of the User(s).

Note: Make sure that the source file is a Microsoft Excel Worksheet. You can import user data to the application only through an excel file.

To import data to the Summit database, the Administrator must ensure the MS Excel Worksheet contains the fields as: ID, EmpID, UserName, E-mailID, NT_UID, Frm_UID, Tenant, Location, Country, Designation, ContactNo, MobileNo, JoinDate, EMPID - MGR, Address, UserRemarks, State, City, and Pin.

MAPPING Tab

Destination

Displays the Destination fields in the application database.

Data Type

Displays the type of data required for the field.

Source

Displays the Source fields in the Excel sheet.

PREVIEW Tab

Domain

Displays the list of all the Domains the User has access to. Select the Domain to which you want to assign the User.

Time Zone

Select Time Zone from the list.

Role Template

Select a Role Template. For information about Role Templates, see Configuring Role Templates.

Discard

Select the check box to discard a User from the import. The selected User is not imported.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the EXCEL IMPORT page.

DOWNLOAD USER IMPORT TEMPLATE

Click DOWNLOAD USER IMPORT TEMPLATE to download the Microsoft Excel template that you can use to import Users.

References