Importing and Updating Accolade User Accounts

Accolade provides Administrators and Process Designers the ability to export user accounts to update information, and to move configuration between environments. For example, if you are first setting up your system or opening a new office and have multiple user accounts to create at once, or if you need to update accounts such as renewing a user's access on a periodic basis, you can do so in two ways. Either execute all changes directly from the User Admin dashboard (See Updating User Accounts) or use a spreadsheet file with worksheet tabs to create and update the user accounts within Accolade. Below are details on how to update by spreadsheet.

Current user accounts can be downloaded from an Accolade environment, changes made to the data, and then uploaded either into the same environment, or moved into a new environment.

Administrators who wish to make bulk updates to user logins by spreadsheet can do so with the User Importer feature.

Create a group of template users that have the appropriate functions, roles, extended fields, and other details that apply to all users in a group. Associating a template with each user applies details automatically as part of the import process. Using filters allows you to assign details to a variety of sub-groups or combinations of groups.

Important! In very large implementations we recommend running user imports in batches. The size of the batches will depend on the server performance and the number of updates per user, so that, for example, no more than a few thousand users are imported at a time.

A download of current user accounts exports the user account configuration into a spreadsheet file with the information in the following tab within the file:

• Import Users
• Security Lists
• Functions
• Roles
• Portfolio Optimizer Rights
• Pools Rights
• Extended Fields
• Access Groups
• Security Profiles
• User Links
• Email Notifications
• Email Days
• Assignment Notifications

To download user accounts:

1. From the System menu, select Security & Groups > User Admin.
2. Select the users that you want to download.

To narrow the list by function or user name, add the criteria to filter by in the appropriate filter text box. These filters are case insensitive. To download all users, clear all search filters.

3. Click in the users panel to view details of selected users.
4. Click in the users panel.

By default, the file exports automatically to a temporary internet files directory. Save it to a more accessible location.

To import user accounts into Accolade:

1. Ensure the data within the spreadsheet meets the requirements for a successful import.
2. Remove any user account information that you do not want to include in the upload from the spreadsheet and save the file.
3. From the System menu, select Security & Groups > User Admin.
4. Click in the users panel.
5. Click Load File and select the spreadsheet file to load.
6. Click Upload File.

Accolade uploads the changes to the user accounts in the spreadsheet and adds any new user accounts with unique user logins.

To update user logins en masse:

1. After downloading the spreadsheet file, navigate to the UpdateUserLogins tab. This is the last tab on the downloaded spreadsheet file.

Note:  The UpdateUserLogins tab will be pre-filled with the existing user login data from your selection.

2. Fill in the New User Login column with updated user logins.

3. Follow the previous steps to import updated spreadsheet file into Accolade.

 

Applying Template User Settings to Existing Users

In Accolade versions 16.0 and later, Administrators can apply the settings of an existing user (hereby referred to as a "template user") to other existing users. This can be done via the Accolade User Interface (UI), the application programming interface (API), or by using the User Importer feature. The instructions below discuss how to use the User Importer feature to apply the settings of a template user to an existing user. See Updating User Accounts for instructions on how to use the Accolade User Interface instead.

To apply template user settings to existing users:

1. From the System menu, select Security & Groups > User Admin.
2. Select the users that you want to download.

To narrow the list by function or user name, add the criteria to filter by in the appropriate filter text box. These filters are case insensitive. To download all users, clear all search filters.

3. Click in the users panel to view details of selected users.
4. Click in the users panel.

By default, the file exports automatically to a temporary internet files directory. Save it to a more accessible location.

5. From the User Admin dashboard, search for the template user you wish to copy.

6. Select the appropriate template user from the search results list.

7. In the General Details tab of the User Admin dashboard, copy the template user's login.

8. In the downloaded spreadsheet, navigate to ImportUsers tab, which is the first tab and displayed by default.

9. In the Copy From User column, paste the copied template user's login for each existing user whose settings you wish to update.

10. Save the file.

11. From the System menu, select Security & Groups > User Admin.
12. Click in the users panel.
13. Click Load File and select the spreadsheet file to load.
14. Click Upload File.

Accolade uploads the changes to the user accounts in the spreadsheet and adds any new user accounts with unique user logins.

User Account Settings Included in the Spreadsheet File

The columns in the downloaded spreadsheet include the settings for each user account in the order listed below. For a description of each user account setting, see Creating Accolade User Accounts or User Attributes Overview.

Important! Using the import and export tools to update configuration can result in unintended changes if information is missing or creates an error during the import process. Sopheon recommends reviewing Importing and Exporting Configuration Components Best Practices before making changes in a production environment.

• Import Users

   

  Column Name	Accepted Values on Upload*	Additional Notes
  User Name	Alphanumeric characters, underscore**	If blank, the user account does not upload.
  User Login	Any	Use the format with which the user accessed Accolade, such as domain\username or username@domain.com. Used for matching for upload. If a user account exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new user account is created. If blank, the user account does not upload.
  Email Address	Valid email address	Can be blank.
  Chat Address	Valid chat address	Can be blank.
  Resource Pool	Valid resource pool display name	Can be blank.
  Copy From User	User login of user account to copy from	Use the format (username) without the parentheses. If the import creates a new user account, the copy from user account settings will be used for the new user setup, and all other tabs in the import worksheet will be ignored. Can be blank.
  Language	An active language	If blank, defaults to English.
  Date Format	A valid date format enum	If blank, defaults to MMM dd, yyyy (Feb 28, 2020).
  Expiration Date	Valid date	Use the format MM/DD/YYYY. Can be blank.
  Active	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Show Messages	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Enable Auto Search	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Reporting Rights	None Refresh AllRights	If blank, defaults to None.
  My Project Page Updates	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Email Format	HTML Plain Text	If blank, defaults to Plain Text.
  Send Email Number of Days before Defined Date	Valid number	If blank, defaults to 7.
  Delete	Yes, Y, True, 1, X*	All other values are treated as No on upload.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Security Lists

  Security lists are optional when importing user accounts. The worksheet must be included in the spreadsheet file, but can be left blank if the users do not have security list assignments.

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Security List Name	Valid security list system name	Can be blank.
  Security List Value	Valid security list value system name	For each security list field above, include the value for that field to assign to each user. For multi-select extended fields, include a separate row for each value. On import, if a security list value is not included in the sheet, the existing settings for that user are preserved for that field. If a value currently assigned to a user is not included in the sheet, the value is removed from the user.

   

• Functions

   

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Function	Valid function system name	Include a separate row for each function.

   

• Roles

   

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Role	Valid Accolade user role	Include a separate row for each role.

   

• Portfolio Optimizer Rights

  Portfolio Optimizer is an optional Accolade component that may not be used by your company. The worksheet must be included in the spreadsheet file, but can be left blank if you do not use Portfolio Optimizer.

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Right	PortfolioLoad PortfolioSave ScenarioLoad ScenarioSave	Include a separate row for each right to be assigned.

   

• Pools Rights

  Resource Planning is an optional Accolade component that may not be used by your company. The worksheet must be included in the spreadsheet file, but can be left blank if you do not use Resource Planning.

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Pool Name	Valid resource pool display name	Include a separate row for each pool. Can be blank.

   

• Extended Fields

   

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Extended Field 1...10	Valid extended field name	Enter ExtendedField_ and the field ID of the field being updated. This entry, in combination with the data type field in the next column, identify the field being updated. For example, use the following format: ExtendedField_1 or ExtendedField_24. See Adding Custom Details Throughout Accolade for more information on extended fields ID.
  Extended Field Data Type	Date List Long String Multi-Select Number String	Enter the data type of the field being updated. This entry, in combination with the Extended Field value in the previous column, identify the field being updated.
  Value	Valid extended field value	For each extended field above, include the value for that field to assign to each user. For multi-select extended fields, separate values using a pipe ( | ) character. On import, if an extended field value is not included in the sheet, the existing settings for that user are preserved for that field. If a value currently assigned to a user is not included in the sheet, the value is removed from the user. If an extended field that is defined as required is not included or does not include a value, the user is set to inactive.

   

• Access Groups

   

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Access Group	Valid access group system name	Include a separate row for each access group. If users are assigned a root level or parent access group, they will be automatically assigned to the child groups of that access group. Important! Access group permissions are not always additive to what is already defined in the Accolade environment. The Administrator doing the import can only make changes to access groups that they can manage. With matching access, the import will add or replace access groups according to what is specified in the file. Do not leave the column blank unless you intend to clear out the settings for the specified user.
  Access	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Manage Team	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Manage Process	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Add Project	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Migrate Project	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Delete Project	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Delete Activity	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  View Configuration	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Edit Configuration	Yes, Y, True, 1, X*	All other values are treated as No on upload. If Edit Configuration is selected as Yes, View Configuration will automatically default to Yes.
  Member Of	Yes, Y, True, 1, X*	All other values are treated as No on upload. MemberOf access does not propagate down to child groups.
  Admin Of	Yes, Y, True, 1, X*	All other values are treated as No on upload. AdminOf access does propagate down to child groups.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

   

• Security Profiles

  Security profiles are optional when importing user accounts. The worksheet must be included in the spreadsheet file, but can be left blank if the users do not have security profile assignments.

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Security Profile	Valid security profile system name	If system name is entered, then the value is TRUE for that system name.

   

• User Links

   

  Column Name	Accepted Values on Upload	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Title	Alphanumeric characters, underscore**	If blank, the link does not upload.
  Link	http:// https:// ftp:// file:// qvp:// mailto: callto:	If blank, the link does not upload.
  URL	Valid link URL	If blank, the link does not upload.
  Link Number	Any number 1-5	If blank, the link does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Email Notifications

   

  Column Name	Accepted Values on Upload*	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Notification	Valid email notification option See Email Notification Distribution Reference for options.	Can be blank.
  On Selected Days	Yes, Y, True, 1, X*	If YES is entered, select at least one of the day options on the Email Days worksheet. All other values are treated as No on upload.
  Immediately	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Notification System Name	Valid notification system name	If blank, the notification does not upload.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

   

• Email Days

   

  Column Name	Accepted Values on Upload*	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Monday	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Tuesday	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Wednesday	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Thursday	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Friday	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Saturday	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Sunday	Yes, Y, True, 1, X*	All other values are treated as No on upload.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

   

• Assignment Notifications

   

  Column Name	Accepted Values on Upload*	Additional Notes
  User Login	Valid Accolade user login	Used for matching for upload. Must match a user login from the Import Users worksheet. If a user account exists, its settings are changed with the values in the uploaded file.
  Past Stages	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Current Stages	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Future Stages	Yes, Y, True, 1, X*	All other values are treated as No on upload.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

   

Notes:    Accolade Portfolio Optimizer is an optional Accolade component that you may not have access to. To implement this solution, contact Sopheon Customer Support. Resource Planning is an optional Accolade component that you may not have access to. To implement this solution, contact Sopheon Customer Support .