CSV User Import Guide to upload employee lists

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Summary

This article contains instructional guidance on the User Import service that is utilized by clients of GAN Integrity. By importing (uploading) a delimited .csv (comma-separated values) file, it enables an administrator to: ADD, UPDATE, REPLACE, and ARCHIVE users.

 

 

Introduction 

Clients can validate users using employee source data (from e.g. HR, Onboarding, or Payroll application) that will then reflect in the GAN platform and thus these users are immediately introduced to any applicable compliance processes. After creating users, operations such as updating groups, campaigns, and access groups are performed, asynchronously. 

 

Method to validate and bulk import employees into the GAN platform

1. From the Role menu, select the Compliance Manager role. If the role does not appear in the drop-down menu, please contact GAN Support.

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2. The CSV Import file will need correct formatting with the data of your employees. The template file needs to be validated by a user with the Compliance Manager role, which will ensure the import process 

a) within the User Management menu select Employees

b) find the 'kebab' (three vertical dots) menu

c) and click on the Validate CSV sub-menu.

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d) The template file generated is reflective of the type of import (ADD, UPDATE, REPLACE, or ARCHIVE) relevant for the subsequent import action, which will then present the DOWNLOAD CSV TEMPLATE link. 

Types of Import Description

ADD (create)

Only introduces new users to the GAN Integrity platform. 

Note: if existing users are included in the CSV file, this will result in duplication errors

UPDATE 

Only amends existing user information (including their attributes) to reflect the latest data.

Note: if new users are included in the CSV file, this will results in employees not found errors.  

REPLACE 

Refreshes existing users and their attributes, which replaces all user records. Effectively, this action is ADD, UPDATE and ARCHIVE all combined. 

Note: Users excluded in the replace CSV file will automatically be archived. Users that are already in an archived state will not be unarchived. Explicitly, new user profiles will be added, while new user information will be updated. 

ARCHIVE

Existing users that should no longer have access to GAN Integrity.

Note: to unarchive users, use an UPDATE import with a column header for status including the value pendingActivation for the data fields 

Following the selection of the type of (validation) import, the CSV Template generated from the GAN Integrity platform is where you will add your company employee data. 

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3. When saving your employee data, make sure it is complete and structured according to your attributes (column headers). The spreadsheet file must be saved as CSV with UTF-8 encoding. Furthermore, the file must be delimited by commas (,). 

Note: Remember to remove the example user (row 2): john.doe@email.com

4. After a successful validation (the CSV template file is formatted correctly), a summary of potential errors might still be listed; if encountered, those errors will require correction in the CSV file prior to repeating steps 1 to 3.

Note: When using the REPLACE feature the displayed number of ARCHIVED USERS after the upload will be a TOTAL of BOTH the EXISTING and NEWLY archived users. Furthermore, the displayed number of UPDATED USERS after the upload will be a TOTAL of ALL the users on the platform.

5. Once Validated, the CSV file can be sent securely to GAN Integrity Support as per your agreed process. If, however you are managing your own user uploads it can be uploaded by a user with the Identity Manager role. Importing the CSV File follows a similar process to the validation process.

a) within the User Management menu select Employees

b) find the 'kebab' (three vertical dots) menu

c) and click on the Import Employees sub-menu.

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d) Select the right type of import to upload your employee data into your instance of the GAN platform; important to remember an upload action cannot be undone. Utilize the Preview that summarizes the changes you are about to make prior to Confirming Import

DISCLAIMER: Provided client data in correct formatting of the CSV template is very important. If the template is not formatted correctly, the upload will fail or result in user errors.

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6. After a successful import (the CSV template file is formatted correctly), a summary of potential errors might still be listed; if encountered, those errors will require correction in the CSV file prior to repeating step 4.

7. Await the Success or Fail email; if the import failed then ensure the CSV file is formatted correctly and try again. If the import continues to fail, contact GAN Support and communicate the unique identifier that was included in the email.

 

Want to know more?

Suggested next read: How to prepare a formatted CSV file to import users into the GAN platform?

 

Questions are welcome

Contact us through your GAN Solution Delivery Manager, GAN Relationship Manager, or GAN Support

 

© 2021 GAN INTEGRITY INC. ALL RIGHTS RESERVED | The information contained in this document is solely for the intended recipient and may not be used, published, or redistributed without the prior written consent of GAN INTEGRITY INC. While every care has been taken in preparing this document, GAN INTEGRITY INC. reserves the right to revise its contents without prior notice.

 

 

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