The Import process provides an interface that allows the quick creation of multiple User records into Intelligentcontract. 

If you have a large number of Users that need to be created in your account, you should use the User import process rather than using the interface to type in the details of each User one by one. 

The User import is similar to all the other imports (e.g. for importing contracts, people, etc.), but the following points should be noted when importing Users.

1. A joining notification email will not be sent to the User at the point their user account is created. You will either have to:

  1. Inform each user of the temporary password that was assigned to their account. On first login they will be required to change this temporary password to something of their own choosing.
  2. Ask each user to request a "forgotten password" link from the login page. This will require them to know their username (generally their email address).

2. The import process does not stop you allocating a license to each User created when you have reached your subscription limit. It may be that after the Users have been imported, you do not have enough purchased licenses for all of them.  In this situation, your account will be placed into "limited status" (see My Account is "Limited". What does this mean?). 

Note: This does not apply to a concurrent usage or unlimited Users account - with these types of accounts, you are able to create and license as many Users as required.

Creating new and modifying existing Users via Import

Navigate to => Import Workbench

Create a new Import selecting the User template and press [Next]

Fig 1 - Import Workbench

Generate a pre-populated file, buy using the option [...] 'Populate with existing data'

Fig 2 - Creating a new User Import file

All your existing user details will be populated in the grid, all records will be set to have a Transaction Type of M - modify to allow you to modify those records if required.  

You are able to adjust the existing User information. You can adjust names and email addresses, alter User access (i.e. switch from Full User to a Read Only), remove or add Administrator rights, or even remove an assigned license. 

Fig 3 - Populated Import

Note: You are unable to remove a license from a Key User. If tried, an error will appear during Import validation 

Along with modification, you can add new Users to your account using the Transaction Type of A - Add.  At the bottomof the grid use the right click to add new rows for each new user required.

Fig 4 - Adding rows to an Import

  • Leave blank the User and original system reference columns. The system will generate new references for these new Users.
  • Mandatory requirements are the First and Last Name, Username and Email Address.
  • Party is an optional field, however if you do not provide and internal Party reference then this User will be classed as 'External' which may affect your Alert sending, please see below for more details.  it is recommended that you do populate this field when importing new Users.
  • 'Members of Security Groups' allocation will default to 'Everyone (rw)', meaning that the User you are creating will have access to all records.  If you have already created specific Security Groups and wish to allocate a new User to that group, so that they only see records allocated to that group, add the Security Group reference here (along with the (rw/ro) preferences).  To learn more about Security Groups click here.
  • Use the checkbox's to assign user right, such as Administrator value in the Administrator, Assign License, and Read Only columns
  • Add a Start and/or End Date if applicable

Fig 5 - Assigning User privileges 

Once you have completed your .csv file, the [Start Import] button will become active.  Once completed, all your new Users will be created, and the system will have created a Person record for each of these new users.  Any modifications to user records will be processed.

Allocating an Internal Party to a User

When a User import takes place and a new Person record is created, the 'Party' field in the grid refers to the 'Party field on the Person record.  if this field is mandatory on your Person record then it will be mandatory for this import.

The Party field on a User record links a Person to a Party (who they work for) it is important to ensure that all your Users are linked to an internal Party, if they are not linked then they are classed as an External person.

If you are using the 'Roles' option in Alerts, assigning an Alert to a Role instead of a named Person - by default Alerts will only ever be sent to Roles with 'Internal People' if your Users have not been linked to an internal Party then they will be classed as External People and will not receive the Alerts.

If you wish to allow External people to receive Alert notifications then you will need to adjust the corresponding setting in the Configuration area under 'Manage Account Configuration.

Fig 6 - External people notification setting

Note: When a user Import takes place and new Person records are created, their Person record will have the field 'Communication Enabled?' set to 'Yes' therefore the Email address for a User is be mandatory for this import

Creating Users via the Import process does NOT trigger the automatic joining email that is sent out when manually creating Users. Once you have created these Users via import, it is recommended that you ask your Users to click on the 'Forgotten Password' option in the Sign In screen to trigger this email. Once they have reset their password, they will have access to the account.