LMS Collaborator knowledge base

Home/Users/User management/Synchronization users using CSV

Synchronization users using CSV

Import users #

It is possible to import a list of users in Collaborator. To do this, you must prepare a file in the CSV format that looks in the following way:

ID;Last name;First name;Middle name;Login;Email;Password;Birthdate;Gender (F-1, M-0);City;Department;Position;Tags;Phone;Status(0 - working, 1 - dismissed, 2 - maternity leave, 3 - sick leave);Hired;Google Id;Contact information;Date of current position assignment;department code;Adittional field 1;Adittional field  2;Adittional field  3;JSON
demo1;Dickens;Charles;;utest2;[email protected];111;16.10.1988;0;Minsk; "Minsky" Department ;Employee;newbie;123456;;21.02.2015;Working phone number.:222, Email: [email protected]; 20.03.2016
demo2;Mitchell;Margaret;;utest3;[email protected];111;31.03.1991;1;Minsk; "Minsky" Department;Employee;newbie;111222;;02.04.2014;
demo3;Chukovsky;Kornei;Ivanovich;utest4;[email protected];111;19.03.1982;0;Minsk; "Minsky" Department;Manager;staff pool;222333;1;12.05.2013;
demo4;Dostoyevski;Fedor;Nikolaevich;utest5;[email protected];111;30.05.1972;0;Kiev;"Kievsky" Department;Employee;staff pool;444333;;02.04.2014;
demo5;Tolstoy;Lev;Nikolaevich;utest6;[email protected];111;04.09.1972;0;Kiev;"Kievsky" Department;Manager;staff pool;332233;2;02.04.2014;
demo6;Bulgakov;Mikhail;;utest7;[email protected];111;26.06.1991;0;Kiev;"Kievsky" Department;Employee;staff pool;223344;;21.02.2015;
demo7;Gogol;Nikolai;;utest8;[email protected];111;09.06.1984;0;Vinnytsia;"Vinnytsky" Department;Manager;staff pool;5544566;;12.01.2016;
demo8;Chekhov;Anton;Pavlovich;utest9;[email protected];111;12.03.1980;0;Vinnytsia;"Vinnytsky" Department;Employee;newbie;543212;;02.12.2016;

This is how a table of accounts is set up. The first line contains the column headers of the table. All other lines of the file are records in the table. Each cell is separated by semicolons.

Data fields:

field function
ID mandatory to fill in, a unique identifier of a person, can be an identification number or a registration number
Last name mandatory to fill in
First name mandatory to fill in
Middle name - optional
Login mandatory to fill in
Email mandatory to fill in
Password - optional, then it will set a default password
Birthdate - optional
Gender (F-1, M-0) - optional
City - optional
Department - optional
Position - optional
Tags - optional, contains tags that will allow you to find the user, separated by commas, you can specify multiple tags
Phone number - optional
Status (working - 0, dismissed - 1, on maternity leave - 2, sick leave - 3, etc.) - optional, default value = 0
Hired - optional, contains the official date of employment with the company, which determines the total length of service with the organization
Google Id - optional, User's Google Id for authorization via Google
Working contacts - optional, additional contacts for users, working phone number and Email
Date of current position assignment - optional, contains the date of appointment to the position, the date determines the term of employment
Department code - optional, contains a unique subdivision code for automatic allocation of the user in the organizational structure
Adittional field 1 - optional, an additional field in the user profile
Adittional field 2 - optional, an additional field in the user profile
Adittional field 3 - optional, an additional field in the user profile
JSON - optional, an additional field. Designed to transfer service information about the user in JSON format using BASE64 encoding. It is not displayed in user's profile. Example of data that are encoded: {"projects":["mtr-1", "mto-232"], "vacation_days":21, "sick_leave_days":9}

A cp1251-encoded file opens correctly in any version of MS Excel and is displayed as a table where data can be changed.

For more information on how to edit a file, visit How to change the import file

tab.png

New accounts in Collaborator are automatically created based on the data in this file during import. Existing accounts in the system for which an identifier is specified (see the first column of the file) will be updated.

Tags and attributes #

Each user can be assigned one or more tags in the CSV file. The tags will be transferred to the accounts in Collaborator. They allow you not only to mark a user's belonging to a group, but also to quickly find the necessary person by the specified characteristics. For example, it is convenient to use the names of study groups and professions as tags.

Tags updating

While updating user data during import, there is an option НDo not overwrite existing tags when importing

If this option is disabled, then All tags from users in the system will be replaced with the ones that come in the import data. Including, if no tags come in during import, then All existing tags will be deleted.

If the option is on, then no existing tag will be deleted during import, even if there are no tags with the import.
If new tags arrive with the import, they will be added.
If any tags already exist, they will be ignored.
In this case, you can only delete tags from the user manually through the functionality interface User table.
If there is a need to add tags to users manually, then this option should be turned off.

During import, you can specify several tags at once. To do this, just list them separated by commas, for example as follows:

newbie, manager, trainee

Separate attributes of an account are City, Department, and Position. They are necessary for Organizational structure and 360-degree feedback in Collaborator.

Phone numbers #

Each user can be given a phone number in the CSV file. The phone number is added as a separate field after the Label. After importing, the data with the number is available to the administrator, to the user in his profile and in the Contacts menu.
The user's phone number is used to send additional SMS messages.
You can specify phone numbers in the import file in several ways:

  1. Without a country code.
    972356853

    In this case, all numbers will be assigned, the country code that is specified in the settings of the site. If, for example, in the settings set the default phone code of Ukraine, then after importing the field with the phone will be filled as follows:
    ффф.png
    f5.jpg

The country code can be changed manually, but after the next import it may change back to the default code on the site

  1. With the country phone codes. The use of this variant is appropriate when users with phone numbers of different countries are present in the same file
    +380972356853
    +749278592421
    +147638265836

Excel template for employee list #

-Comming soon-

User import process #

To import users into the System, download the prepared file using the "Import Users" button. To do this, just " drag and drop" the file to the specified button or by pressing the button to select it.

ff4.jpg

When the upload is complete, new users will be added to the System, and existing users will be updated if there were changes in their import file.


Regular updates #

This import mechanism is used to synchronize user records in Collaborator with the records of personnel accounting systems (1C, HRB, Fregat and others).

Rules of data import and updating:

  • If a new employee appears in the file - a new account will be created in the Collaborator system with the corresponding data.

  • If you change data in the file for an employee, for example, last name, e-mail, login, position, etc., the same data will be changed in the corresponding account in the system. The correspondence of the user is set by the identifier, which is set in the first column of the file data.

    • If the user changes their login or email, the import file will replace them with their login and email values.
      In order not to change the e-mail or login that the user enters themselves when importing, you need to enable the portal parameter ( is performed by the Technical Support):

      • Do not overwrite the changed user's email during import
      • Do not overwrite the changed user's login during import
    • When using the "Do not overwrite modified user email on import" setting, the email as an exception can be changed for users who have a test email address @test.me indicated in the system
    • But if the user changes their password, the file import will not overwrite it.
    • Also, the information in the Birthday and Phone number fields is not replaced with a blank value after import, if these data are missing in the file
  • Blocking users after import. There are two options for blocking, set up by Technical Support:

    • Users are blocked by status. In the status field: 0 - active user, 1 - dismissed, 2 - on maternity leave, etc.
    • Missing users are blocked during import.If an employee "disappears" in the file, his account will be blocked in the system. It will be unlocked when the employee appears in the file. The user is matched by the identifier that is specified in the first column of the file data.
  • Описанная обработка пользователей системы будет происходить только с теми, у кого задан ИД (идентификатор по которому происходит синхронизация).

As a result:

a) Such users will not be automatically blocked during import if there is no data about them in the imported file, and the data of this user does not depend on what is imported;

b) If such a user appears in the imported file with his ID and has a different login or e-mail address, a new account will appear in the system, and then one person will have two accounts - the old and the new one. This situation will need to be resolved manually.

During import new users will be added, dismissed employees will be blocked, and for existing personal data will be automatically checked and updated.
All changes during re-import of users are displayed in the form of an automatic message after the end of loading the file. It is necessary to make sure that the number of added changes in the import file coincides with the numbers in this message. If there are any mismatches, most likely errors were made while editing the import file.

Screenshot_11.jpg
Import of users works in synchronization mode. It is sufficient to organize the unloading of data from these systems into a text file of CSV format. This format is supported by almost all common personnel accounting systems.

All changes are saved in the import protocol (Протокол импорта пользователей). This allows you to track job changes, department changes, and changes in the personal data of employees. At any time, the protocol, as well as any other tabular data in Collaborator, can be uploaded in Excel format:

f56.png

Data about the position, city and division can always be seen in the user profile and on all pages of the system where user management takes place.

SAAS option Do not block missing users during import:
1) checkbox off

  • the value in the "Status" column in the import file is ignored
  • all users missing in the import file are blocked (everyone who has an ID)
    2) checkbox on
  • value in the "Status" column in the file are taken into account during import
  • all users missing in the import file are NOT blocked (everyone who has an ID)

Peculiarities of changing the status during the import process:
1) if the status is changed to 1 or 0 (blocked or activated user) regardless of any additional changes for the same users, only the number of users for Blocked or Unblocked will be shown in message after importing the file into the system

Screenshot_12.jpg

2) In Protocol import users when a user is blocked or activated (status changes to 1 or 0) and additional changes are made (changes in city, position, labels, etc. ) there will be two records for each user.
Screenshot_10.jpg


Still have questions?
Our technical support team is always happy to help!
Write to us at technical support [email protected]. If you are registered on our Helpdesk - send request button below.
Send request