Bulk uploading users via CSV files

If you need to create a large group of users in bulk, you can do this by uploading a CSV (comma separated values) file containing the users’ details. Before you upload the CSV file, you must ensure the data is formatted correctly, using the same headings and in the same order as in the sample file. You can download this file from the Upload Users Screen by clicking on the sample file hyperlink in the instructions at the top of the page. You should always check whether a user already exists in the system before bulk uploading new users. You can generate a complete list of current users, by running the Mailbox Report through the Portal to check.

Note

CSV uploads cannot be used for internal organisation transfers between organisation units. This process can be achieved in bulk via the user management bulk transfer process by selecting multiple accounts

The CSV upload also supports the old NHSmail 1 CSV file format. Any upload that does not follow the sample file or the NHSmail 1 format will not successfully validate.

The CSV upload process follows a two step process; Validate CSV file and Create Users

This approach is an alternative to the traditional connector management approach and can be used in parallel or as a new method of user bulk upload

Validate CSV file:

Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu

selecting user management

Click on CSV Upload on the top tool bar

CSV Upload

Click on Browse

Click browse

When you have found the CSV file, click on it and click Open

Click on the desired file and click open

Click  Validate

Click validate

The file will then be validated and a message displayed to let you know whether the validation has been successful or if there are any errors in the CSV file. Validation errors are usually due to formatting or syntax errors. The list of file validation results will indicate the location of any errors on a line by line basis

Below is an example of what you will see if the CSV file has failed its validation:

Example of failed validation

You must make the required change to the incorrect lines within the CSV file and follow the steps above to re-upload the file for a successful validation

Below is an example of where the CSV file has successfully validated:

Example of successful validation

Create Users:

Once the file has successfully validated, the next step is to upload and bulk create the users’ accounts

Click Upload at the bottom of the page

Upload in progress

If you are uploading a large file, this upload might take some time. You are able to leave the bulk upload screen and can refer to the notification screen by clicking on the notifications icon at the top right of the screen to see the status of the file upload as seen in the screenshot below.

Notification icon
You can continue to work on other tasks whilst a CSV upload is in progress.

Upload finished

The following message will be displayed:

Success noticication

You will also receive an CSV results email. This results email will have the uploaded CSV file attached with an additional column which contains the result of each user creation

Additional Information:

  • Best Practice: It is advisable to make several smaller submissions rather than one large update
  • Processing Time: Submissions are processed in the background, and the time taken for this depends on the quantity of updates. Please only submit one CSV at a time and wait for it to complete before submitting another. Uploading items in parallel will cause issues such as duplicate accounts
  • Error Handling: In the event of an issue mid-execution, avoid re-submitting the entire file again as it is possible that a portion of the entries were created. Resubmitting could result in duplicates. Check via the Admin User and Mailbox List and Reports section to see which mailboxes were created. Validate the CSV file and adjust it accordingly before proceeding
  • There is a maximum of 10,000 accounts which can be created at one time via CSV file upload
  • When using a CSV file to create users, their email address will be generated automatically and added to the results email you receive
  • You can bulk upload Contacts
  • The following fields can be left blank: title, mailbox size, Organisational Unit, any phone number, passwords. If you leave title or phone number blank they will remain blank in the Directory
  • If you do not include passwords as a column, a new password will be auto-generated for the new users and you will be able to view this password in the results email. You should follow your local policy guidelines for distributing email address and passwords to users
  • If you don’t specify a mailbox size within the CSV file, a default mailbox of 4GB will be used. You will only be able to specify a larger mailbox than 4GB if your organisation has purchased this top-up service. An error message will appear in the CSV file if this is attempted
  • If you do not specify an Organisational Unit for the user e.g. (department), the users parents organisation will be assigned and will need to be edited through the user edit screen. Refer to Editing a User for more information

Marking a user as a leaver via CSV upload

You can also use the CSV functionality to mark user accounts as leavers or joiners. For information on leavers and joiners please refer to Marking a User as a Leaver and Accepting a Joiner into your Organisation section.

To mark a user as a leaver:

1. First download the sample file.

Refer to Downloading sample CSV files for more information

2. Update the Status column as ‘leaver’ for the user(s) account in the CSV file to be marked as leaver(s)

3. Follow steps 1-5 of the CSV File Validation section to validate a CSV file with updated user information

When the file is successfully validated, you will be notified with a message showing status as updated

4. Click on Upload

The following message will be displayed:

You will also receive a CSV results email. This results email will have the uploaded CSV file attached with an additional column which contains the result of each user account update.

Marking a user as a joiner via CSV upload

To mark a user as a joiner:

1 First download the sample file.

Refer to Downloading sample CSV files for more information

Update the ‘Organisation ODSCode’ column with the correct ODS code of the organisation and leave the ‘Status’ column as blank.

3. Follow steps 1-5 of the CSV File Validation section to validate a CSV file with updated user information

When the file is successfully validated, you will be notified with a message showing ‘User already exists in Leaver state and will be moved to given Organisation’.

4. Click on Upload

The following message will be displayed:

You will also receive a CSV results email. This results email will have the uploaded CSV file attached with an additional column which contains the result of each user account update

Updated on 09/02/2021

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