Users can be created and updated in Amplify from an Excel spreadsheet, using an integration. Integrations for users are set up under Administration > Manage Users > Import Users, with the Adapter Excel and the Import Data Type User. You map each column in the spreadsheet to a setting for the user, preview the result, and then import it. The same integration can be run again to add more users, or to update users already in Amplify.

This article covers both the Advanced and Simple Models, and needs a Full Admin, or an admin role with Manage Users set to Full — see Admin Roles.

Importing users is different from Administration > Integrations, which connects third-party applications — see Connecting a Third-Party Application.

Before you start

Who can import users

Importing users needs Manage Users set to Full in an admin role, or Full Admin access. An admin role with a lower level can't open the import. Importing users doesn't need any setting turned on, and an integration for users doesn't belong to an initiative.

The Full Admin and Admin Roles settings, which give a user access to the Administration, can be imported by Full Admins only — see Setting admin access.

What must exist first

Nothing is created for you. Before you import:

• Every admin role named in the spreadsheet must exist — see Admin Roles.
• Every resource type named in the spreadsheet must exist.
• Every custom field the spreadsheet fills in must already be set up for users, or for resources.

Your license limit

Users you create count toward your license, unless they're locked. Where creating a user would take your organization over its limit, the row fails with a message such as License only allows 50 unlocked users. Updating a user isn't affected. See Amplify License.

File limits

• File type — an Excel file (.xlsx), of 5 MB or less.
• Rows — up to 2,000 rows. A header row isn't counted where you check Header? when you run the import.
• Sheets — one sheet per run. Only the sheet you select is read.

Preparing the spreadsheet

Put one row per user, with a column for each setting. A row of column headings at the top makes mapping easier. Columns are mapped by their position, so keep them in the same order each time you run the integration.

Columns required to create users

• Name — the user's name, up to 255 characters.
• Email — a valid email address, up to 255 characters. It can't be the email address of another active user.
• Password — the user's first password. It's required only where new users' passwords are set by administrators, and it must meet your password policy. See Passwords and welcome emails.

Passwords and welcome emails

Your password policy sets how new users get their first password, under Distribution of new User Passwords — see Authentication. It decides what the Password column does:

• admin — the Password column sets each user's password, and the user isn't emailed.
• email — Amplify generates a password, and emails it to the user. The Password column can't be used.
• token — Amplify emails the user a link to set their own password. The Password column can't be used.

Emails are sent only where an email server is set up for your organization's Amplify. Where a row sets Allow log in via Amplify when SAML is enabled to 0, the user gets no password and no email.

Columns required to update users

To update users, include one column that identifies each user: their ID, Name or Email. Only the columns you map are updated. See Updating users later.

Optional columns

• Allow access to Ask Amplify (AI) — enter 1 to allow access, or 0 to block it. It's available where Amplify AI is turned on for your organization, and new users can use Ask Amplify unless this column is set to 0.
• Allow log in via Amplify when SAML is enabled — enter 1 to let the user sign in with a password while single sign-on is turned on, or 0 to block it. Users created without this column can sign in with a password.
• Allow REST API — enter 1 or 0.
• Background Colour — the background color of the user's profile icon.
• Initials — up to 3 characters.
• Resource Type — the name of a resource type, written exactly as it is in Amplify. It makes the user a resource — see Managing Users. Where a row has a resource type, it needs a Capacity too.
• Capacity — a number, in the unit your organization uses for resource capacity. It can't be less than 0.1, or more than one full-time equivalent.
• Full Admin and Admin Roles — see Setting admin access.
• Custom fields — any custom field set up for users, or for resources. A value that doesn't match one of a field's options leaves the field empty, and shows a warning. A custom field that's required must have a value, or the row fails.

For the settings above that are turned on or off, enter 1 or 0. Text values aren't reliable.

Setting admin access

Users created by an import have no admin access. Full Admins can give it in the spreadsheet with two columns:

• Full Admin — whether the user is a Full Admin. Enter True, Yes or 1 to make them one, or False, No or 0 to make sure they aren't. Any other value fails the row.
• Admin Roles — the names of the admin roles to give the user, separated by commas, for example Finance Admin, Data Admin. Names aren't case sensitive. A name that doesn't match an admin role fails the row.

In either column, a value of NULL clears the user's existing value: it removes Full Admin, or removes every admin role. Where a cell is left empty, the user's existing value isn't changed. A column you don't map isn't changed either.

The two columns are applied together. Where either value in a row can't be applied, the whole row is skipped.

Setting Admin Roles for a user removes their Full Admin access, and replaces the admin roles they already have. Setting Full Admin to True removes their admin roles.

Creating the integration

To create an integration for importing users:

1. Navigate to Administration > Manage Users.
2. Click Import Users. The User Integrations page opens, listing the integrations for importing users.
3. Click New Integration. The New User Integration page opens.
4. Enter a Name for the integration.
5. Click Create.

The Adapter is always Excel, and the Import Data Type is always User. Integrations for users aren't tied to the person who created them: everyone who can import users sees them on the User Integrations page.

Uploading the spreadsheet

To upload the spreadsheet:

1. On the User Integrations page, click Run... next to the integration. A window opens.
2. Where the integration has been run before, select Upload New, or Use Previous to use the last file again.
3. Choose the file.
4. Check Header? where the first row holds column headings.
5. Select the Sheet that holds the users.
6. Click Continue. The integration session opens, showing the rows from the sheet.

Where the sheet has more rows than the limit, Continue can't be used and a message says so. Where the file isn't an .xlsx file, or is over 5 MB, a message says so.

Mapping the columns

Each column in the spreadsheet is mapped to a setting for the user. The mapping is saved as you make it, and it's kept on the integration for the next run. Because columns are mapped by position, a file with its columns in a different order needs the mapping changed.

To map the columns:

1. Click Edit Mapping. A Type field appears for each column.
2. Select the Type for a column.
3. Where the Type is Attribute Assignment, select the Attribute.
4. Where the Type is Identifier Lookup, select the Match on Attribute.
5. Where the Type is Custom Field, select the Classification Type.
6. Select the Custom Field.
7. Where the field has options, select the Match on Attribute.

Repeat steps 2 to 7 for each column you want to import.

The Type options for users are:

• No Action — the column is ignored. Every column starts as No Action.
• Attribute Assignment — the column's values go into one setting for the user, chosen under Attribute. Attributes marked Required: with a plus icon are needed to create users.
• Identifier Lookup — the column identifies the user each row updates. Under Match on Attribute, choose ID, Name or Email. Only one column can be an Identifier Lookup.
• Custom Field — the column's values go into a custom field. Classification Type is Users for custom fields for users, or Resources for custom fields for resources. Where the field has a list of options, Match on Attribute sets whether the cell holds the option's value or its label. For a field that picks users, it sets whether the cell holds the user's ID or name.

Each attribute, and each custom field, can be mapped to one column only.

The icons at the top of the first column show whether the mapping allows creating users, allows updating them, or is invalid. Until the mapping has everything needed to create or update users, a message says The minimum requirement for creating or updating has not been met, please edit your mapping and set all required fields., and Preview and Import... can't be used.

Previewing and importing

Previewing the import

The preview runs when the session opens, and nothing is saved. After you change the mapping, click Preview to run it again.

The first column of each row shows whether the row succeeds, and whether it creates a user or updates one. Hover over it to see the action, the row status, and any errors or warnings. A red icon on a cell is an error: that value couldn't be applied. An amber icon is a warning, and the row can still import.

Where rows fail, a message such as 3 rows were unsuccessful. says how many. Click View these rows only. to show just those rows, and Show all rows. to show them all again. Fix the mapping, or fix the file and run the integration again, then preview again.

Preview checks each row against the users already in Amplify, not against the other rows in the file. Where two rows would create users with the same email address, or the rows together would take you over your license limit, they preview cleanly, and the later rows fail when you import.

Importing the users

To import the users:

1. Click Import.... A confirmation opens.
2. Click Confirm.
3. Click End Session once the import has finished.

Import... can't be used while a preview or import is running, or while the mapping is invalid. Rows with errors aren't imported, but every other row is. After the import, the rows show the real results, and the message says Import has been completed successfully where every row succeeded.

To import the rows that failed, fix them in the file and run the integration again. Where the mapping has an Identifier Lookup matched on Email, rows already imported update the same users. Otherwise, they fail because the email address is already in use.

Until the session is ended, the integration shows Terminate in place of Run.... Click Terminate to end a session that was left in progress.

Updating users later

An integration can update users already in Amplify, as well as create them. To update users, map a column as Identifier Lookup, matched on ID, Name or Email. Each row updates the user it matches:

• ID — the user's ID, as shown on the Manage Users list.
• Email — the user's email address. It isn't case sensitive. Email is the safest match.
• Name — the user's name. It isn't case sensitive. Where more than one user has the same name, only one of them is matched, so match on ID or Email instead.

Where no user matches, and the mapping has everything needed to create one, the row creates a user. Where the ID isn't found, the row creates a user, and the ID is ignored with a warning. Where no user matches and the mapping can't create one, the row fails.

Only the mapped columns are updated. Where a cell is empty, the user's value isn't changed. A value of NULL clears the existing value for Admin Roles, Full Admin, Resource Type and custom fields only. For other settings, NULL isn't a way to clear a value.

Locked users are matched and updated like any other user. Locking and unlocking users isn't part of an import.

Changing a user's email address emails both the old and the new address. Changing a user's password emails the user, and removes their REST API and mobile app tokens.

Changing or clearing a user's Resource Type removes them from the resource demands they're allocated to, and can lose the data in fields that belong to the resource type. The preview shows a warning with the number of resource demands affected.

Things to know

An import can't be undone. Preview first, and try the file with a few rows before you import the rest.

• Users created by an import are standard users. Guest users can't be created through an import.
• New users are added to the Default Access team with its default role — see Team Roles.
• Language can't be set through an import. Change it on the user's page — see Managing Users.
• Users can't be deleted through an import.

To create users one at a time, see Managing Users. For importing other types of data, see Importing Data.