Importing User Data into the Application

Location: Settings > User Data > Users > Import Users

The application supports importing the data of actual users and external persons from an external system.

The import process is initiated in the Import Users window. Before processing, you select the import interface, specify how any existing user data in the application should be handled, and set the default values for the data to be imported. These settings only apply to the single active import session.

Processing:

Add New and Keep Old: Adds new users and persons from the material to the list but does not make any changes to the existing data.
Add New and Update Old: Adds new users and persons from the material to the list and updates the existing data according to matching amended data in the material.

Interface:

You can select the interface via which data are read into the application by using the Interface list. For more information, see Defining an Interface.

Allowed Companies:

The Allowed Companies field can be used for selecting the companies to which the users receive access rights. The field can be left blank if it is possible to reliably identify the allowed company based on the imported material.

Identification Method:

The Identification Method option selects the method for identifying the users. At least one identification method must be selected.

Password:

The application generates a one-time password in the Password field whenever User Name and Password is selected as the identification method. The password displayed in this field is the default password for the new users who are imported via the interface. The default password is only valid during the first login to the application, and the user is forced to change the password during this session.

To start the user import process, click the Import button. All the users in the material are imported into the application and the process is finally recorded in the Transfer Log. The entry in the Transfer Log will include any errors in the process.

Note: Any new users who are created via the interface are automatically added as members of the allowed companies in the organization structure if no organization units are established for the company in question. If the company uses organization units, the new users must be manually added as members of the correct units after the import process.

User import reports

The Reports button displays a list of all of the successful user import processes that the active user has completed in the past week. Any log entries that are more than a week old are automatically cleared.

To see a report of the imported users in the User import reports window, click the link displayed in the Time column. The report lists the new users created via the interface including their e-mail addresses. The report will also indicate the one-time password created for the users, if User Name and Password has been used as an identification method.

Tip: The report lists the e-mail addresses of the users separated by a semicolon, so that the list of new users is easy to copy as recipients of a notification e-mail.

Defining an Interface

By clicking the Interfaces button, you can edit the user import interfaces. The button is active if the user's profile allows the function Users, Interfaces. To configure a new interface, click the New button. In the window that opens, select the correct organizational level, assign a name for the interface, and click Ok.

To see the details of an existing interface, select the correct organizational level and specify the interface in the Interface Name field.

Basic Data Tab

The basic data of the interface specifies the interface type as well as the user level and user profile for imported users. The relevant interfaces must be established before importing the data.

Tip: It is recommended to establish separate interfaces for each user group to be imported, such as reviewers, approvers, and travel claim creators.

Interface Type:

The Interface Type option specifies the format of the import file. Usually the selection ASCII is used.

User Level:

The User Level option specifies the user level for the imported users. It is not necessary to set a user level for the interface as this can be specified in the imported material.

User Profile:

The User Profile option specifies the user profile for the imported users.

Files Tab

On the Files tab, you specify the file name and directory path of the imported material, the description file to be used in the import and the character set of the transfer material.

File:

The directory path and file name of the imported material. The directory reported from the viewpoint of the application’s server.

Description File:

The description file defines the format the material to be read is in. The description file must match the imported material. The list is available when ASCII is selected as the interface type.
Description files can be viewed by selecting Settings > Other settings and Materials > Manage Description Files.

Conversion file:

XSLT conversion file with which the material to be imported is converted into Basware XML material. The data is imported into the program from the Basware XML material. The list is available when XSLT is selected as the interface type.

Character Set:

The character set that was used to generate the imported material. In Western Europe, the most widely used character set is Latin-1.