Bulk HR User Feed

You may create and transmit a user feed, so you do not have to manually enter all users.

Create the file

Your IT group can send Diligent a file with all user records. The fields for the pipe-delimited file to send to Diligent are shown in the following table. Provide the Inbound Field Names from your organization, as applicable. You can have up to ten fields to track any user value shown in the table as External Field 1 - 10. These fields are used as additional fields in the system. See Managing additional fields.

Use a human readable User Name to identify who took an action. For example, the User Name identifies the author of a document comment.

Requirements:

  • The file must be pipe-delimited (|). If that is not possible, comma delimited fields are supported, but not preferred.
  • Fields must be text fields or numerics. For example, you cannot use a formula.
  • Concatenate fields are not supported. For example, City, State, Country must all be separate fields.

Inbound Field Name

Policy Manager User Profile Field Name

Required? (Y/N)

Type (Length)

Notes

 

First Name

Y

text (30)

 

 

Last Name

Y

text (50)

 

 

User Name

Y

text (50)

 

 

Middle Name

N

text (30)

 

 

Title

N

text (100)

 

 

External ID

Y (If SSO, see Note to the right.)

text (255)

This value is required for SSO. This matches the SAML attribute.

 

Security group

N

text (100)

Will default to Portal User if not provided.

 

External Field 1

N

text (256)

Any user value you want to set.

 

External Field 2

N

text (256)

Any user value you want to set.

 

External Field 3

N

text (256)

Any user value you want to set.

 

External Field 4

N

text (256)

Any user value you want to set.

 

External Field 5

N

text (256)

Any user value you want to set.

 

External Field 6

N

text (256)

Any user value you want to set.

 

External Field 7

N

text (256)

Any user value you want to set.

 

External Field 8

N

text (256)

Any user value you want to set.

 

External Field 9

N

text (256)

Any user value you want to set.

 

External Field 10

N

text (256)

Any user value you want to set.

 

Office Address

N

text (100)

 

 

City

N

text

(50)

 

 

Office Location

N

text

(50)

 

 

State

N

text (50)

 

 

Country

N

text (50)

 

 

Language

N

text(10)

If not supplied, defaults to English.

 

Office Phone

N

text (10)

 

 

Postal Code

N

text (10)

 

 

Home Phone

N

text (15)

 

 

Mobile Phone

N

text (15)

 

 

Primary Email

Y

text (100)

Required. If no email address, enter noemail@noemail.com.

 

Secondary Email

N

text (100)

 

Transmit the file

Transmit file to Diligent's secure file transfer service (SFTP) site. Diligent can send a public key to encrypt the file for additional security, if needed.

File processing and error reporting

A regularly scheduled process looks for the file name and processes the file, if found. Data is handled as follows:

  • Users new to the file are considered new users. Users not in the file are deactivated from the system and marked as "unregistered" (inactive) and are not deleted.

  • If a user record is missing required fields, it is rejected, and an error message is logged in the exception report.

  • If any user record appears to have invalid or improper data, it is rejected, and an error message is logged in the exception report.

  • All updates are recorded in the system logs.