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Importing and exporting users Follow

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Anthony Schuler
  • Updated

Importing and exporting users can be used to migrate users to a different account region, save lists of project members, or add multiple new users to a project. 

Importing users to a different Revizto license requires user capacity to be available on the destination license. When your Revizto license has no user capacity, no more users can be migrated or imported to that license. 

Guest users do not count towards your user capacity, but must be a full license member in the destination license region. If they do not meet the qualifications of a guest user, they will be added to the license as a Collaborator, which counts toward the user capacity.

Required permissions

Importing and exporting users requires admin account or license roles. Account admins can import or export users directly from the User management page, while License admins can import or export users from the License users page. If you are unable to import or export users, verify your current role or contact your account administrator. 

You can view your account role from the Account info/Manage account info page, and your license role from the License Info page in Revizto Workspace. See Account and license roles for more information.

Importing and exporting users as an account admin

Account admins can add users to multiple projects and licenses directly through the User management page. Users added via import are given the same account, project, and license roles when added to an account this way.

To import users through the User management page:

  1. Sign into ws.revizto.com as an Account admin.
    • If you are a member of several accounts, ensure that the correct account is selected.
  2. Open the Tools dropdown, then select User Management.
  3. Click Import users and either import a CSV, TXT, XLS, or XLSX file in the Import from file tab, or copy and paste the information into the Copy from file tab. 
    • Any text file with separators (such as commas and tabs) will work.
    • User lists require emails to import new users. 
  4. Map the user fields by selecting the field titles from the dropdowns then click Next.
    • Email is a required field, users that do not have a valid email address will not be imported. 
    • If user data is missing, your file may have multiple spreadsheets. You can change the sheet from the Excel sheet dropdown. 
  5. Set the authentication method for your added users then click Next.
    • You can set authentication automatically, or select an authentication method to apply to all added users. 
    • Automatic assignment will add authentication methods based on email domains and your account's default authentication method. 
    • If a user is not assigned an authentication method they will not be added to the account. 
  6. Set the account role and add tags for the imported users, then click Next.
    • The selected account role will be applied to all imported users.
  7. You can add users to projects and licenses, but this is not required. Once complete click Next.
    • When adding users to a project you must select a project role to apply to all imported users. 
    • When adding users to a license, you must select a license role to apply to all imported users. 
    • Guest users do not count towards your user capacity, but must be a full license member in the destination account region. If they do not have a full license in the destination account region the user will be added as a collaborator and use a user slot. 
  8. On the Final review page make sure all changes are correct, then click the Import button. 
    • Existing users will be updated, while new users will be added to the account and license. 

To export users through the User management page:

  1. Sign into ws.revizto.com as an Account admin.
    • If you are a member of several accounts, ensure that the correct account is selected.
  2. Open the Tools dropdown, then select User Management.
  3. Click Export users on the toolbar. The user list will automatically be sent as a download link to the email associated with your account.

Importing and exporting users as a license admin

License admins or higher can import users to a license and projects within that license. Users added via import will be granted the same license and project roles, with the option to keep current roles for existing users. 

To import users through the License users page:

  1. Sign into ws.revizto.com as a License admin or higher. 
    • If you are a member of several accounts, ensure that the correct account is selected.
  2. Open the Tools dropdown, then select License administration. 
  3. Click the desired license to open its License info. 
  4. Click the License users tab, then click Import users on the tool bar. 
  5. Click Import users and either import a CSV, TXT, XLS, or XLSX file in the Import from file tab, or copy and paste the information into the Copy from file tab. 
    • Any text file with separators (such as commas and tabs) will work.
    • User lists require emails to import new users. 
  6. Map the user fields by selecting the field titles from the dropdowns then click Next.
    • Email is a required field, users that do not have a valid email address will not be imported. 
    • If user data is missing, your file may have multiple spreadsheets. You can change the sheet from the Excel sheet dropdown. 
  7. Set the license roles and add tags for the imported users, then click Next.
    • The selected license role will be applied to all imported users.
    • Guest roles and existing user roles are selected to be maintained by default, and can be changed through the option checkboxes. Guest users do not count towards your user capacity, but must be a full license member in the destination account region. If they do not have a full license in the destination account region the user will be added as a collaborator.
  8. You can add users to projects and select their roles, but this is not required. Once complete click Next.
    • The selected role and project will be applied to all imported users.
    • Only projects within the selected license are available to add users, if a project is missing it may be on a different license. 
    • Users can be added to multiple projects by clicking the + Add button. 
  9. On the Final review page make sure all changes are correct, then click the Import button. 
    • Existing users will be updated, while new users will be added to the account and license.

To export users through the License users page:

  1. Sign into ws.revizto.com as a License admin or higher. 
    • If you are a member of several accounts, ensure that the correct account is selected.
  2. Open the Tools dropdown, then select License administration. 
  3. Click the desired license to open its License info. 
  4. Click the License users tab. 
  5. Click Export users on the toolbar. The user list will automatically be sent as a download link to the email associated with your account.

Troubleshooting

Q: I don’t see the Company, Department, or Location fields when I add people to licenses.

A: The field is hidden. To learn how to show it, see Managing account, license, and project info.

 

Q: When I import people to a license from a spreadsheet, I don’t have the option to map a spreadsheet column to a company, department, or location field.

A: The field is hidden. To learn how to show it, see Managing account, license, and project info.

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