Bulk user management

Updated 2 months ago by João Tupinambá

What is the CSV file for?

The CSV file is used for bulk user management.

It can be used to invite users, create users, add leaders and basically any other update.

How do I create the CSV file?

Comma-separated values (or CSV) is a file format that stores tabular data as text files.

  • Each column is separated by a comma and space;
  • The line break separates the rows.
It is necessary to save your file in the CSV UTF-8 format, ok? If you use Google Sheets to create your file, this format will be the default.

CSV files are used to import new users information in batches into Skore or to update existing users information just as easily.

Here, we present the new operation of Skore's bulk user management. To see examples of common use cases, keep scrolling.

We will present here the usual fields of a user and the two operation control fields of the CSV file - id and action.

A Skore user when created has the following fields that can be filled in:

  • Email: User's e-mail. Format must be: @email.com;
  • Name: User's name. Supports numbers, letters and special characters;
  • Username: User's username. It is a free field that is generally used to identify a user on the platform, it can be an employee ID, for example. Supports numbers, letters and special characters;
  • Role: User's role in Skore - student, expert or admin. Student is the default role, which means that when you invite or create a user and omit this field, users will be students by default;
  • Password: User's password. Must contain at least 6 characters;
  • Teams: User's teams. To set more than one, use two bars "//" as a separator. When you invite, create or update a user, you may fill this field with existing or new teams, which will be created automatically;
  • Leaders: User's leaders on Skore (identified by their e-mail or username). To set more than one, use two bars "//" as a separator;
  • Language: Language in which this user will access the platform. If not filled in, the user will be created/invited with the company's workspace default language. The options are pt-BR (portuguese), en-US (english), es-ES (spanish);

The ID field is a unique identifier, that is, we can find a user with it. This field in the CSV can be filled in with the user's e-mail or username, depending on which of the fields you use to identify each user.

The action field determines the action to be performed on that line. The possible actions are:

  • CREATE: Creates a new user in the workspace;
  • INVITE: Invites a new user to register in the workspace;
  • OVERWRITE: Overwrites the fields of an existing user.

For each action, certain fields are mandatory:

  • CREATE: Name, Password and e-mail or username (depends on which identifier you wish to use);
  • INVITE: e-mail - when using this action, the field password should NOT be filled;
  • OVERWRITE: Id (either username or e-mail), field you would like to overwrite.

If you want to leave a user's field completely empty, just fill in the value [DELETE] in the desired cell with the OVERWRITE action. For example, let's say a user is in two teams and you would like to remove them from both. In order to do this, you would fill in the CSV file with id (username or e-mail), OVERWRITE as the action and [DELETE] in the column teams.

It is not necessary to insert every possible field in the CSV to upload it. Only the ones you would like to change with the id and action fields. However, for each field (column) placed, the action (action) will be executed for every column of the CSV (but if the cell is empty, nothing will happen).

Example

In this example, three things will happen: the user whose e-mail is joao@email.com will have their name changed to "João Paulo", the user with the e-mail maria@email.com will have their teams set as 'Time 1' and 'Time 2' and the user with username 'jose123' will be removed from the teams in which they were.

Metadata

Any field other than those mentioned above will be considered by the CSV as metadata. A metadata appears as one more field available for use in Looker reports.

This metadata feature is only available to Looker Premium customers.

Common use cases

Here we present some of the most common use cases for bulk management of users through CSV in Skore.

Creating a new user

Many customers use this action so that users won't have to set up their own passwords and are able to login for the first time in a timely manner.

To create a new user you have to use the CREATE action with a unique identifier (e-mail or username), a name and a password. You cannot create a user without these fields. It is not necessary to include e-mail AND username. But there shouldn't be any problems creating a user with both these fields.

E-mail example
Username example

Inviting a new user to the platform

Unlike the creation of users, inviting a new user assumes that the administrator wants their users to receive an invitation and set their own passwords before the first access.

To invite a new user, you need to use the INVITE action along with an email to send the invitation. If you invite the same user more than once, the functioning invitation will be the most recent, that is, the last to be sent.

To invite a user, you must not fill in the password field. If, by mistake, you invite a user with the "password" field filled in, this password will be disregarded by our system and the user will have to set a password before their first access, ok?

Changing user's information

To change users' information, you need to use the OVERWRITE action with the fields you want to change and the unique identifier of that (or those) user(s). The OVERWRITE action literally replaces the existing information with the new one, so be careful when adding teams or leaders.

To use the OVERWRITE action, please make sure the user has already been created. This is super important to avoid errors in the processing of the CSV.
Example: Changing the name from 'João' to 'João Henrique'
Example: Changing the teams and name of a user

Changing the users' unique identifier (e-mail or username)

In this case, you need to use the OVERWRITE action with the other unique identifier or the identifier before the update, so that Skore can find that user. In case of changing the e-mail, you must use the username as the id field (or the e-mail before the update) and vice versa to change the username.

Changing the e-mail (using the user's username)
Changing the username (using the user's e-mail)

Erasing the user's information

In this case, you need to use the OVERWRITE action and fill in the fields you want to erase with the value [DELETE]. That way, the field will have an empty value.

Example: Erasing the user's leaders
It is only possible to delete a user's username if that user has an e-mail registered on the platform. It is only possible to delete a user's e-mail if that user has a username registered on the platform.

Different actions on the same CSV

You can have different actions within the same CSV, as in the example below:

In this example, we created two users (one using the username, the other using the e-mail), invited a user and changed information for three more users (one's name, one's e-mail and one's password).

Adding metadata (Looker Premium customers only)

In this case, you need to use the OVERWRITE action with the unique identifier of the users and the fields you want to add as metadata. Any field on the header of the CSV file with a different name from the standards accepted by Skore will be created as metadata.

Example adding the metadata 'localizacao'
Every field created as metadata will be added as a field in the workspace as a whole, that is, it will be a new column for all users in the workspace, regardless if they were filled out or not.

Importing the CSV file

Once your CSV file is ready, follow the steps below to import it:

  1. Access Settings > Invites;
  2. Click options in the right corner and select import csv;
  3. Locate the *.csv file in your local directory and upload it;
  4. If your file isn't ready yet, you can open our example file here;
    Oh, you don't need to use all the columns in that file, okay? For example, the columns metadata1, metadata2 and metadataN are just examples for metadata, but use the terms that are appropriate for your company, ok?
  5. That's it! Now you only need to wait for the file to be processed and the e-mail with the result. The processing of many users may take a little while, so be patient.

E-mail containing the file processing results

Every time you as an admin import a CSV file into Skore, you will receive an e-mail with the results of the processing.

In this e-mail, it is broken down how many users were successfully created, updated and / or invited. In addition, the number of users that were not created, updated or invited due to any failure in filling the CSV is shown.

When there is a failed record, a CSV file with the lines that have not been processed and the errors found in each one will be attached.

If you have any questions, send us a message at support@skore.io.


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