Bulk adding users

Add large numbers of users to Launchpad to avoid time-consuming manual data entry associated with individually adding users.

How it works

First, you download the Excel template from Launchpad. Then, you prepare user data in the template. Finally, you upload the template to Launchpad.

After bulk adding users, you receive an email notification that summarizes:

• the number of users added
• the number of users not added

If one or more users was not successfully added to Launchpad, you can download an error file (accessible via link in the email), correct the errors, and re-upload the error file to Launchpad. When all users are successfully added to Launchpad, they can download and begin working in the Diligent products they have permission to access.

Workflow

Permissions

Only System Admins can bulk add users to Launchpad and only one System Admin can bulk add users at a time.

Navigate to the Bulk Add Users page

1. Open Launchpad.
Note

If your company uses more than one instance in Diligent One, make sure the appropriate instance is active.

2. Select Platform Settings > Users.

   If you do not see Users as an option, the account you used to sign in does not have Admin privileges.

3. Click Bulk add.

   The Bulk Add Users page opens.

Download the Excel template

Click Download .xlsx Template.

The Excel template is saved to your local machine as Bulk Add User Template.xlsx.

Prepare user data

1. Open Bulk Add User Template.xlsx.
   Note

   Only the Bulk Add User worksheet can be used to enter user data. Additional worksheets will not be processed.

2. Enter the following information in the Excel template:

   Field	Description
   Email	the email address of each user to be added The character limit is 60. Email addresses can include apostrophes. Note Diligent One Platform does not support email addresses with accents or non-Latin characters. Note If you need to change an existing user's email address, contact Support.
   First Name	the first name of the user to be added The character limit is 40.
   Last Name	the last name of the user to be added The character limit is 40.
   Launchpad Role optional	the user's Diligent One system-wide user type (Launchpad role) There is no limit on how many users can be System Admins. For more information, see System-wide user types and group roles.
   Subscription optional	the user's subscription Subscriptions define the role(s) a user can be assigned in each Diligent One app. For more information, see Managing licenses and subscription permissions.
   Reports Role optional	the user's Reports role For more information on roles in Reports, see Reports app permissions. Note The Launchpad database is not synced with the Reports app. Users must open Reports once before they can be assigned access to reports, dashboards, and storyboards.

Upload the template to Launchpad

1. Do one of the following:
   • Drag and drop the Excel template into the browser window.
   • Click Choose files to select the Excel template from your computer.

     Locate and select the file to attach and click Open.

     Note

     Only one Excel template can be uploaded. If a System Admin uploads another Excel template, the previously uploaded Excel template is overwritten. The uploaded Excel template is visible to all System Admins.

     Note

     Special characters and spaces in the file name are not supported and will be replaced by underscores.

2. Click Add Users.

   System Admins receive an email that summarizes the number users added, and the number of users not added (if applicable). Once the bulk add is complete, a summary message displays under Bulk Add Summary on the Bulk Add Users page. If necessary, you can remove the uploaded file by clicking the trash bin .

Download the error file and correct errors

1. Optional. If one or more users were not added, do one of the following:
   • On the Bulk Add Users page, click Download Errors.
   • In the notification email, click Login to Download Errors.
2. Make corrections to the records in the error file.
3. Upload the error file to the Bulk Add Users page.

   Users that have been added are sent an invitation email.

Troubleshooting

Understand common bulk upload errors and causes and learn how to fix errors.

Error file

If there are errors in the Excel template, Launchpad rejects the Excel template and generates an error file that contains:

• a list of user records that failed
• the reason why each record failed (identified in the Error field)
• the value in each field that caused the error to occur

Any System Admin can download the error file (if applicable), make corrections to the records in the file, and upload the file for processing. Once a System Admin has made the appropriate updates to the error file, they can upload the error file to Launchpad for processing. 

Error file processing

When the error file is processed, only the following fields are considered:

• E-mail
• First & Last Name
• Launchpad Role
• Subscription
• Reports Role

The Error field that provides a statement describing why each record failed does not get processed. If any of the fields in a record are in error, no other fields in the record are processed. For example, if a System Admin enters a user name, but does not specify an appropriate email address, the user is not added.

Errors

The table below provides a list of possible error messages that may occur when uploading the Excel template. If a record has multiple errors, the error messages are concatenated together and separated by a comma within the Error field.

Error	Description	Solution
Invalid Email	when an email address does not have the appropriate format	Ensure that each email address has the following parts, in order: A local part An @ symbol A case-sensitive domain part Example: john.smith@acl.com
Name or Email is Missing	when the user's first or last name is left unspecified or the email field is left blank	Specify the user's first and last name and enter the user's email in the appropriate fields.
Invalid Account Role	when the role specified is NOT one of the following values: System Admin User Blank	Specify the role with one of the appropriate values.
Invalid Subscription	when the subscription specified is NOT one of the following values: None Professional Oversight Contributor Results Lite Professional Results Lite Contributor Blank	Specify the role with one of the appropriate values.
Invalid Reports Role	when the Reports role specified is NOT one of the following values: Report Admin Report Writer Report Reader No Access Blank	Specify the role with one of the appropriate values.
Assigned subscription does not allow selected Reports role	when a user is assigned the Report Admin or Report Writer role but does not have a Professional subscription	Ensure that each user assigned the Report Admin or Report Writer role has been assigned a Professional subscription. If the user has an Oversight subscription, you can only assign them the Report Reader role. If the user has a Results Lite Professional, Results Lite Contributor, or Contributor subscription, they do not have access to Reports.
User is a member of an organization that has SSO enabled	when a user that belongs to an SSO-enabled instance is added to another instance	Users belonging to multiple instances must either be removed from your instance or from additional instances.