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Dataload: User Accounts

Got dozens, or maybe hundreds of user accounts to load? Not a problem. Salesforce provides a straightforward method of accomplishing this.

You must import users using the Salesforce Data Loader (See our article on Bulk Updates for more details). This ability is not available in the Import Wizard. Note that users will NOT be notified after their username is imported. You will have to list the users in Salesforce and select the option “Change Password” for each user you want to notify.

Propel Training Records Users: If you are loading users for historical training records you can create Chatter Free users. For example, if you are dataloading historical training records for people who have left the company you need a user account to attach those records to. These user accounts can be Chatter Free users, i.e., they don't cost money. You do not need to assign a Propel license or Propel permission sets to these users. Keep in mind that any user for current or future training records who will need to mark their own training assignment as “Complete” will need at least a Propel Read Only license.

You will follow these general steps to bulk-load user accounts:

A. Prepare an Import File
B. Import Using the Data Loader
C. Bulk-Assign Permission Sets
D. Bulk-Assign Propel Licenses
E. If Appropriate, Assign Users to Public Groups
F. Activate the Users

 

A. Prepare an Import File

1. See the sample file Sample10 Import Users.csv (attached at the bottom of this article).

2. In the sample import file, notice the field ProfileID. This is a 15-digit ID. To get this ID:

a. Identify the desired profile in Salesforce, such as “Standard Platform User” or “Propel Read Only User”.

b. Open the profile.

c. Look at the URL in your browser. Note the 15-digit ID in the URL, such as 00eA0000000haTB. This is the Profile ID that belongs in the import file.

 

B. Import Using the Data Loader

1. Open the Data Loader.

2. Choose the Insert option.

3. Object = User.

4. Nearly everything will auto-map:

5. Complete the import.

 

C. Bulk-Assign Permission Sets

After you successfully import users you still need to assign permission sets and licenses. These are bulk operations from within Salesforce.

1. Go to Setup, Manage Users, Permission Sets.

2. Open an individual permission set and click Manage Assignments.

3. Follow the instructions on the screen to add users.

Note that if your system has hundreds of users you'll need a way to identify the users you just created. Create a new List View:

 

 

Use these guidelines for assigning permission sets:

  • Administrators should have the permission set Propel Administrator, Propel Import Data and Propel Full Use - Custom Fields
  • Full Use licenses should have the permission set Propel Full Use  and  Propel Full Use - Custom Fields
  • Read Only licenses should have the permission set Propel Everyone (Read Only) and Propel Everyone (Read Only) - Custom Fields

 

D. Bulk-Assign Propel Licenses

1. Search for Installed Packages or go to Build Installed Packages.

Installed_Packages.png

 

2. Click Manage Licenses for PropelPLM.

Manage_LIcenses.png

 

3. Click Add Users.

Screen_Shot_2017-05-02_at_2.50.34_PM.png

4. Follow the instructions on the screen to add users. Keep in mind that you can create a new List View to identify the users you just created.

 

 

E. If Appropriate, Assign Users to Public Groups

1. Go to Manage Users, Public Groups.

2. Assign users to groups as appropriate.

 

F. Activate the Users

1. Go to Manage Users, Users.

2. If necessary, create a List View to identify the users you just created.

3. After you have all the users displayed on the screen, reset the users' passwords:

Each user will now get an email from Salesforce asking them to set their password.

 

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