Learn to add and edit user information in bulk via User File CSV files. Make large updates to your employee's information reliably by bulk-uploading User Files.
In this article:
- Overview
- Access the User Import
- First-Time Bulk Upload
- Import a User File
- Demographic Mapping
- Update a User File
- Common Errors
- Export a User File
Overview
Learn to add and edit user information in bulk via User File CSV files. Make large updates to your employee's information reliably by bulk-uploading User Files.
Learn more about required and supplemental demographics and related best practices.
Access the User Import
To access the User Import feature:
- Click and expand Administration in the left-hand navigation menu
- Click Users
From the User Management page, you can perform several actions:
- A. Export: Click to export your organization’s current User File
- B. Import: Click to upload your User File and view Import History
First-Time Bulk Upload
As a new user, to bulk-upload your user file, first determine if additional demographics should exist alongside the default demographic attributes.
Second, once your user file is uploaded, map the demographics to ensure the demographic attributes between the user file and Quantum Workplace are properly matched.
Learn more about Quantum Workplace-recommended demographic attributes to include in your user file.
To create a new demographic:
- Click and expand Administration in the left-hand navigation menu
- Click General Settings
- Click the Demographics tab
- Click + New Demographic in the top-right
- Enter the demographic name, and click Create Demographic
Once the demographics have been added, configure permissions for each attribute:
- A. Show on Profile Card: Specify which group to have the associated attribute displayed on their profile card
- B. Filtering & Team Goals: Specify which group has the ability to filter when viewing analytics and be included in Team Goals based on attributes
- C. Slicing: Specify which group has the ability to slice when viewing analytics
Once demographics are created, you are ready to import the user file and map the demographics as covered in the following sections in this article.
Import a User File
To upload a CSV file with new or updated user information, drag the file into the upload window. Alternatively, click the upload window and select the CSV file from your computer's files.
This will take you to the Demographic Mapping page where you can check and verify the User File.
Demographic Mapping
After uploading the User File into Quantum Workplace, you’ll come to the Demographic Mapping page. Here, you will verify that demographics have been carried over accurately.
- A. Settings: Choose to enable or disable these settings
- B. Demographic Mapping: Use this table to verify that the demographics in the header match the demographics in each corresponding column
Example:
- C. Date & Active Status Format: Enter the default date format and values associated with an 'active' employee
After making any necessary updates, click Review & Confirm Import to proceed in the import process. Otherwise, you can click Save Draft Mapping to exit and resume at a later time.
When the import is completed, the number of new users and total users will be displayed. If the information is correct, finalize the import by clicking Yes, Confirm Changes.
Settings
On the Demographic Mapping page, you have two options you can enable or disable.
- The first row contains column heading: Check this box if the first row of your User File contains the column headings, i.e. FirstName, LastName, etc.
- Send welcome email to newly created users: If checked- when an updated User File contains new users, the platform will automatically send a welcome email to the new user’s email address.
Demographic Mapping
Each cell in the top row of the table contains a drop-down with each demographic as an option. Scroll horizontally and verify that the demographics match. If a demographic does not match, use the drop-down to select the correct demographic.
In the following image, the figure marked with X, is not properly matched. To correct this, click the User Default Language drop-down menu and select LastName to fix the mismatched demographic.
If you don't see a demographic in the table, check that it's been added to Quantum Workplace via Administration > General Settings > Demographics.
Date & Active Status Format
For updates to your User File, it’s important to establish a default format for dates and active statuses for consistent and reliable updates.
For the Date of Birth, Hire Date and Term Date cards, enter the “Null” format for consistent demographic mapping and future updates.
For example, the date format, MM/DD/YYYY, would be entered as 00/00/0000.
The “Null” format reflects your organization’s default date format and is to be used for future updates.
For the Active Status card, enter all of the values your organization uses for any active employee. While values can vary by organization, common Active Status values include; True, Active, OnLeave, etc.
Updating a User File
Access your current User File by clicking Import to download your organization’s current User File. Click Current User File, then click the downloaded file from your browser to open the User File.
Open the Excel spreadsheet and make the desired updates. The following are some helpful notes:
New Demographics for Existing Users
When adding new demographics for existing users, follow the format listed on the Import page:
EmployeeID, Username, NameFirst, NameList, Title, ManagerEmployeeID, HireDate, Status, DateOfBirth, TermDate, ExitType, Demographic1, Demographic2, Demographic3... [New Demographic], etc.
Once the updates are complete, save the User File as a .CSV file.
Updating Demographics for Existing Users
When updating demographics for existing users, the updated file must include the Employee ID and Username, in addition to the updated demographic fields.
Once the updates are complete, save the User File as a .CSV file.
Common Errors
The following are common errors that occur when trying to upload a user file, refer to this list to correct and successfully update the user file.
- The User File is missing one or more required fields, i.e. FirstName, LastName, UserName, etc. Click for a complete list of required and supplemental demographics.
- More than one user is mapped to the same existing user name
Exporting a User File
To export a User File, navigate to the User Management page and click Export along the top.
When the export file has been processed, click Download Export. The file will now be downloaded to your device and accessible to you.