Add or edit users via spreadsheet upload

Required Access Levels:

• You must have “Org Admin” access in order to successfully upload a spreadsheet of users.

Option 1 (of 2)

If only adding new users to the Contracts Register you can download a spreadsheet containing the column headings needed for importing:

1. click on “Import Spreadsheet” > “Users” in the top menu
2. click on the “Get Upload Template” button at the bottom of the page
3. save the .xlsx file to your computer

Option 2 (of 2)

Alternatively, if editing existing users (or if editing and adding users simultaneously) you’ll need to download a spreadsheet containing those users you wish to edit:

1. click on ‘Users’ in the menu
2. click the ‘Download Spreadsheet’ button at the bottom of the list of users
3. save the .xlsx file to your computer

Edit the spreadsheet (probably using Microsoft Excel). The column headings in the spreadsheet are the same as the fields in the Contract Register.

Take care to enter the correct format of data in each column, the Contract Register will reject any data not entered correctly (explained in Step 3).

Note: some fields are mandatory – see field descriptions for detail.

You can see an explanation of the different Access Levels users can be granted here.

3.1 Test your spreadsheet – The first step is to make sure the spreadsheet with your data is correctly formatted.  To do that:

1. click on “Import Spreadsheet” > “Users”
2. click on the “Replace attachment” button
3. click on the “Browse” button and choose the file you prepared in Step 2
4. click on the “Save New File Attachment” button
5. click on the “Update and Process” button

The system will now check your data.

If the importer finds no errors in your data, it will present a “Do Import” button and you can skip to 3.4 below.

3.2 Deal with any errors – If there are any errors with the data, a message will appear at the top of the page in red saying “There were the following errors in processing the import:” with a further message indicating what specifically is wrong.

If the error is in the column headings it will list those headings that do not conform.

If the error is with a particular user in your data then scroll down the page (it may be quite long) to look for red text in the ‘Errors’ column.  This will state what is wrong with a particular user.

There may be several of these errors, so check the entire page.

Return to Step 2 for guidance to ensure your data is in the correct format.

3.3 Re-check your data – Once you have corrected the errors in your spreadsheet by returning to Step 3.1 (you can skip the first bullet if you still have the page open – as shown here).

3.4 Upload your data – If there are no errors in your spreadsheet after clicking “Update and Process”, a “Do Import” button is displayed. This means your data is ready to be imported into the Contract Register.

At this point no data has yet been changed on the Contract Register.

You can scroll down the page and view summaries of the contract records that will added or edited.

Once you are happy to make these changes, click on “Do Import”.  This will perform the changes and cannot be undone. You should now see the confirmation text “Import completed”.

Any new users created in the Contract Register will need to be instructed on how to access the site, select a password and log in.

It is recommended that you email new users directly to also set any necessary context for why they have been added.

This email ought to include the:

• aims and objectives of the Contracts Register
• link to the Contracts Register home page
• instructions on where to find this link in future (e.g. linked from intranet, or instruction to save this mail or bookmark the webpage in their browser)
• link to the 'Help' site (that may include more detail on aims and objectives, and will be updated with FAQs)
• intended responsibilities expected of the new user (e.g. if they are requested to add/edit contracts, or how regularly they are expected to review content)
• access level they have been given
  • a link to a 'help' page explaining the different access levels may be useful

Finally, copy and paste the following instructions that the new user will need in order to select their own password and log in to the Contracts Register:

1 - go to the Contracts Register homepage (insert link)

2 - click the “Forgotten your password?” link

3 - enter email address

4 - this will trigger the system to send you an email instructing you how to set your own password which will enable you to log in

5 - (If you don't receive an email shortly after this, repeat the steps above ensuring that you are using the correct email address. If you still don't receive an email check with the administrator that your user account has been registered correctly)

As long as the email address entered into the "Forgotten your password?" form matches that of the user account registered in the system - this will trigger the system to send them an email instructing them how to set their own password which will enable them to log in.

Administrators may alternatively set a user's password manually. To do so:

1. click on “Users” in the menu
2. click on the “[view]” link next to the user you wish to set a password for
3. click on the “Edit” link in the top right
4. enter the desired password in the “Reset Password” and “Reset Password Confirmation” fields.
5. click on “Save” in the top right

The password is now set, but you still need to instruct the user how to log in using their email address and the password you have just created.