You can quickly define users in PolicyTech™ by exporting their information from another database, such as a network directory or human resources database, and then importing that information into the PolicyTech database. The import process consists of the following:
Note: To automate this process to run at specific time intervals, see Automated User Synchronization.
Each user import record can contain the user information fields described in the two tables below.
Field |
Maximum Characters |
Accepted Characters |
Notes |
---|---|---|---|
Unique Employee ID |
128 |
All except <, |, and ^ |
If PolicyTech is set up to use Active Directory authentication in Login Settings (see Active Directory Settings), we recommend that the unique employee ID be the same as the user's domain login ID. |
First Name |
128 |
All except <, |, and ^ |
|
Last Name |
128 |
All except <, |, and ^ |
|
Site |
255 |
All except <, |, and ^ |
|
Department |
255 |
All except <, |, and ^ |
If you need to assign a user to more than one department, see Importing a User with Multiple Departments and Job Titles below. |
Field |
Maximum Characters |
Accepted Characters |
Notes |
---|---|---|---|
Middle Name |
128 |
All except <, |, and ^ |
|
Job Title |
255 |
All except <, |, and ^ |
If you need to assign a user to more than one job title, see Importing a User with Multiple Departments and Job Titles below. |
Email Address |
128 |
Valid SMTP email address characters |
While the Email Address field is not required, we strongly suggest including email addresses so users can receive notifications via email for tasks they need to perform. If there is no email address for a user, the user must remember to periodically check the task list in PolicyTech (see Working with My Tasks). |
Username |
128 |
All except < |
Must be unique among all PolicyTech users. If PolicyTech is set up to use Active Directory authentication, Username value must be the same as the user's domain login ID. |
Password |
128 |
All except < |
Not applicable (do not include) if PolicyTech is set up to use Active Directory authentication. |
Active |
1 |
0 (inactive) or 1 (active) |
Facilitates deleting previously imported users only during a user sync. A user marked inactive (0) will be moved to the Recycle Bin. If a previously imported user is currently in the Recycle Bin, a 1 value restores that user to active status. |
Language |
6 |
Any valid language code |
See |
Domain |
240 |
Valid Active Directory® domain name characters |
Applies only if PolicyTech is set up to use Active Directory authentication. |
Manager |
128 |
All except <, |, and ^ |
Must be the unique employee ID of a person assigned as this user's manager in PolicyTech (see Assigning a Manager). Note: You can assign only one manager to a user in an import file. You must use User Manager to assign additional managers. |
You can assign a user to more than one department and job title by separating multiple sites, departments, and job titles with the pipe (|) character. (Spaces before and after the pipe character are ignored.) The Site, Department, and Job Title fields must always have the same number of items in them, even if one or more are empty. For example, if you include two departments, there must also be two sites and two job titles designated, as shown below. Notice that including a job title is optional, but the Job Title field must include the same number of pipe characters as the Site and Department fields.
From within the user database application, export user information into a tab-delimited text (.txt) file. This is called the user sync file in PolicyTech. Each record in the user sync file must contain at least the required user information fields. We recommend you export a header row containing field (column) names to help with mapping those fields when you import the user information into PolicyTech.
Note: Exporting the fields in the order they are listed in the table in the "User Information Fields" section above will make mapping these fields to PolicyTech user information fields easier. To download a sample user sync file with fields in the proper order, click the following link: Blank User Import Excel Worksheet.
Please consider the following before performing a user sync:
To perform an initial import of user information, or to sync user information after the initial import,
Note: Fields marked with an asterisk (*) are required.
Note: This option only affects users previously imported into PolicyTech. Users added manually will not be deleted.
The report opens in a separate window, where you can print or save the report.
Note: Each report is automatically saved in the PolicyTech database. To view a sync report from a previous user sync, click Sync Users, find the report in the User Sync Reports box, and then click View. You can also click XML and follow the prompts to download the report as an XML file.