Persons collection import

The import file creates or updates Persons collection members. Existing database records that link to an updated collection member show the updated information.

Each row in the import file represents one person record with name and contact details. A row may include optional information for creating a user account for the person. A person's user account cannot be updated or deleted using this import file.

The person record is always created before the user account. If the person import fails, then the account cannot be created. An import failure is counted if either the person or the user account, or both, cannot be created.

The External Data Importer tool can generate a CSV template file, which can be used to import your data. Select Collection: Persons from the dropdown list, click the Export button, and save the file to a convenient location.

Column name Data type Assignment if empty Description
Name string row is skipped REQUIRED: This is the full name of the person. If the value is empty, the row is not imported. If the Name value cannot be matched to an existing collection member, then a new collection member is created; otherwise the matching collection member's properties are updated.
JobTitle string no value assigned The person's job function or assignment
Organization Organizations default (home) member The person's organization or affiliation. Use the Organizations member's Name value in this column. If the value is empty, then the home organization is assigned.
EmployeeID string no value assigned The person's employee number (do not use any identifier that should remain private).
Supervisor Persons null value This is the person's manager, which may be useful for preferred currency. Use the Persons member's complete Name value in this column. If the value is empty, then no value is assigned to the record.
StartDate date record import date The date when a person joined the organization, or first had access to PDXpert.
EndDate date no value assigned The date when a person left the organization, or last had access to PDXpert.
POBox string no value assigned Post office box number.
Street string no value assigned Physical street address.
City string no value assigned City.
Region string no value assigned State, province or similar area.
PostalCode string no value assigned ZIP, PIN or similar post code.
Country Countries default member Use the Countries collection member's Name value in this column. If the value is empty, then the default collection member (e.g., United States of America) is assigned.
EmailPrimary string no value assigned Primary email address (email 1).
EmailSecondary string no value assigned Secondary email address or IM/chat identifier (email 2).
PhoneMain string no value assigned Main office phone number (phone 1).
PhoneFax string no value assigned Facsimile phone number (phone 2).
PhoneAlternate string no value assigned Alternate/mobile phone number (phone 3).
PhoneEmergency string no value assigned Emergency/pager phone number (phone 4).
Access string FF or RO no value assigned

The user account is created if

  • the Persons collection member does not already have a user account; and
  • there are available user accounts remaining on the license; and
  • the access value is specified as FF or RO.
Role Roles default member Use the Roles collection member's Name value in this column. If the value is empty, then the default collection member (e.g., Normal user) is assigned.
AccountName string no value assigned If the value is empty or has already been assigned to another user account, then the user account is not created.
Password string no value assigned If the value is empty, the new user account has a blank (empty) password.

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