This article explains how Community or User Administrators can create or update multiple user profiles simultaneously using a CSV file. In addition, to assigning roles or other information for all users.
Prerequisites
Roles: You must have the Community Administrator or User Administrator role.
System Setup: Ensure all Org Unit, Buyer Group and/or Self Approval Level are created in the system before performing the upload.
Template Prep: If you are updating an existing list, you must remove the Last Login (Column O), Created Date (Column P), and Deactivated Date (Column Q) from your CSV file before uploading.
CSV File Formatting: The Column names should not be changed; otherwise the CSV will not load.
Role Conflicts: Verify that all roles listed in the CSV match valid User Roles currently, in Unimarket.
Limits & Notes
Uploading Users via Automation: Unimarket offers automated account code and user updates. Contact your Customer Success Manager for more information.
Username Updates: You can only update an existing username if an External Unique ID is present in the file.
Steps to Upload Users
Follow these steps to import your user data.
Navigate to the Administration module.
Click Users and select the Upload Users tab.
Click Download Template to obtain the correctly formatted file.
Enter your user data into the template, ensuring column names remain unchanged.
Save the file in CSV format.
-
Click Browse, select your file, and choose a Missing User Action:
Disable: Deactivates users who are in the system but not in your file.
Ignore: Takes no action on users excluded from your file.
Click Upload.
External Unique ID field
Below are the key rules when updating the template.
For Existing Users
- If External Unique ID field is present, use that to identify existing + allow updates to username + all other fields.
- If External Unique ID field is blank, use the username + allow updates to all other fields except username (i.e. Existing logic).
For New Users
- External Unique ID will be ignored and username is mandatory.
Column Requirements and Definitions
| Column | Type | Mandatory | Length | Comments |
|---|---|---|---|---|
| First Name | Text | Y | 255 | User's first name. |
| Last Name | Text | Y | 255 | User's last name. |
| Username | Text | Y | 255 | Must be unique across the system. |
| Display Name | Text | N | 255 | Works like a nickname (e.g., "Dan" for "Daniel") to improve searchability. |
| Text | Y | 255 | Must be a valid email address. |
|
| Enabled | Y/N | N | — | Defaults to Y if left blank. |
| External User Management | Y/N | N | — | Defaults to Y if left blank. |
| External User ID | Text | N | 255 | Unique identifier from an external system. |
| Vendor ID | Text | N | 255 | ID from external ERP/Finance system for expense modules. |
| Self Approval Level | Text | N | 255 | Must be blank or match an existing approval level name exactly. |
| Org Units | List | N | — | Comma-separated list of existing Organization Unit names. |
| On Behalf Of Org Units | List | N | — | Comma-separated list of existing Organization Unit names. |
| Roles | List | N | — | Comma-separated list of existing User Roles names. |
| Buyer Groups | List | N | — | Comma-separated list of existing Buyer Group names. |
| Phone | Text | N | 47 | Use format: |
| Default Account Code | Text | N | — | Only used if Default Account Code is set to "User Default." Must match community format. |
Results/Validation
Success: A confirmation alert will appear once all users are imported successfully.
Errors: If the upload fails, a red error message will identify the specific issues. Correct the CSV file and attempt the upload again.
Troubleshooting: Common Upload Issues
-
External Unique ID Errors:
If a provided External Unique ID does not match an existing record, the system will return an error (e.g. No record found matching External Unique ID 'xxx').
If both Username and External Unique ID are blank, the upload will fail (e.g. Either Username or External Unique ID must be provided).
Formatting: Ensure comma-separated lists (e.g. Roles or Buyer Groups) are contained within quotation marks (" ").
What's Next/Related
- Invite Community Users
- You can also watch a short video on this process: