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Users EDBL

Reference for the Users EDBL import in Encompass: bulk-create or update user accounts with roles, user types and OAuth (Azure, ADFS) logins. Needs permission for the user types and RoleID; v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • You must have permission to edit the user types you're trying to add users to.

  • RoleID or RoleID_Translation must be provided in the import data - this is a required field for all imports.

  • If using OAuth authentication, both OAuthID and OAuthMethod need to be provided together

Steps

The Users EDBL import routine creates or updates user accounts in the system. The routine follows these steps:

  1. Validates that you have provided the required RoleID field in your import.

  2. Processes location information via LocationID_Translation if provided.

  3. Cleans usernames by removing spaces, and if username is not provided, attempts to create one from the Name field.

  4. If UserID_Translation is not provided, the system will attempt to create it from Email or Name/Phone combination.

  5. Validates that you have permissions to add users to the specified user types.

  6. Creates or updates user records based on your chosen import action.

  7. If OAuth information is provided, links the users to their OAuth authentication records.

For OAuth authentication, the system will:

  • Update existing OAuth records if the user already has an authentication ID but with different OAuth details

  • Create new OAuth authentication records if none exist for the user with the provided OAuth information

Fields And Definitions

  • UserID_Translation: Text field used to match to existing users during imports. If not provided, system will attempt to create from other fields.

  • UserName: Username for login (spaces will be automatically removed).

  • UserTypeID: Numeric ID of the user type to assign to the user.

  • UserTypeID_Translation: Text description of the user type that will be translated to a UserTypeID.

  • OAuthID: External identifier for OAuth authentication.

  • OAuthMethod: Service provider for OAuth (e.g., Azure, ADFS).

  • RoleID: Required field specifying the user's role in the system.

Best Practices

  • Always include the RoleID field in your imports as it is required.

  • Provide clear, unique values for UserID_Translation to ensure proper matching to existing users.

  • When possible, include both OAuthID and OAuthMethod if your organization uses OAuth authentication.

  • If you're creating users with authentication, ensure the authentication method exists in your system.

  • For usernames, either provide them directly or ensure the Name field follows a format that will create appropriate usernames (FirstLast format).

  • Verify your user type permissions before attempting large imports to avoid permission-related failures.

  • Test your import with a small dataset first to ensure field mappings work as expected.

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