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When loading user data, the field names on the spreadsheet must exactly match the Field names listed below. The field names are not case sensitive.
When creating new records, the fields specified below as "Required" must be included in the spreadsheet. All other fields are optional. All date formats are accepted (i.e. mm-dd-yyyy, mm/dd/yyyy, mmddyyyy, etc).
When updating existing records, use the
to extract the desired User data from the User Users menu>Users grid. It will generate a CSV formatted file containing the filtered user data as well as automatically includes a ‘user_id' column that contains the existing user record’s UUID. Leave the 'user_id' column in the spreadsheet as is and do not edit or remove the data in this column. This field is needed when loading changes made to existing user record data.
Field | Format | Definition |
|---|---|---|
USER_ID | Automatically populated when extracting existing ESS User data (via the User grid ‘Export Grid Items’ option) | Required field if updating existing ESS user data. Otherwise, it is not required for new user imports. **Please see bulleted User Import Criteria above for more information on updating existing ESS User data.** |
USERNAME | No maximum number of characters | Required. ESS Username |
FIRST_NAME | No maximum number of characters | Required: ESS User’s first name |
MIDDLE_NAME | No maximum number of characters | ESS User’s middle name |
LAST_NAME | No maximum number of characters | Required. ESS User’s last name |
SUFFIX_NAME | No maximum number of characters | ESS User’s Suffix (i.e. Jr, PhD, etc) |
EMPLOYEE_NUMBER | If an employee of the district, must use the Employee’s Identification Number from USPS | USPS Employee Identification Number |
TITLE | No maximum number of characters | Employee Job Title |
must use a valid email format | Required. Recommended to use employee’s Primary Email Address from USPS>Employee record | |
EXTERNAL_AUTH | true or false | Enter true if user is using External Authentication (Active Directory). Otherwise leave blank and it will default to false. |
ENABLED | true or false | Enter true if user account should be disabled. Otherwise leave blank and it will default to false. |
PASSWORD_EXP | accepts ISO_LOCAL_DATE_TIME (yyyy-MM-ddThh:mm:ss) format EX: 2024-05-01T00:00:00 is May 1st, 2024 at midnight | If entered, date user's password will expire. The user will be required to change the password after this date. Does not affect externally authenticated users. |
ACCOUNT_EXP | accepts ISO_LOCAL_DATE_TIME (yyyy-MM-ddThh:mm:ss) format EX: 2024-05-01T00:00:00 is May 1st, 2024 at midnight | If entered, date at which the user account will expire. After this date, the user will be effectively disabled. This affects both locally and externally authenticated users. |
LOCKED | true or false | Leave blank to default to false for new account creation. Locked accounts are usually temporary situations caused by excessive login failures or other account status problems. Set the 'enabled' flag to false to disable a user. |
2FA | true or false | Enter true if user is using Two-Factor Authentication. Otherwise leave blank and it will default to false. |
SYNC_TO_AESOP | true or false | Enter true if the user should be synced to AESOP. |
ROLES | If multiple roles, separate each ESS role with a hyphen. Role names are case sensitive and must be in UPPERCASE. NOTE: The USER role does not need to be included in the spreadsheet. The application will add the role by default to the user account. NOTE: ADMIN role cannot be assigned via mass load. Please refer to the ‘Roles’ table below for proper format on how role names are to be entered in the ‘Roles’ column | Example below of entering multiple ESS roles for a user.   After import, when viewing the user account in ESS, it will display as follows (automatically added User role by default)   |
Please reference the available roles table below when entering a role on your user spreadsheet. The role must be in UPPERCASE and match exactly to what is displayed in the ‘Role Name for User Import' column.
Role Name for User Import | Role Name displayed in User account in ESS |
|---|---|
ADMIN | Admin |
DISTRICT_MANAGER | District Manager |
ANNOUNCEMENT | Announcement Board Manager |
LEAVE_MANAGER | Leave Manager |
LEAVE_APPROVAL_MANAGER | Leave Approval Workflow Manager |
LEAVE_CAL_BUILDING | Leave Calendar by Building |
LEAVE_CAL_DEPARTMENT | Leave Calendar by Department Code |
LEAVE_CAL_DISTRICT_BUILDING | Leave Calendar by District Building |
LEAVE_CAL_PAY_GROUP | Leave Calendar by Pay Group |
LEAVE_CAL_DISTRICT_STAFF | Leave Calendar for District Staff |
LEAVE_REQUEST_APPROVER | Leave Request Approver |
LEAVE_SUPERVISOR_STAFF | Leave Supervisor for Staff |
DATA_CHANGE_MANAGER | Data Change Manager |
SUB_COORDINATOR | Substitute Coordinator |
SUB_COORDINATOR_RO | Substitute Coordinator - Read Only |
SUB_COORDINATOR_BUILDING | Substitute Coordinator by Building |
SUB_COORDINATOR_BUILDING_RO | Substitute Coordinator by Building - Read Only |
SUB_COORDINATOR_DEPARTMENT_CODE | Substitute Coordinator by Department Code |
SUB_COORDINATOR_PAY_GROUP | Substitute Coordinator by Pay Group |
TIMESHEET_APPROVER | Timesheet Approver |
TIMESHEET_MANAGER | Timesheet Manager |
TIMESHEET_STAFFWORKFLOW_SUPERVISORMANAGER | Timesheet Supervisor for StaffWorkflow Manager |
WHITELIST_MANAGER | Whitelist Manager |
CUSTOM_LINK_MANAGER | Custom Link Manager |
METRICS | Metrics API |
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If a user wants to opt out of leave request emails and/or timesheets, in their User Profile (located on the Home Screen) , they may disable the select to opt out of receiving emailsdeselect the ‘Opt Out of…' options.
Enter the user’s email address in the To: field and click on ‘Send Email’ to send the test email.
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