Brightidea makes the process of importing your users simple and easy.
- To get started, navigate to Command Center > People > Add User > Import Users
- A dialog box will appear prompting you with two options:
Option 1: Download the User Import Template
Brightidea offers a template that makes it easy to import users properly. Example users are included to guide you in filling out the Template correctly.
The only required field is an Email Address- However, importing a user with solely an email address is not recommended best practice for creating users. We highly recommend adding a Screen Name, First Name, and Last Name for each user entry.
We also recommend filling out additional important areas such as the Expertise, External, and Certifications fields. The more information that's included for each user will ensure they have the best possible engagement and experience with Brightidea.
Once the User Import template is downloaded and filled out with all desired users, save the file. We recommend saving it to your Desktop for easy access.
Option 2: Select your Completed Template
Once you have a template ready, you can select the file for import.
- You can choose to send an email to newly imported users to inform them of their now-granted access.
- Note: Unless Include Invite Email is selected before importing, no email or notification will be sent to imported users upon account creation.
Once the process has been completed, a new dialog box will appear confirming your successful import.
- Note: Additional Profile Fields can be imported
- If you want to learn more about creating individual users manually, please view the corresponding support article here.
- The Groups field does not update with subsequent imports- any new data is appended instead.
- Administrators can include profile images during the import process.
- In the template, there is a column for Profile Photo URL:
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- Admins may input a publicly accessible URL that leads to the respective user's photo. Any URLs requiring authentication to access are not compatible.
- If you do not wish to import photos, please leave all relevant cells empty.
- The Import Wizard will display a prompt if it finds duplicate or erroneous email addresses.
- Brightidea recommends no more than 500 rows per import to alleviate any import delays.
After importing users, is there an email generated to those users to create a password or letting them know they are now in the platform?
Hi Laura - no emails are sent from the import.
Best,
Anthony
Hi, I have a couple of questions I'd appreciate your help with.
1- Can I create a group with all the imported users right after importing them or do they have to log-in first?
2- If the users are not notified when they are imported, what's their log in process going to be like? (i.e., how can they sign in, what's their first password, and will they be prompted to change their password when they're logged in?)
Thank you.
1- Can I create a group with all the imported users right after importing them or do they have to log-in first?
Answer: Yes, you can. You can put users into a group at any time.
2- If the users are not notified when they are imported, what's their log in process going to be like? (i.e., how can they sign in, what's their first password, and will they be prompted to change their password when they're logged in?
Answer: User Import is designed so that if a company has lots of information they want to attach to each of their employees, they can import all that in. What happens though when you conduct a user import is that the email and record exists in the system, but there is no set password. Once the user attempts to register for the first time, they will need to set their password via the login page and email verification.
Customers have gone the route of label changing their "forgot your password?" link on their Enterprise or WebStorm login page to "Click here to generate your password" or "First time users click here" so that when the user comes to the Brightidea for the first time, they select that option, enter in their email, it generates an email to the user, they get another link to set their password, they set that, then they are in. Once they are in, all the information you imported for them shows up in their profile, etc. They only have to set their password once. So rather doing straight self-registration where the system has no record of the user prior to them attempting to register, here you set up all their information first, then they have to do one verification action to set their password and login.
If you have further questions, please feel free to submit a ticket to us - hope this helps you!
Best,
Anthony
Brightidea Support
If you're using SSO, can you still use this feature to bulk load users? Once loaded, will the users be able to login using SSO?
Hi Ganesh,
Yes, you can use this. However, there needs to be some extra caution when using SSO, if you import an account with Email X and UID Y and SSO passes a different Email or UID for that user, it will create a duplicate record.
Typically, we recommend just having SSO create all accounts on user login.
Thanks,
Brightidea Support
We have an additional field, Team Leader, that we need to update; do we just add the Team Leader column to the import template?
@Jenny Jezak - When you download the import template, if the column for Team Leader does not exist, then it cannot be added. You will need to apply the column into the User Profile Fields if you wish for it to display on the import template
Ron, how do we have SSO create all accounts on user login? In our implementation when a user logs on with SSO they get an error if we haven't already created the account on Bright Idea.
Does the User Import work only via portal, or can the user import ingest a file from an SFTP location of BrightIdea ? We are looking for ways so the import does not become an admin activity each day or week.. instead be a night batch kind of process.