Spreadsheet Import Options

Existing User Options

When you import users, login IDs are used to guarantee uniqueness. Use the following options to determine how the import process handles login IDs that match in the spreadsheet and in SBM.

• Do not modify

  Select to ignore spreadsheet rows where the login ID matches that of an existing SBM user.

  Tip: If the user already exists, but does not have an associated resource record, a new resource record is created for that user if you map any resource attributes.
• Replace mapped attributes

  Select to replace mapped attributes with data in the spreadsheet. This is useful for updating information, such as e-mail address and phone number, in existing SBM user accounts.

• Replace user

  Select to replace mapped attributes and template attributes for existing users. This enables you to quickly change all user properties for existing users. For example, if a set of users is moved to a new department and needs a different privilege set, you can import those users based on a template of a user with the new privilege set. The unique database ID for the replaced users is not changed so that ownership and other historical information is not affected; however, all account attributes, such as product-access type, privileges, and preferences, are replaced.

  CAUTION:
  The Replace user option completely overwrites existing user accounts. Use this feature cautiously.

Import Spreadsheet Options

Use the following options to import and map data in a spreadsheet to user, resource, and Contacts records attributes.

• Spreadsheet File

  Browse to a spreadsheet that is formatted based on the specifications in Preparing a Spreadsheet for Importing Users.

• Import users as a copy of
  Click Find to search for a user who should serve as a template account for imported users. Imported accounts contain mapped attributes from the spreadsheet, along with the template user's product-access type, role assignments, group membership, privileges, preferences, notification subscriptions, and password settings.

  Note: If the template user has a private report specified as a Home Page report, the "All Active Items I Own" built-in report for the preferred application is set as the Home Page report for imported users.
• Create Associated Contacts

  Select this check box to automatically create Contacts table records for imported users.

• User Attribute Map

  The User Attribute Map section contains information from the selected spreadsheet. Use this information to correctly map data in the spreadsheet to SBM user accounts, resource, and Contact records. For guidance, refer to Mapping Attributes to SBM Fields.

  • Spreadsheet Column Titles

    Lists the information in the first row of the spreadsheet. This is considered a header row used for mapping and data in this row is never imported as a user record.

  • Spreadsheet Sample Data

    Lists information from the second row of the spreadsheet. Data in this row is provided to assist you with mapping and is also imported with a user account.

  • User Attributes

    Select the applicable user attribute from the list for each column title. At a minimum, you must map the Login ID and E-mail attributes.

Logging And E-mail Options

Use these options to send a copy of the import log file by e-mail when the import process completes and to send e-mail messages to newly imported users.

The Notification Server must be configured and running to send import logs and new user confirmations. On-premise customers use SBM Configurator to manage the Notification Server. The Notification Server is enabled in on-demand systems.

Change these options as needed:

• Send the log by e-mail when import completes

  This check box is selected by default. Clear it to stop the import log from being sent by e-mail.

• E-mail

  By default, the user logged into SBM Application Administrator when the import process is started is sent the log message. Change the e-mail address as needed. To send the log to multiple addresses, separate each address with a comma.

• Send notification e-mails to created users
  Select this check box to send e-mail messages to newly imported users. The message is sent to the address that is added during the import process and includes login information. Note that this option is selected by default if temporary passwords are generated for users. Users must change their password on their first login attempt.

  Note: On-premise customers can use SBM System Administrator to modify the template for e-mails sent to newly imported users. This template is located on the External Users tab of the Settings dialog box.