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Self-service manual user data upload

Updated

If you prefer not to use an HRIS integration to manage your user data, you can add your user data manually or via an Excel spreadsheet. On the Onboarding dashboard, select Upload user list, followd by Continue. Now you will have 2 options.

Excel import

  1. Select Import user data.

    SoSafe Users page under User management, with Import user data and Add user manually buttons next to the recommended Go to user provisioning option, above an empty user table.

  2. Select Add and update, followed by Confirm.

    SoSafe user data import wizard, step 1 of 7, Select action, with Add and update chosen over Delete. New users will be added and existing records updated, with the Confirm button below.

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

    SoSafe user data import wizard, step 2, File upload, with a Download template button above the Upload file area. A warning notes empty fields delete existing attributes, and records without a language default to German.

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.

  1. Upload the complete Excel file via drag & drop.

  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. Select Confirm to proceed.

    SoSafe user data import wizard, step 3, Select a header, with row 1 checked above sample data. Columns include ID, Gender, Academic degree, name, email, language, and user group fields, and the uploaded file marked upload complete.

  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 user data import wizard, attribute mapping step, showing First name, Last name, and Salutation mapped to Excel columns First name, Last name, and Gender, each marked Mapping was successful.
    Same attribute mapping step, with the Email field's dropdown open to reassign it to a different Excel column, and the Language and User group fields listed below.

     

    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: 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.

  4. Fixing errors
    1. No errors were found: You can skip to the next step.

    2. 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 user data import wizard, step 5, Fixing errors, with a Fix all errors button and a table of faulty records. One row is highlighted showing a tooltip that User group is a mandatory field, next to edit and delete icons.

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.
       
  1. At the end there is a summary for newly added user data and user groups.
SoSafe user data import wizard, step 7, Summary, with a green banner confirming all steps completed. It lists user records already present versus re-uploaded, and user groups updated versus re-uploaded, above the Confirm button.
  1. After the final confirmation the data records are imported.
Confirmation dialog asking whether you really want to import these records, overlaying the import summary, with Close and Import buttons.

Manually adding users

  1. Select Add user manually.

    SoSafe Users page under User management, with Import user data and Add user manually buttons next to the recommended Go to user provisioning option, above an empty user table.

  2. Enter all user data here. Mandatory fields are marked with a red star. Create the user by selecting Save.

    SoSafe Create user page with fields for Salutation, Academic degree, Last and First name, Language, User group, Email, and Type set to Individual address. Below are activation options and a note that extended data requires the Enterprise plan.

 

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.

    SoSafe User Management page with the Export user data section highlighted, showing an Export button to download user data as an Excel file, next to an Import user data button in the top right corner.

    Please find further information on the SoSafe ID here: User management: what is the SoSafe ID?

  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. 
← Back to Onboarding overview → Go to login method (SSO)

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