If you are dealing with several Report Users adding them manually can be a tedious task.
Under Report Users you can use the Bulk uploads & Edits button where you can download an Excel-template.
Download the template and fill in the required fields. Here the password filed is not mandatory. Adding Report Users to the project via Excel covers the access rights of the Report Tabs, Filters and Hierarchical Filter Groups.
When adding a report user, you can also define access start and stop dates. By adding a report user on a date that is outside the specified Starting From and Last Date for Access, the user will not have access to the project. The user is still kept in the project but treated as inactive up until the server date time is within the range. This option isn't mandatory, so if you leave them blank, the report user won't have a specified date range when they can access the project.
When you download the template fill all the details as you would for a report user if you are editing them one by one. In the downloaded Excel template each report in the project is shown in its own column. To give Access Rights to a report select “Access” in the selection list as shown in the image below. If you leave a cell blank it will be treated as “No access”. The uploaded file does not need to contain a column for each report in the project. If a column is missing the uploaded Report users just don’t get any access rights to that column.
The Excel template process supports all items that the user can get access rights to.
As shown in the image below, all the columns have been grouped into different areas, making it is easier to enter the user data. The image below shows the new layout of the Excel template.
In hierarchical filter projects, you can now find the H-Filter codes in the second sheet. This makes it easier to find the codes that are needed when giving access to H-Filters in the first sheet. The image below shows an example of the second sheet with the H-Filter codes.
Once done – Browse for the template, select it and click Import. After the successful import you will get a validation of the results, showing the number of Total users, valid users and Activated ones.
Note: Make sure that once you upload the file successfully, you activate the users that are uploaded through the file. Once you activate the users you will get a validation result.
The Excel process supports a bulk edit process that is much more efficient. Existing users can be downloaded into an Excel template where they can be edited and then loaded back into the system. To download the Excel template that includes the existing users, simply ‘Download Template including existing Report Users.’
Make sure you check for formatting of user names and other details within the excel template. Especially pay attention to spaces after the email address, name and the user name; for example email@example.com () – where the brackets are empty space in a cell; this can result in failed import. Also the user name is case sensitive. Everything else can be written regardless of higher or lower case. In case if an existing user is uploaded again – all existing settings will be overwritten.
Note: The ID number shown in the column header is an internal ID used to identify the report during the upload process, due to that those cells are write protected so the IDs cannot be changed. The name in the header is not used for the identification of the report so the report name can be changed even after the template has been downloaded.
The old Excel template format can still be used if you have your users in it already but preferably you download the new template, including the users, so the more user-friendly format is used instead.
Bulk edit doesn't allow deleting users via the upload (by just removing them from the excel file). To remove users you can either remove them one by one or remove them all and then upload only the ones you need with the Excel template.