Bulk User Actions

8 min

Users can be imported and assigned roles in bulk to make things more efficient. This section goes through the steps to use bulk user actions.

Bulk user actions are accessed within User Onboarding by clicking on the "Select Actions..." drop down in the upper left.

To import Secure Work from Home users, import that users and then import their profile pictures. These are 2 separate steps.

Import Users

To import users, click on "Import Users" from the Select Actions... drop down. Then download the 3 templates files (User Detail Template, User Channel Template, User Feature Template) by clicking on the 3 links on the Import Users dialog that appears. These template files are .csv files (comma-separated values - a simplified form of a spreadsheet).

Secure Work from Home only uses 1 of the 3 templates (User Detail Template). The other 2 template files can be used as they are without modification.

Open the UserDetails.csv file, and add 1 row per user per instructions below. Please also read through the Notes below.

Lan ID - this is the unique ID of the user. You can use the same value in the Agent ID field.
First Name and Last Name - as they should appear in the system.
Agent ID - same as Lan ID.
PBX ID - a unique number.
Profile - either Agent or Supervisor.
Supervisor - the Lan ID of this user's supervisor.
Org. Unit - the organizational unit name that this agent/supervisor belongs to.
Role - the appropriate already defined role for this agent/supervisor.
Access Role - can be left blank.
CRM Name - can be left blank.
Text Chat Greeting Template Name - can be left blank.

NOTES:

Please see the checks implemented by OCM's bulk user import tool below.
Lan ID (and Agent ID) cannot include special characters when importing users in bulk.
The Supervisor specified must already exist in the system.
The Org. Unit specified must exactly match an existing organizational unit in the system.
If Profile = Agent, then Org. Unit must be at the Team (lowest) level of the organizational structure hierarchy.
The Role must already exist in the system.

Once you have added all the desired agents to the UserDetails.csv file and saved it, click on "Select files..." in the Import Users window. Select all 3 files (UserDetails.csv, FeatureDetails.csv, and ChannelCountDetails.csv), and select Open in the file selection dialog. This will start the import.

Once the import process is complete, it will show the following window which indicates the number of Duplicate Records (Lan ID of record already exists), Inserted Records (successfully created users), and Invalid Records (users that couldn't be created due to some issue).

You can click on the blue number (e.g., "3" in the above image) to see the records of interest. Example below.

The next step for Secure Work from Home users is to add a profile picture for each user.

Import User Profile Pictures

Profile pictures can be added one user at a time as described in Adding a User. However, you can also add pictures for multiple users at the same time.

IMPORTANT NOTES RE: IMPORTING PROFILE PICTURES

Profile picture files should be either JPEGs or PNGs.
Profile picture size should be < 5Mb.
See Profile Pictures for important considerations re: optimal profile pictures.
When importing profile pictures, the name of the picture file should match the Agent ID of the imported user. For example, if my Agent ID is "johndoe22" then my profile picture file should be either johndoe22.jpg or johndoe22.png
In order to import a profile picture, the user must already exist in the system.

Steps to import user profile pictures:

Ensure that you have met all the requirements listed above under IMPORTANT NOTES.
Put all the profile pictures to be imported in 1 folder/directory.
Select all of the profile pictures in that folder/directory, right click, and combine the pictures into 1 zip file.
- Microsoft Windows
  - Select all pictures
  - Right click on 1 of the selected pictures
  - Select "Send To..." and "Compressed (zipped) folder"
  - This will create a .zip file
- Apple Mac
  - Select all pictures
  - Right click on 1 of the selected pictures
  - Select "Compress"
  - This will create the file Archive.zip
In the User Onboarding module, select "Import User Profile Pictures" from the Select Action... drop down menu.
On the Import Profile Pictures popup window, select "Agent ID" from the "User Attribute to match Pictures" drop down list.
Drag & drop the .zip file you created the earlier step into this dialog.
Click "Upload" and wait for the upload process to complete and show you the results. You can click on the blue numbers next to Inserted Records and/or Invalid Records to see the results.

Assign Role (in Bulk)

In the User Onboarding module, you can assign an additional role to a group of users or remove an existing role from a group of users. This gives to / removes from those users the rights and rules associate with the role(s).

Filter and select the users to which / from which you want to assign role(s).
Select "Assign Role" action from the "Select Action..." drop down.
In the Assign Role popup window that appears, select the role(s) you wish to add to or remove from the selected users. To remove a role from a set of users, click on the "Remove existing Role" checkbox.
Select "Apply"