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Understanding Bulk Imports with CSV Files

Understanding Bulk Imports with CSV Files

Managing time so we don't waste precious hours going through futile processes has become our priority in our hectic lives. We all look for easy, convenient, and speedy procedures. Bulk import decreases effort and time and dramatically minimizes input errors. Bulk import functionality can be utilized in small batches or all at once. Bulk import makes the workflow ridiculously simple.

Concept

This feature imports bulk users at the same time in the VIDIZMO portal. Additionally, you can assign your chosen users to an existing group or a group that doesn't currently exist but will be created upon completion of the import process.

You can add individual users by entering their email addresses, but the bulk import feature streamlines the process when managing many users. The bulk import is performed using a CSV file, where users fill in specific fields to add new users to the portal. For existing active, pending, or disabled users, the CSV file only updates their groups and roles.

In the VIDIZMO portal, a pre-formatted CSV template is available for download. You can modify it as needed. Additionally, you can upload the adjusted file directly from your system. Ensure that you follow the CSV file guidelines for smooth bulk import operations, which are described in the next section.

The "Send Email Forcefully" checkbox controls whether invitation emails are sent to imported users. If the box is unchecked, no notifications will be sent.

CSV Guidelines

The CSV consists of following important mandatory or optional columns which are as follows:

  • First Name

This is a mandatory field. If left blank, our system will skip that user and import others. It's acceptable in multiple formats.

  • Last Name

This is also a mandatory field, meaning if you don't provide the Last Name of any user, our system will skip that user and start importing other users. It is also accepted in multiple formats.

  • Email

This is also a mandatory field, which means that if you don't provide an Email for a certain user, the system will skip that user and start importing other users.

  • Password

This field is optional but becomes mandatory if the "Send Email Forcefully" checkbox is unchecked. In this case, the system will not be able to send an email to the user to register his/her password. Our system will skip that user in such a scenario and start importing others.

  • CAL

A CAL (Client Access License) can be assigned to a user through the file. Once assigned, the user will be able to access features based on the CAL. This field is optional, if no CAL is assigned, the portal will automatically assign the default CAL to the user set in the portal.

  • Group

This is an optional field. Through this functionality, groups can be created and assigned. You can make any user a part of a single or multiple groups by mentioning its name against the user. If a nonexistent group is mentioned in CSV, then it will be created. Every user in VIDIZMO is already a part of the All-Users group by default.

  • Auto-Confirm Email

This is an optional field. This option enables automatic email confirmation for user registration. Suppose you set the "Auto Email Confirm" column to 1. This configuration signifies that users can log in to the portal without requiring a confirmation email. Alternatively, if you set the "Auto Email Confirm" column to 0, users will receive a confirmation email containing a verification link. Users must confirm this link to authenticate their accounts before being able to log in to the portal.

Size and Format

  • The maximum size for a CSV file you can upload is 50MB, which is large enough to hold massive data.
  • The recommended format for CSV file in UTF-8 format.

Reviewing CSV Import Progress and Results

You can check the progress of your CSV import from Workflows. The percentage of your upload will be visible here. Check the result of your CSV import by looking at the state of the workflow, which will be either Failed/Finished or Finished with error. To download the Result CSV, you can click on Details from the Action column. From Workflow Details, click on Details from the Data column. The result CSV will be downloaded, which will show the Result and Status of Failure against every single user.

For step-by-step guide refer “Import Users in Bulk Using a CSV File.”