Updating Users From a Spreadsheet

Use the following steps to update existing user accounts, resources, and Contacts records.
Note: Users included in your spreadsheet but who do not already exist in SBM are added when you follow the steps below. To update existing accounts only, remove new users from the spreadsheet.

To update existing user accounts, resource, and Contacts records:

  1. Prepare a spreadsheet by exporting it from an external user store or creating it manually. For guidelines, refer to Preparing a Spreadsheet for Importing Users.
  2. Select one of the following options:
    • Replace mapped attributes

      Replaces mapped attributes with data in the spreadsheet. For example, you can update phone numbers for users quickly with this option.

    • Replace user
      Replaces mapped attributes and all user properties, except the user's unique database ID, for existing users. All account attributes, such as product-access type, privileges, and preferences, are replaced.
      The Replace user option completely overwrites existing user accounts. Use this feature cautiously.
  3. In the Import user spreadsheet area, click Browse and navigate to the spreadsheet that contains users you want to import.
  4. Click Find to search for a user that will serve as a template for the imported users. If you selected the Replace User option, imported accounts receive the template user's product-access type, role assignments, group membership, privileges, preferences, notification subscriptions, and password settings.
  5. To update Contacts records for the imported users, select the Create Associated Contacts check box.
  6. Map spreadsheet data to SBM user and Contacts record fields. For guidance, refer to Mapping Attributes to SBM Fields.
  7. Set logging parameters as described in Logging And E-mail Options.
  8. Decide if temporary passwords should be generated for active users that are imported or updated. This option is useful in the event that the e-mail that contains the user's initial temporary password is sent to the wrong e-mail address or if it is no longer available. Note the following:
    • If your system will not use Windows or LDAP authentication after the import is finished, this option helps ensure that users are not created with empty passwords.
    • This option is disabled if your system uses Windows or LDAP-only authentication in which passwords are not stored in SBM.
    • When this option is selected, an e-mail is automatically sent to each user with the newly-generated temporary password.
    • If new users have not changed their temporary passwords yet, and you are updating users, this option regenerates the temporary passwords for those users as well. The users will still be required to change the password upon initial log in.
    • This option is selected by default.
    • This option is disabled if the Password user attribute is mapped to a column in your spreadsheet.
  9. Click Import now to begin the import.
  10. Select the Import Log tab to monitor the progress of your import.