Importing and exporting Users to and from Crisisworks
Please read the general Importing Data into Crisisworks instructions before proceeding with Importing users.
Importing users
From the "What do you want to import?" drop down list on the Import Form, select the "Users" option.
On the second screen, select "User Import" from the Import Options.
You will need to upload a file in CSV format with a list of users to import. Any matching users will be updated. If no match is found, a new user will be created with the User ID specified. The user import feature matches on the "User ID" field.
To remove data from a field, type the value "[NULL]" (without the quotes) into the cell. If this value is found, it will remove the contents of the field. You cannot clear contents of a required field.
To import changes to existing users, it may be easier to export them to a report first by selecting the appropriate users in the User Datagrid and clicking Export to Report. Once the report has been run, you can then click the "To CSV" button. This will generate a CSV file that is compatible with the import system. Make any necessary changes to the records in the CSV file, save it and choose this file to import.
Alternatively, you can download the sample User Import CSV file below and base your import on this file.
Please note: imports cannot be undone once they are imported. However, you can specify an optional tag to add to each record so you can identify all imported records.
CSV File Format
The following CSV fields & rules are needed for the import to work.
Download the User Import Sample CSV file.
Below is a list of CSV fields that should be added to your CSV file. The Field column displays what the headings should be in your CSV file.
Field | Description |
|---|---|
User ID | The user's ID in Crisisworks - this is used when selecting to import using the Crisisworks ID. Depending on your overwrite settings, if a matching ID is found it will update the user's record. If no matching record is found, a new user will be created. |
First Name | User's first name (Required field) |
Last Name | User's last name (Required field) |
The user's email address (Required field) | |
Mobile | The user's mobile number |
Phone | The user's phone number |
Address | The user's address |
Active | Whether the user is active or inactive. Default to 1 (active) if not set |
Position | text (this is a free text field of the user’s position title which doesn’t relate to their competencies in Crisisworks) |
Organisation | text. Must match an existing organisation in Crisisworks. This can be set to either the organisationId or the organisation name. |
Tags | Optional tags for the user. Any tags specified in your spreadsheet will add to the user's existing tags. If the field exists and is left blank for an existing user, it will not remove the existing user's tags. Alternatively, you can add a tag to the import form which will be added to every user record imported. |
Competencies | A list of competencies for the user, separated by commas. |
User On Call | can use Yes or No. Defaults to 0 |
Receive SMS Alerts | can use Yes or No. Defaults to 1. |
Receive Email Alerts | can use Yes or No. Defaults to 1. |
Subscribed Software Updates & System Maintenance | can use Yes or No. Defaults to 0. |
Subscribed to News & Major Updates | can use Yes or No. Defaults to 0 |
Subscribed to System Outages | can use Yes or No. Defaults to 0. |
User Notes | this will use the profile field. |
| External Id | An optional external Id used to identify a user in a separate system. This external Id can be used for matching users for importing into Crisisworks if necessary. |
| External Source | Optional external source data to identify where the import data is coming from. Your data must be unique based on External ID and External Source. |