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User management: adding and updating user data

Updated

You can use Add and update under User management / Users for: 

  1. the inital Excel import of the user data before go-live 

  2. for updating the user data during ongoing training

Initial Excel import of the user data

To upload the user list, please follow the steps below:

  1. Navigate to User Management / Users in the SoSafe Manager.

  2. Select Add user data, followed by Import user data.

    SoSafe Manager Users page under User management, with the Add user data menu open and Import user data marked. The table below lists columns for ID, salutation, academic degree, first name, last name, and email.

  3. Select Add and update.

    SoSafe Manager import wizard on the Pick action step, with Add and update selected over the Delete option. The steps across the top run from Pick action through File upload, Select a header, Map user data, Fixing errors, and Assign user groups.

  4. Download our Excel template and fill in the user data. Using the Excel template is the easiest way as the required columns correspond exactly to our system.

Note: Please keep in mind that the Excel file must be complete. Empty fields such as a missing name are considered to be an error.Enterprise: If you booked the Enterprise option, you can add two further columns for extended user data.
SoSafe Manager import wizard on the File upload step, with a Download Excel template button and a warning that unmapped fields will be deleted. Below it is a drag and drop zone for uploading the completed Excel file.

  1. Upload the complete Excel file via drag & drop or select the large file upload zone to select a file. Proceed by selecting Save & continue.

  2. Select a header from the Excel file (the first row is usually correct and therefore selected per default). The header is the basis for the attribute mapping in the next step. Proceed by selecting Save & continue.

    SoSafe Manager import wizard on the Select a header step, with the first row of the uploaded file selected as the column header. The preview table below shows sample rows with columns such as gender, name, email, and user group.

  3. In the following area, the defined user data attributes are assigned to the columns of the Excel file. When using our Excel template, this is done automatically by our system. On the left you find the required fields/attributes, on the right the match with the Excel file. 

    SoSafe Manager import wizard on the Map user data step, showing the First name, Last name, Salutation, and Email attributes each matched to a column from the Excel file, with a Mapping was successful confirmation for each.

Note: Attributes marked with a star (*) are mandatory. Only if these fields are filled out will you be able to save the setting and proceed.

Enterprise customers: At the bottom of the page, you find a list of the Excel columns that could not be matched automatically and therefore could not be assigned to the attributes. Here you have the option to add extended user data.

  1. Fixing errors

    • No errors were found: You can skip to the next step.

    • Errors were found: When errors are found you are prompted to correct or delete incorrect user data. You can either correct the errors individually or at once:

      • Delete record: The record is completely deleted from the database (red trash bin).

    • Edit record: The error is visually highlighted and can be easily edited and corrected (blue pen).

      SoSafe Manager Fixing errors step, listing faulty user records with a tooltip showing the error Email already belongs to an existing user. Each row has edit and delete icons, with a Fix all errors button above the table.

    • If you select Fix all errors, you will automatically be taken through all sets of data that need to be fixed.

      Enter data panel from the Fix all errors flow, editing a single user record with the Email field outlined in red and flagged as Incorrect format. Fields above it include Type, Salutation, and First name.

Common errors are:

  • Duplicates

  • Domain unknown

  • Empty field

  • Umlauts or spaces in the email addresses

  • Unknown salutation or academic degree (in this case, it is best to compare whether the name is available in the dropdown of the corresponding field).

  • Invalid declaration as collective address (please note that for collective addresses the first four fields (salutation, academic degree, first name and last name) must be empty)

You can find further information: User management: Troubleshooting

  1. User group assignment: 

  • When all user groups have been successfully uploaded and assigned, you can directly proceed with the next step.

  • This is not possible, if users are not assigned to any user group or the assigned user group is too small. To proceed, you have these options:

    • Create a new user group: All unassigned records can be transferred to a new user group (at least 5 persons). 

    • Add to existing user group: The users are collectively assigned to an existing user group.

    • Skip: If the user group is too small, the data records will not be considered in the Analytics. However, the upload is possible as well as the manual editing and group assignment in the User Management section. 

    • Edit original Excel file so all users are assigned to a user group that includes at least 5 persons. 

      SoSafe Manager User group assignment step, with a red banner warning that three user groups are too small. Below it are options to merge into a New user group or an Existing user group, plus a Skip button.

  1. At the end there is a summary for newly added user data and user groups.

    SoSafe Manager User data summary step, showing a User data card with ten user records to be re-uploaded and a User groups card with no groups affected, above a Finish button.

  2. After the final confirmation the data records will be imported.

    Confirmation dialog asking whether you really want to import these records, with Close and Import buttons.

Updating user data

 If you want to update existing user records (e.g., change surnames or email addresses), we recommend this procedure:
 

  1. Export the current user data to receive the most recent data records including the SoSafe ID. Please find further information on the SoSafe ID here: User management: what is the SoSafe ID?

    SoSafe Manager Users page with the Export user list button marked in the top right, above a table with columns for ID, salutation, academic degree, first name, last name, email, and user group.

  2. Edit the user data directly in the Excel file.

  3. Start the User Management and import the new Excel file as described in section I above.

  4. In the final step you receive an overview of already existing and/or newly added user data and user groups. 

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