Mass Creating Users with CSV Files

The Magentrix platform allows administrators to create Partner and Customer users in bulk rather than individually. This feature streamlines user activation for large-scale deployments.

Important Prerequisites

Why This Matters

If you use mass enabling while automatic CRM activation is enabled:

• Users are activated in Magentrix but the CRM system isn't aware of their activation status
• When Contact records in your CRM are updated without indicating the user is activated in Magentrix, the automatic process will deactivate these users
• This can lead to unexpected user access issues

Requirements

To mass create users, you must have:

• Administrator System Role permissions
• Available licenses for the user type you're creating
• Valid Contact IDs from your CRM system or Magentrix (if running without CRM connection)

Preparing Your CSV File

File Format Requirements

• Simple format: Contact IDs in the first column only
• No headers required: Start with Contact ID data in row 1
• One role per file: All users in a single CSV will be assigned the same Security Role

Contact ID Sources

Contact IDs can be from:

• Salesforce Contact records
• Microsoft Dynamics Contact records
• HubSpot Contact records
• Magentrix Contact records (if running without CRM connection)

Multiple Security Roles

If you need to activate users with different Security Roles:

• Create separate CSV files for each role
• Upload each file separately with the appropriate role selection
• This ensures proper permissions assignment for different user types

Mass User Creation Process

Step-by-Step Instructions

1. Navigate to the Setup Home page
2. Click Add Multiple Community Users
3. Click Choose File to upload your CSV file containing Contact IDs
4. Configure activation settings:
   • Send Activation Email: Check this option if you want users to receive activation emails with login instructions
   • Default Role: Select the Security Role to assign to all users in this batch
5. Click Submit

Processing Results

• Valid Contact IDs: Users are created and activated automatically
• Invalid Contact IDs: These contacts are skipped without creating users
• License limits: Process respects your current license allocation and will stop if limits are reached

Activation Options

Send Activation Email (Recommended)

• Checked: Users receive activation emails with login credentials and instructions
• Result: Users can immediately access the portal using the provided credentials

No Activation Email

• Unchecked: Users are created as active but receive no email notification
• Result: Users are active but must use password reset process to gain access
• Use case: When you plan to communicate login information through other channels

User Type Management

Partner vs Customer Users

• The Security Role you select determines whether users function as Partner or Customer users
• Partner roles provide partner-specific access and modules
• Customer roles provide customer support and community access
• Both types require associated Account and Contact records for proper data filtering

License Consumption

• Each successfully created user consumes one license from your allocation
• Process will stop when you reach your license limits
• Monitor license usage in Company Preferences before large batch uploads

Best Practices

Before Mass Activation

• Verify CSV format: Test with a small batch first to ensure Contact IDs are valid
• Check license availability: Ensure you have sufficient licenses for all planned activations
• Confirm CRM sync status: Disable automatic activation if using this manual process
• Plan role assignments: Prepare separate CSV files for different Security Roles

During Upload Process

• Use descriptive role names: Select Security Roles that clearly indicate the intended user access level
• Start small: Test with a subset of users before processing large batches
• Monitor progress: Watch for any error messages during processing

After Mass Activation

• Verify user creation: Check that expected users appear in the Manage Users interface
• Test user access: Confirm users can log in and access appropriate content
• Monitor license usage: Review updated license consumption in Company Preferences
• Communicate with users: If activation emails weren't sent, provide users with login instructions through your preferred channels

Troubleshooting Common Issues

Users not created:

• Verify Contact IDs exist in your connected CRM or Magentrix system
• Check that you haven't exceeded your license limits
• Ensure CSV file format is correct (Contact IDs in first column)

Activation conflicts:

• Confirm automatic CRM activation is disabled before using mass enabling
• If conflicts occur, review user activation status and manually correct as needed

Users can't log in:

• If activation emails weren't sent, users must use password reset process
• Verify users have appropriate Security Role permissions for intended access
• Check that Account and Contact associations are properly configured for Partner/Customer users

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