Using the .csv File to Import Users

Before continuing, please note that the
formatting
 of the template file, including proper
capitalization
, is very important.
Any incorrect or extraneous information may have unintended results and/or
cause the import to fail
. If you have any questions or would like your import to be tested, feel free to contact the help desk for assistance.
Note
:
Modifying and/or removing
 any of the column headers from the template
will cause the import to fail
.
Note that row 1 (containing the column headers)
must remain as is
 for the import to be successful. Zentra is looking for specific data so these fields must remain
exactly
 as they are found in the template.
  1. Download and open the template CSV file and input the User(s) information. The only required fields for importing someone (
    without
     a credential) are
    LastName
     and
    FirstName
    .
    • There are additional requirements when importing User credentials that will be covered in-depth on the next page.
    • Note: In order to import multiple credentials for the same person, the User must be added to more than one row of the CSV (one row for each credential being added).
  2. To add users to User groups, populate the
    UserGroups
     column using the following formatting and notes:
    1. Ensure that the User group(s)
      already exist
       in Zentra. The User import
      does not
       create new groups.
    2. Ensure that the capitalization and punctuation of the group(s) are identical.
    3. To add someone to multiple groups, you will need to separate the names of the groups with a semi-colon (
      ;
      )
      without
       spaces in-between.
      1. For example, to add someone to the
        All Residents
         and
        Property Managers
         groups, the cell would contain: All Residents;Property Managers
  3. If areas are
    not
     being used in this site, the
    AreaName
     cell should be left empty.
  4. If areas are being used in this site, please review the following formatting and notes:
    1. Ensure that the Area(s)
      already exist
       in Zentra. The User import
      does not
       create new areas. If an
      AreaName
       cell is populated with an Area that does not exist in Zentra, the User will be placed in
      COMMON
      .
    2. Populate the
      AreaName
       column.
    3. Ensure that the capitalization and punctuation match the Area(s) in Zentra identically.
  5. The columns titled
    CountLimitFlag
    ,
    RemainingUses
    , and
    ExpirationDate
     are optional, but please note that these column headers
    must remain in the CSV
     for the import to function.
    • If you do not wish to include a credential expiration date or usage limit, skip ahead to step 5.
    1. If you wish to set an
      ExpirationDate
       on one or more credentials, you can do so using the date format:
      yyyyMMdd
      • Example
        : April 1st, 2028 would be
        20280401
    2. If you wish to set a usage limit on a credential:
      1. CountLimitFlag
         must contain a lowercase “
        t
        ” (for “true”).
      2. RemainingUses
         will be the number of times the credential can be presented before it is deactivated.
  6. Click
    Import Users
    .
  7. Drag the
    .csv
     file into the upload Area then click
    1. If any errors are found, a table will be displayed noting the issues. If you hover over the red cell with your mouse, you will be able to see helpful tips on the exact error discovered.
    2. Use this feedback to update the CSV file, then try importing again.
  8. If no errors are found, click
    Proceed with import
    .
    1. Note that depending on the size of the import, it could take anywhere from a few seconds to a few minutes to complete.
    2. You can continue to use the application while the import is being processed in the background. A notification will let you know that the import has completed.
Credential Requirements
There are four fields of the CSV file that must be formatted properly before credentials will import successfully:
CardFormat
 (column F),
Hotstamp
 (column G),
FacilityCode
 (column I), and
IssueLevel
 (column J).
How these fields need to be filled depend on the card format(s) being imported.
Please review the chart on the next page for details.