Download and upload user templates

Upland Qvidian offers a User template, in a Microsoft Excel format, which can be downloaded, completed and then uploaded to automatically create or edit multiple users. The spreadsheet can be uploaded multiple times. Users that have already been created will be updated to reflect the current data in the spreadsheet. If Upland Qvidian is configured appropriately, each new user will receive a welcome email which includes a time limited link to access the application and set their password.

The Qvidian_User_Spreadsheet.xls user template has two sheets: USERS, in which you enter users' information, and INSTRUCTIONS, which includes information on the structure of the worksheet, types of data, the available fields and rules. The first row in the Users sheet contains column headers for each field to be populated; subsequent rows represent users. The headers will contain the name of the field, row, or custom field. Each column contains a type:id pair (Field:2), (Field:3), etc. in the column header that the upload process uses to identify each column’s data.

Download a blank user template

1. Go to Administration > Users & Roles > Users and click the More Options menu at the top right of the page.
2. Select Download Add User Template from the dropdown menu.
3. The Qvidian_User_Spreadsheet.xls blank user template file will download. You can either open the file and complete the spreadsheet or save it to work on it later.

Note: When a template is downloaded, Upland Qvidian takes the spreadsheet from the Templates folder on the server, which already has the standard fields, and adds any roles and custom user info fields in the current database.

Download a pre-filled bulk edit user template

Admins can manage multiple users at the same time by downloading a bulk edit template that is pre-filled with existing data. With this template, users can adjust license allocations and update existing user profile information rapidly, and then upload the template back to Qvidian to save all the changes at once.

1. Go to Administration > Users & Roles > Users and click the More Options menu at the top right of the page.
2. Select Download Bulk Edit User Template from the dropdown menu. The "Download Bulk Edit Template" dialog will display.
3. Choose whether to include All users or Selected users in the template.
4. Decide which columns to include in the template: All columns, Only columns that are visible in the table, or Choose custom set of columns. UserID and required fields are automatically included in all downloads.

Note: If you Choose custom set of columns to include in your template, the list of available columns will appear from which you can select.

5. Click Download.

Complete a user template

Caution: Do not edit column headers, delete, or insert columns.

1. Read the INSTRUCTIONS sheet.
2. If you are completing a blank template: 
   1.  In the Users sheet, under the UserID column starting in the first blank row, do one of the following:
      • If you are editing an existing user, enter the user's UserID.
      • If you are adding a new user, leave this cell empty.
   2. Enter the appropriate information for the user under the remaining columns. The required entry fields display in red font and are noted with an asterisk.
   3. Repeat for each user.
3. If you are editing and/or completing a pre-filled bulk edit user template:
   • Make any desired changes to your bulk edit user template.
4. Save the worksheet to your computer.

Upload a user template

1. Go to Administration > Users & Roles > Users and click the More Options menu at the top right of the page.
2. Select Upload Users from the dropdown menu. The "Upload Users" dialog will display.
3. Click Browse Files to select or drag and drop an XLSX file into the Upload File area. The Upload Users dialog re-displays with the spreadsheet selected.
4. Click Save. If you are creating a new, blank template, the spreadsheet is uploaded and the users are created. If you are editing a pre-filled bulk edit user template, the uploaded template will save over the existing one.

Note: If a validation error occurs, you will be notified of results and any known resolution. The dialog remains open so that you can browse again to the spreadsheet once the issue has been corrected. When the upload completes, the dialog will close, and the users grid will refresh.