Manage Users via Spreadsheet Upload

1. Access the User Search.
   1. Select the Default GRC context from the context menu.
   2. Click the Administration tab.
   3. Select Users from the Security group.

      

2. Click Upload Users.

   

3. Click Download.

   Note: Select the Download Spreadsheet with Existing Users Data check box to include the existing user information in the spreadsheet.

4. Populate the Excel upload spreadsheet (see Spreadsheet Population Notes below), and save the file to your hard drive.
5. Return to the Governance Portal and click Browse on the Population screen.
6. Locate the modified upload spreadsheet.
7. Click Process Spreadsheet.
8. Check the Processing Results box for any errors that may have occurred during import. If an error occurs the spreadsheet processing will fail, no records will be created. Return to the Excel template, and make necessary modifications as directed through the Processing Results box.

   Note: You can now update the passwords for multiple users at once after a Governance Portal update, while performing mass user update via the Excel spreadsheet. The mass password update will not reset any existing passwords.

   Validation Notes

   Validation	Portal Reaction	Suggested Corrective Action
   Invalid email address format	Entire import is rejected	Verify the email address format of users.
   Missing last name	Entire import is rejected	Enter a last name for the user.
   Missing password	Entire import is rejected	Enter a password. Passwords must be alphanumeric and at least 6 characters long.
   Password needs letters and numbers.	Entire import is rejected	Verify passwords are alphanumeric.
   Email address not unique	Entire import is rejected	Verify email address is unique for each user.
   Network ID not unique	Entire import is rejected	Verify network ID is unique for each user and contains the user domain name.

   Population Notes

   Population Notes

   Column Headings - Entries	Actions
   Action	Required: Select the action (create, update, delete) from the action drop-down list for each record.
   User Email	Required. Type in a valid email address for the user. This address is used in sending user notifications (welcome, workflow tasks, assessment/reviewer email etc.)
   User First Name	Optional. Type in the user's first name.
   User Last Name	Required. Type in the user's last name.
   User Title	Optional. Type in the user's title.
   User Phone 1	Optional. Type in a primary contact number. Note: Up to three hyphens (-) can be entered in a phone number.
   User Phone 2	Optional. Type in a second contact number. Note: Up to three hyphens (-) can be entered in a phone number.
   User NT Account	Required for users who will be logging in using their network ID and network password. This field should be blank for users who will be logging in with an email address and a password created in the Governance Portal instead of the user's network ID and network password. Type in users network ID from his NT Account. This must include the domain name (e.g. CENTRAL\right01). Note: Entering the network ID will allow users to authenticate through the system and access information (e.g. assessments etc.) directly from email links.
   User Password	Creating a new user only: Type in a user password. Password must be at least 6 alphanumeric characters. Note: This field should be blank for users who will be logging in using their network ID and network password.
   Language and Culture	Required. Select the users' language and culture from the drop-down menu. Note: This will be the default language and culture settings when they initially log into the Governance Portal. However, the user can change their own language and culture settings from their account settings once they have logged into the Portal. For more information, see Using Multiple Languages in the Governance Portal
   Default Context	Required. Select the users' default context from the drop-down menu. Note: The default context controls what the users will see when they log into the Governance Portal. For more information, see Contexts.
   Role Names	Optional. Type in the role name for the roles where the user will be included. Multiple role names are separated by a semicolon. Notes: Role names can be found by running the User Role admin search. For more information, see Admin Searches. Roles can only be mass assigned at the enterprise level.
   User Group Names	Optional: Type in the manes of the user groups where the user will be included. Multiple names are separated by a semicolon. Note: User Group names can be found by running the User Group admin search. For more information, see Admin Searches.
   Sharepoint User	Optional: By default, this field is set to "FALSE". Setting this field to "TRUE" will activate this user to use SharePoint when managing attachments. If this field is left blank, the user will not be activated to use SharePoint. Note: Your system must be individually configured to utilize SharePoint. For more information, contact RTS Technical Support.
   Active	Optional: By default, this field is set to "TRUE". Setting this field to "FALSE" will lock the user's account. If this field is left blank, the user will not be activated.
   Copy User Email	Optional: To copy role and/or user group information from another user, enter the user's email in this field. If the Copy Roles or Copy User Group columns are set to "TRUE", the system will copy the roles or user groups assigned for the user associated with the email address.
   Copy Roles	By default, this field is set to "FALSE". If this column is set to "TRUE", the system will copy the roles assigned to the user associated with the "Copy User Email" email address.
   Copy User Group	By default, this field is set to "FALSE". If the Copy User Group columns are set to "TRUE", the system will copy the user groups assigned to the user associated with the"Copy User Email" email address.

   Column Headings - Entries	Actions
   Action	Required: Select the action (create, update, delete) from the action drop-down list for each record.
   User Email	Required. Type in a valid email address for the user. This address is used in sending user notifications (welcome, workflow tasks, assessment/reviewer email etc.)
   User First Name	Optional. Type in the user's first name.
   User Last Name	Required. Type in the user's last name.
   User Title	Optional. Type in the user's title.
   User Phone 1	Optional. Type in a primary contact number. Note: Up to three hyphens (-) can be entered in a phone number.
   User Phone 2	Optional. Type in a second contact number. Note: Up to three hyphens (-) can be entered in a phone number.
   User NT Account	Required for users who will be logging in using their network ID and network password. This field should be blank for users who will be logging in with an email address and a password created in the Governance Portal instead of the user's network ID and network password. Type in users network ID from his NT Account. This must include the domain name (e.g. CENTRAL\right01). Note: Entering the network ID will allow users to authenticate through the system and access information (e.g. assessments etc.) directly from email links.
   User Password	Creating a new user only: Type in a user password. Password must be at least 6 alphanumeric characters. Note: This field should be blank for users who will be logging in using their network ID and network password.
   Language and Culture	Required. Select the users' language and culture from the drop-down menu. Note: This will be the default language and culture settings when they initially log into the Governance Portal. However, the user can change their own language and culture settings from their account settings once they have logged into the Portal. For more information, see Using Multiple Languages in the Governance Portal
   Default Context	Required. Select the users' default context from the drop-down menu. Note: The default context controls what the users will see when they log into the Governance Portal. For more information, see Contexts.
   Role Names	Optional. Type in the role name for the roles where the user will be included. Multiple role names are separated by a semicolon. Notes: Role names can be found by running the User Role admin search. For more information, see Admin Searches. Roles can only be mass assigned at the enterprise level.
   User Group Names	Optional: Type in the manes of the user groups where the user will be included. Multiple names are separated by a semicolon. Note: User Group names can be found by running the User Group admin search. For more information, see Admin Searches.
   Sharepoint User	Optional: By default, this field is set to "FALSE". Setting this field to "TRUE" will activate this user to use SharePoint when managing attachments. If this field is left blank, the user will not be activated to use SharePoint. Note: Your system must be individually configured to utilize SharePoint. For more information, contact RTS Technical Support.
   Active	Optional: By default, this field is set to "TRUE". Setting this field to "FALSE" will lock the user's account. If this field is left blank, the user will not be activated.
   Copy User Email	Optional: To copy role and/or user group information from another user, enter the user's email in this field. If the Copy Roles or Copy User Group columns are set to "TRUE", the system will copy the roles or user groups assigned for the user associated with the email address.
   Copy Roles	By default, this field is set to "FALSE". If this column is set to "TRUE", the system will copy the roles assigned to the user associated with the "Copy User Email" email address.
   Copy User Group	By default, this field is set to "FALSE". If the Copy User Group columns are set to "TRUE", the system will copy the user groups assigned to the user associated with the"Copy User Email" email address.