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Bulk User Import

Export BusinessObjects users to an Excel workbook, edit them in Excel, and import the workbook to create or update many users, aliases and group memberships in one operation.

License and permission

Import Users from Excel... needs the "Import Users from Excel" permission on the environment. Both actions need a license with the BusinessObjects client features; they are not available with a Professional Edition license. See Permissions Reference and Editions and Licensing.

How it works

Both actions are in the Users tab of the MetaMiner Client (MMC).

  • Export Users to Excel... writes the selected users to an .xlsx file, one row per user, in the import layout.
  • Import Users from Excel... reads the first sheet of a workbook, skips the first row (header), shows a preview and sends the users to MMS, which creates or updates them in the CMS.
flowchart LR
  U[Users tab: select users] -->|Export Users to Excel| X[users_export.xlsx]
  X -->|edit in Excel| X2[edited workbook]
  X2 -->|Import Users from Excel| P[Preview] -->|Import| MMS[MetaMiner Server] --> CMS[(BusinessObjects CMS)]

Workbook layout

The columns are read by position, so keep the column order. Row 1 is the header and is ignored.

Column Header Content
A Groups User group names, separated by commas. Only groups that already exist in the environment are assigned
B Name Username (required). Matches an existing user by name
C Alias Alias name
D Alias Kind secEnterprise, secLDAP, secWinAD or secSAPR3
E Alias Enabled true or false
F Full Name Full name
G Email Email address
H Description Description
I Password Password for Enterprise logon
J Password Never Expires true or false
K Must Change Password true or false
L Can't Change Password true or false

Start from an export

The easiest way to get a valid workbook is to export a few existing users and use the file as a template.

Protect the workbook

A workbook with a Password column holds credentials in clear text. Store it on a protected share and delete it after the import.

Export users to Excel

  1. Open the Users tab.
  2. Select one or more users.
  3. Right-click and choose Export Users to Excel....
  4. In Export Users to Excel, choose the file (default name users_export.xlsx) and click Export.

Result: the workbook is saved with the columns above.

TODO: confirm whether the export writes any value in the Password column

Source to check: export dialog output on a live client.

Import users from Excel

Before you begin

  • The user groups named in column A exist in the target environment.
  • You have the "Import Users from Excel" permission on the environment.

Steps

  1. Open the Users tab.
  2. Right-click the environment row and choose Import Users from Excel....
  3. Choose the workbook. Result: Import Users from Excel opens with a preview of every row. Users and aliases that already exist are shown in blue; new ones in green.
  4. Set Change Passwords:
    • On: passwords from column I are set for new users and updated for existing users.
    • Off: passwords are not set for new users and not updated for existing users.
  5. Click Import.

Result: MMS creates the new users, updates existing ones, adds the aliases and assigns the groups ("Importing users..."). Refresh the tab (F5) to see the changes.

Image of the Import Users from Excel preview with existing users in blue, new users in green and Change Passwords unchecked

../../images/client/import-users-from-excel.png

Verify

  • Find an imported user in the Users tab and check its groups and aliases.
  • Log on to BI launch pad with a new Enterprise user if you set passwords.

Troubleshooting

A user was imported without some groups

Group names that do not match an existing group in the environment are ignored. Check the spelling in column A and that names are separated by commas.

Error during Excel import

The file is not a valid Excel workbook, or a cell has an unexpected format. Save the file as .xlsx and keep the column order.

TODO: confirm whether import removes existing group memberships that are not listed in column A

Source to check: server import implementation.

Next steps