Importing Portal Users

The Data Import wizard's Portal Users target mass-creates portal user accounts from a CSV file containing Contact IDs. This is the right path when you have a list of existing Contact records and want to enable portal access for many of them at once.

CSV Format

The template provided by the wizard has two columns:

Step-by-Step

1. Open Setup > Manage > Import Data.
2. Select the Portal Users target.
3. Portal Users import always inserts — it creates user accounts for Contacts that don't already have one. Contacts that already have a portal user are skipped.
4. Click Download Sample CSV Template if you don't have a CSV yet.
5. Upload your file.
6. Configure: turn on Send Activation Email if you want newly created users to receive an email invitation to set their password.
7. Step through Map Fields (the two columns should auto-map).
8. Review and Start the import.

Activation Emails

When Send Activation Email is on, every newly created portal user receives an email with a link to set their password and access the portal. Emails are sent in the background as part of the import. If you import many users, the emails may be delivered over several minutes depending on your email provider's throughput.

Turn this off for staging environments or when you plan to communicate access through another channel.

Role Assignment

• The Role column accepts a portal Role name. Names are matched case-sensitively against active Roles.
• Role is required — a row with an empty Role fails.
• If Role contains a value that doesn't match any active Role, that row fails.

Reviewing Results

• The Success File lists the Contacts whose user accounts were created (or updated). Each row includes the new portal user's ID for follow-up.
• The Failure File lists Contacts that could not be processed: missing Contact ID, Contact not found, Contact already has a portal user (Insert only), invalid Role, etc.
• Spot-check a sample of new users by signing in to the portal and confirming the user can access the expected pages.

Tips

• Test with a small batch first. Run 5–10 Contacts to confirm the activation email content and the assigned roles look right before importing thousands.
• Coordinate with email deliverability. A large activation-email batch can affect your email sender reputation. Stagger large imports or work with your email provider on warm-up.

Troubleshooting Tips

• If rows fail with "Contact not found", the Contact ID in the CSV doesn't match any record. Use the 19-character Magentrix Contact IDs; 15-character Salesforce IDs are auto-converted, but a wrong or foreign ID will fail.
• If rows fail with "User already exists", those Contacts already have portal access — no action is needed for them. Portal Users import only creates new accounts.
• If activation emails don't arrive, confirm the portal's email configuration is healthy and that the user's Contact has a valid email address.
• For full symptom-by-symptom resolutions, see Data Import History and Troubleshooting.

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