Import Users in Bulk

Multiple users can be added to an organization's account by importing them from a spreadsheet. This process involves building a User Import File based on current user roles, uploading it into the system when complete.

The first step in importing users in bulk is to export the user roles and workflow levels currently in the organization’s account. This will provide the necessary information (e.g., unique IDs) to build the User Import File.

  1. Navigate to the Settings > Users area.

  2. Select the Export button.

    1. Choose the All roles (CSV or Excel) option to export the roles defined for the organization, including their id and name.

    2. Choose the All workflow levels (CSV or Excel) option to export the workflow levels set up for the organization, including the workflowName, workflowLevelID, and workflowLevelName.

These files will be automatically saved to the user's Downloads folder.

In the next step, the user should download and update the template provided for the User Import File.

  1. Navigate to the Settings > Users area.

  2. Select the Import new users button.

  3. From the Import New Users screen, select the Download template button to download a template of the User Import File.

    Note: The User Import File is a CSV file with the following columns: First Name, Last Name, Job Title, Email, Roles, Workflow Levels, and Is SSO.

  4. Fill out the template with the information for each user to be added, ensuring that the final spreadsheet adheres to the following formatting rules.

    • Roles and Workflow Levels should be unique IDs. For instance, Roles should include the id from the Export > All roles file. Workflow Levels should include the workflowLevelId from the Export > All workflow levels file.

    • Roles and Workflow Levels are comma-separated values (e.g., 2345, 6789).

    • Is SSO should be either True or False.

To complete this process, the final User Import File should be loaded into the system.

  1. Navigate to the Settings > Users area.

  2. Select the Import new users button to reopen the Import New Users screen.

  3. Find and select the completed User Import File to upload.

    Tip: The User Import File will be automatically validated for proper formatting and required fields upon upload.

  4. Correct any errors that appear. Errors will be listed in the screen and can be downloaded by selecting the Download errors button.

  5. If any changes were made, reupload the corrected file and verify the information before importing the users.

  6. Select the Import Users button to finalize the import.

An email - GC-1 Welcome to GrantsConnect (Grant Managers) - will be automatically sent to all email addresses provided. Users will be prompted to register in GrantsConnect.

Warning: This email will expire 24 hours from the time it is sent. If the invitation is not accepted at this time, the new user will need to be invited again.

Note: The new user will appear as Active in the user list after they have been added to the organization and the Welcome to GrantsConnect email has been sent. Their status will change to Registered when they create a password for their account.