How do I format a user import file?
The format for importing new user data is very specific about how you have to format the column headers, but very easy to learn. You will start with an Excel spreadsheet and save it in text (tab delimited) (*.txt) file format for uploading. This article describes the file format you need to follow to upload users into PowerSteering. See the article How do I import user data? for more information about the steps for completing the import process.
Note: The user import process can only be used to create new user records. You cannot use the import process to modify an existing user record. Please contact your PowerSteering Customer Success Manager if you have this type of requirement.
See the Excel file attached to this article for an example user import file. Note: Excel files must be saved in text (tab delimited) (*.txt) format before being imported into PowerSteering.
1. Create Header Information
- Open an Excel spreadsheet.
- Enter header information.
Note: The formatting of the column headers for the user data import is very specific however the order of the columns is not mandated. You can order the data columns however you wish. The only required fields for the import to work are the First Name, Last Name and Email information. If loading a no access user, email is not required.
2. Enter Profile Data
Below is a list of the data elements that make up the profile record of a PowerSteering user. The column names displayed in bold must appear exactly as shown here to meet the criteria of the user import file requirements. For all column headers that are marked Boolean, the values can be denoted by a Yes/No, Y/N or X/Blank value.
The imports do not support special characters. Do not include any special characters, such as tildas, foreign keys, bullets, etc. in import files.
First Name: This text field is required.
Last Name: This text field is required.
UserId: This is the user's unique identifier. If omitted the email address will be used as the User ID. All user IDs must be unique within PowerSteering.
Email: All email addresses in PowerSteering must be unique.
NoAccess: (Boolean) This indicates if the user will have access to PowerSteering.
Password: If the header is present but no value is provided PowerSteering will assign the user a random password.
Invite: (Boolean) If the value is set to Yes, and the SIgnup Reminder Agent is running, the user will be reminded to sign up. If the value is set to No, the user's last login date is set to the current timestamp. Additionally the user will not be deleted if the Grace Period of the Signup Reminder Agent is reached.
LDAP: (Boolean) This value specifies if the user is an LDAP user.
Alt Email: If desired users can provide an alternate email address.
Locale: If your PowerSteering site is using multiple locales to support multiple languages you would need to identify that value here. An example of a locale could be en for English or fr for French. Check with your PowerSteering administrator for available locale values for your company.
Default Parent: This is the default location in the work tree for the user. Once identified this information will appear on the User Profile and User Preference pages. If the user belongs to a location in the work tree that is unique, you can enter that value as it appears in the work tree for example Sales. But if Sales exists under both the North American and Europe branches of the work tree you must use a right bracket to further define the work tree path. For example if a user's default parent was to be North American Sales you would enter North American > Sales as the value.
Phone: User phone number.
Mobile Phone: User mobile phone number.
Fax: User fax number.
Pager: User page number.
Company Name: User company name.
Department: User department.
Title: User's title.
Address 1: User's address.
Address 2: User's address.
City: User's city.
State: User's State.
Zip: User's zip code.
Country: User's country.
Track Time: (Boolean) Specifics if time is to be tracked.
Email Alerts: (Boolean) Specifies whether alerts should be sent to the user's email address.
Email Event Reminders: (Boolean) Specifies whether event reminders should be sent to the user's email address.
Alt Email Alerts: (Boolean) Specifies whether alerts should be sent to the user's alternate email address.
Alt Email Event Reminders: (Boolean) Specifies whether event reminders should be sent to the user's alternate email address.
Show To Admin Only: (Boolean) Specifies whether the user's alternate email is hidden or displayed with the user's other email address.
Comment: This is an additional comment file for your use. Data entered here will not be uploaded into PowerSteering.
3. Project Availability and User Roles
As part of the user import you can load the role(s) that a user will have in PowerSteering along with their overall availability percentage and their work day schedule in hours. The column names displayed in bold must appear exactly as shown here to meet the criteria of the user import file requirements.
ConfigRole: You will use this column header for each role you want to assign the user. If the user has two roles in PowerSteering you need to create two columns called ConfigRole and enter the values of the role names in the data file.
PercentAvailable: The numeric value you enter here will impact how this user can be scheduled for work. You only need to enter the integer value, no percent symbol is required.
Monday: This numeric value represents the number of hours the user works on Mondays.
Tuesday: This numeric value represents the number of hours the user works on Tuesdays.
Wednesday: This numeric value represents the number of hours the user works on Wednesdays.
Thursday: This numeric value represents the number of hours the user works on Thursdays.
Friday: This numeric value represents the number of hours the user works on Fridays.
Saturday: This numeric value represents the number of hours the user works on Saturdays.
Sunday: This numeric value represents the number of hours the user works on Sundays.
4. Group Associations
A user can be associated with one or more groups and assigned to those groups during the import process. For each group name you will need to add a column to the import file following the column name format group name (group). A yes or no value indicates their membership. The letters Y and N are also acceptable, letter case does not matter. The case and spacing of the group name must match exactly how that group name appears in PowerSteering.
5. Custom Fields
A user profile may have several custom fields that must be set as part of the user creation process. The value for these fields can be included as part of the user import file process. For each custom field you will need to add a column to the import file following the column name format custom field name (custom field). The case and spacing of the custom field must match exactly how that custom field appears in PowerSteering.
5.1. Custom Field Formats
The following list describes the types of custom field data that you can upload:
Text Field: Text whose length is equal to or less than the custom field's maximum.
URL: Any text that confirms to a URL format.
Numeric / Monetary: Any absolute integer value i.e. 1234.5678
Percentage: Any absolute integer value i.e. 60.5 represents 60.5%
Check Box: Any of the check box labels. If entering multiple values separate with a comma. Entry must match exactly how the value appears in PowerSteering.
Yes / No: You must spell Yes or No in full and use title case.
Menu: This entry must be an exact match to how the menu options appear in PowerSteering.
Date: This entry should conform to the user's preference as denoted in the User Preference page of PowerSteering.
A user profile may have several tags that must be set as part of the user creation process. The value for these fields can be included as part of the user import file process. For each tag you will need to add a column to the import file following the column name format tag name (tag). The case and spacing of the tag must match exactly how that tag appears in PowerSteering.
If you want to identify multiple values for a tag, separate the value entries with a semi-colon.
If you have a hierarchical tag you can enter the final value if it is unique, or use the vertical line symbol to define the path to the desired value. If the hierarchical tag allows multiple values, separate the values you want to select with a semi-colon.
Note: Dependent tags are not supported with the import feature.
7. Save File
- Save your Excel file in text (tab delimited) (*.txt) file format.
Note: See the article How do I import user data? to learn the steps to uploading your newly saved file into PowerSteering.