Bulk Upload of Users and Organizations
  • 08 Jul 2024
  • 3 Minutes to read
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Bulk Upload of Users and Organizations

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Article summary

The Ushur Hub bulk upload functionality will help you manage large volumes of organizations and users on your portal. This functionality allows you to create, delete, update, enable, disable, or invite Users. Additionally, you will be able to create or delete organizations.

Recommended Workflow

  1. Create Org - Upload a file to create Orgs only once and verify.

  2. Create User - Upload a file to create and invite or create and schedule invites.

  3. Invite Users - Upload a file to re-invite users not registered after getting invites.

Pre-Existing Organizations or Roles

If the Portal has pre-existing organizations or roles before this bulk upload, update the metadata on the PortalCreationIdentityInfo Application Context with the Organization name or Role name and OrganizationID and RoleID. After this, any newly created organizations will be maintained automatically on this metadata. RoleID and RoleName maintenance is a manual activity in the current scope of this functionality.

CSV File Requirements

Review the table below to understand all the columns and descriptions of the CSV file required for the bulk upload.

Column

Description

Email

The email address you would like to associate the user or organization with (e.g. [email protected] or [email protected])

Note: The same email cannot be used for users and organizations

UshurName

BulkUserCreation

This is the Ushur name for bulk uploading users and organizations

Send Date

The date on which you would like to trigger the ushur “BulkUserCreaton”

Example: 10/25/2023 07:12 PM (mm/dd/yyyy hh: mm am/pm)
The time zone expected is UTC

Trigger

Flag (Yes/No) if you want to trigger the ushur “BulkUserCreation”. Need to be Yes if we want to initiate the process.
Example: Yes

orgName

The organization name the User will be assigned to or the organization name of the new organization you would like to create/edit.

Note: Please check the spelling and capitalization of this field, it is case-sensitive

Phone

The phone number you would like to associate the user or organization with

Note: This field is optional.

roleName

Role name the User will be assigned to

Note: Please check the spelling and capitalization of this field, it is case-sensitive. This field is required for any user or organization changes.

FirstName

First name of the user (not required if creating an organization)

LastName

Last name of the user (not required if creating an organization)

InviteUser

If the action is “Invite”, include True or False in this field. Otherwise, the field can be left blank.

Type

User or Org

Note: This is case-sensitive

Action

Actions for Users: Create, Delete, Update, Enable, Disable, Invite

Actions for Orgs: Create, Delete

Note: If this field is left blank the action will default to Create the user or org. If the user is already created, then the user information will be updated.

idpUserID

This field is required if you would like to send an invite to an existing user who is in the state Needs Invite.

Note: This field is only applicable to users. It does not apply to organizations.

IdentityIDUser

This field is required if you would like to update, enable, disable, or delete a user.

Note: This field is only applicable to users. It does not apply to organizations.

Status

Success/Failure

Message

Relevant Success or Failure messages are described in the section below.

ScheduledDate

If you would like to schedule a specific date/time the invitation to Users will be sent, include the date and time in this field. If this field is left blank, the user will be sent an invite when the BulkUserCreation workflow is triggered.
Example: 10/25/2023 07:12 PM (mm/dd/yyyy hh: mm am/pm)
The time zone expected is UTC

Note: This field is only applicable to user creation. It is not required for creating an organization.

Error Handling

Review the following error handling scenarios and the possible solution.

  1. Creating an Organization that already exists. This leads to the Failed to register organization to IDP error. Verify if the organization name does not already exist in your portal and PortalCreationIdentityInfo metadata.

  2. Deleting an Organization that does not exist. Leads to the Invalid organization ID error. Verify if the organization name currently exists in your portal and PortalCreationIdentityInfo metadata.

  3. Creating a User in an organization where it pre-exists will throw the Failure, Users already created with the same email error.

Recommendations

Review the section below for some recommendations that may help you:

  • Org and Users should be created separately

  • Customers have a shared responsibility for Data Integrity

  • A batch size of 500 records or less is recommended

  • For User/Org creation failures, re-upload the failed data lines and it will go through

  • No spaces should be leading or trailing any metadata field like email/Org Name/Role Name, this may lead to errors in organization or user creation and may lead to login issues.

What is Not Supported

  • Updating organization information

  • Updating role information

  • Role creation/deletion



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