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Uploading User Files with Bulk User Upload (Legacy)

Updated

This is a Legacy article. If you are using the current Awardco 2.0 Interface, please search for the updated version to ensure accuracy.

Bulk User Upload is a powerful tool that simplifies and streamlines user management. In this support article, we'll guide you through accessing the tool, managing user access, downloading active user files, and configuring settings for a smooth upload experience. Furthermore, we’ll provide step-by-step instructions on uploading user files, reviewing changes and correcting any configuration errors. Seamlessly manage your administrative tasks and enhance efficiency with Bulk User Upload. 

 

Warning: If you already have employee data in your platform, please confirm that the Employee IDs you will be using in your new data feed are consistent with your current user data. Failure to do so can result in duplication of users, recognition errors, and loss of data integrity. 

 

 

  1. Accessing the Bulk User Upload Tool
    1. Determining Who Has Access
  2. Downloading Active Users File
  3. File Configuration Settings
    1. Archive
    2. Override Existing Data
  4. Advanced Settings
  5. Uploading a User File
  6. Correcting Configuration Errors

 

Accessing the Bulk User Upload Tool

To navigate to the Bulk User Upload tool:

  1. Click the Admin button on the homepage.
  2. Select the Users tab at the top of the page.
  3. Click Manage Users.
  4. Select Bulk User Upload.

 

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If you don’t see this option, navigate to Advanced Settings in the Admin portal to enable this feature by toggle.
 

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Determining Who Has Access

The Super Admin role inherently has access to this tool. If you’d like to enable more roles to be able to upload users, edit a specific role’s permissions in the Roles and Permissions tool. Beware that enabling this feature will grant those users full access to all users and their data. 

 

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Downloading Active Users File

To download a .csv file for the current users in the platform, click Download under the Active Users section. 

 

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File Configuration Settings

Before uploading a user file with updates or changes, you’ll want to review the file configuration settings that will determine how your file is received on the platform.
 

Archive

If the Archive toggle is enabled, individuals who were previously included on the platform but are omitted from subsequent user file uploads will be automatically removed from the platform. If you’d like to exclude certain employees from ever being archived, enter their employee ID’s in the field provided. We generally recommend keeping the Archive setting activated on all uploads. Click Save Changes once toggled On. 
 


Override Existing Data

If Override Existing data is toggled On, existing employee data that is changed on subsequent user file uploads will be overwritten. The user data that can be overwritten are: language, email, hire date, and password. You must check the box next to that specific data point in order for that specific value to be overwritten (password override can apply to either all users or only those who have never logged into their Awardco account). In most cases, we recommend selecting the options to override email, hire date, and password. For password overrides, it is advisable to apply this only to users who have never logged in. Click Save Changes once toggled On.

 

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Advanced Settings

It’s possible that your HRIS system can’t accommodate all the user file formatting outlined in the Formatting User Files support article (e.g. file headers or accepted country and language codes can’t be changed without manual adjustment). Below we have advanced settings where we’re able to control how data is converted from the uploaded file onto the platform regardless of what your HRIS downloads. We do recommend utilizing these settings sparingly and involving the Technical CSM team.  

 

  • Header Mappings: Assign your header values to the headers we’re expecting to receive. Ensure a list is comma separated.
    • Example 1 - “EID” is what your HRIS system assigns as the column header. Awardco only accepts “Employee Id” as the header title. To ensure the user file upload is accepted, input in the Header Mappings field “EID:Employee Id”. 
    • Example 2 - “Email Address” is what your HRIS system assigns as the column header. Awardco only accepts “Email” as the header title. To ensure the user file upload is accepted, input in the Header Mappings field “Email Address:Email”. 
  • Value Mappings: Convert an invalid country code or language id into a valid one. Ensure a list is comma separated. Note - Country and Language code are the only values that can be mapped.
    • Example 1 - “United States of America” is what your HRIS system assigns as the value for a user’s country. Awardco only accepts the ISO 2-letter country code “us” in the Country Code field. To ensure the user file upload is accepted, input “United States of America:us”. 
    • Example 2 - “Spanish” is what your HRIS system assigns as the value for a user’s language. Awardco only accepts the ISO 639-1 code “es” in the Language field. To ensure the user file is accepted, input “Spanish:es”. 
  • Metadata Headers: List any metadata headers without a “#” prefix. Ensure the list is comma separated. 
    • Example - Your HRIS system’s downloaded file won’t add the required “#” in front of metadata. Ensure the user file is accepted by inputting the metadata column headers exactly as they appear on the file into the Metadata Headers field (e.g. Location, Region, Job Title). 
  • Association Metadata Headers: List any associated metadata (see Formatting User Files) headers with a “@” prefix. Ensure the list is comma separated. 
    • Example - Your HRIS system’s downloaded file won’t add the required “@” in front of associated metadata. Ensure the user file is accepted by inputting the associate metadata column headers exactly as they appear on the file into the Association Metadata Headers field (e.g. HR Admin, Executive Sponsor, Nomination Approver Id). 
  • Metadata Filters: This filter only applies to organizations that have multiple user files coming from different sources/systems. Please speak to the Technical CSM team to find out more information. 
  • Adding a Plus to Phone Numbers: A “+” is required when uploading phone numbers on a user file. Check the box to add a “+” as a prefix to all phone numbers if the file you’ll upload doesn’t support it. 

 

Click Save Changes after making updates to any of the Advanced Settings fields 

 

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Uploading a User File

  1. To begin uploading your user file, drop your user file into the gray field at the top of the page, or click the red link to browse for the file. Ensure you adhere to the guidelines in the Formatting User Files article before submitting. Only .csv (recommended) and .psv files formats are accepted. 

 

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  1. Click Preview & Upload. Review New Users on the New tab, users with updated information on the Updated tab, users that will be archived on the Archived tab, and possible restored users (users previously archived that should now be active) on the Restored tab.

 

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  1. Click Finish & Upload. The user file may take some time to process. Once successful, the contact on file will receive a confirmation email. If you are unsure who this contact is reach out to theTechnical CSM team. 

 

Correcting User File Errors

At times the import is unable to process due to errors on the user file. Configuration errors are identified once the Preview & Upload button is selected. Reference the User File Import Errors article for help on correcting these errors. Upload the file again once the errors have been corrected. 

 

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If you have any questions, please contact Awardco Admin Support.

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