The batch import and update feature allows the administrator to import accounts, and optionally update existing account details by reading data from a simple text file or directory structure. In addition to being able to create accounts, it enables administrators to update the following account data:
Enabled / disabled status
Account PIN / Code
Credit balance
Restriction status
Users allowed to use the account
Groups allowed to use the account
Invoicing options
Comment options
Notes
Examples of where the batch import feature is useful include:
When importing account and balance data from another external system (e.g. a project management or accounting system).
To reset the account balances at the end of a billing period (year/term/semester).
To bulk update the users and groups who are allowed to use/access the accounts (security).
To update shared accounts from a tab delimited file on a regular basis, see the section called “Shared Account Synchronization” instead. You can also synchronize shared accounts against the directory structure of a file system, for example when there is a separate folder for each department or customer.
To perform a batch import:
Manually inspect your file in a text editor and ensure it's in the prescribed tab-delimited format as detailed at the section called “Batch Account Import File Format”.
Navigate to the Accounts section.
Click the Batch Import / Update tab.
Click to select the file to import. (The format of the file is described in the section called “Batch Account Import File Format”).
Choose whether you want to delete accounts that exist in PaperCut MF but not in the import file.
Press the button.
The window shown will tell you how many lines were processed, and how many shared accounts will be imported, updated or deleted when is pressed.
If you are happy with the results of the test, press the button.
Consider testing your import file format with a small sample first (e.g. maybe a copy of the file containing only the first five lines). This way any formating mistake will only propagate to a few accounts rather than all!
Some example shared account import files can be found at
[app-path]/server/examples/import/shared-accounts/ in both Excel and TSV (tab separated
values) formats. The Excel format may be used to produce the TSV format by saving as
Text (Tab delimited). Examples include a flat list of accounts using the example of
departments in a school (school-departments.tsv) and another with subaccounts using the
example of a client-matter layout for a business' clients (client-matter.tsv).
The import file is in tab delimited format and contains the following fields in the given order.
| No. | Field | Description | Optional? | Limitations |
|---|---|---|---|---|
1. | Parent Account Name | The name of this account's parent. When creating a top level account, leave the sub-account name blank (and this will be the account's name). | Mandatory | Max. 255 characters |
2. | Sub-account Name | When creating a sub-account (1 level deep only), enter its name here. | Optional - account will be top level if blank | Max. 255 characters |
3. | Enabled | Whether or not this account is enabled. (Y/N where Y = YES, and N = No). | Optional - account will be enabled if blank | |
4. | Account PIN/Code |
The account PIN/Code. For parent accounts, the code must be unique for all parent accounts. For sub-accounts, the code must unique amongst accounts with the same parent account. | Optional - PIN not set if blank | Max. 50 characters |
5. | Credit Balance | The account balance. | Optional - Balance set to 0 if blank |
A number with no currency symbol or separators, using a full stop for the decimal separator.
Correct:
Incorrect: |
6. | Restricted Status | The account's restricted status. (Y/N where Y = YES, and N = No). | Optional - if blank, set to a configurable default | |
7. | Users |
The usernames of users that are allowed to select this account from the list (no CODE/PIN required).
The list of users is pipe ( | Optional - users are not updated if blank |
No real limit, but if there are many users consider using an access group instead |
8. | Groups |
The groups that are allowed to select this account from the list (no CODE/PIN required). The list of
groups is pipe ( | Optional - groups are not updated if blank | |
9. | Invoice Option |
The invoicing option defines how prints allocated to this account are invoiced. Available values are:
| Optional - set to USER_CHOICE_ON if blank | |
10. | Comment Option |
The comments option defines whether or not comments should be added to prints allocated to this account. Available values are:
| Optional - set to COMMENT_OPTIONAL if blank | |
11. | Notes | Notes about the shared account (placed in the Notes field). | Optional - notes not set if blank | Max. 2000 characters |
Table 8.1. Shared Account Import File Format
Other limitations: Although any actual limit to the size of an import file should be large enough for any purpose, we recommend keeping the file size below 10MB.
A simple way to create a tab delimited file is to create a spreadsheet in Microsoft Excel, and then save
it in the Text (Tab delimited) format.
The following lines shows importing all the above fields. (The fields are separated by tabs).
Maths Y 12 5 N user1|user2 group1|group2 ALWAYS_INVOICE COMMENT_REQUIRED
Science Physics Y 1620 100 Y user3 NO_COMMENT A Note
Science Biology N 16 12.50 N group3 USER_CHOICE_OFF
The following lines show updating only the groups that can access the account. NOTE: The tabs still exist for the enabled status, pin, balance, restriction and users fields, but each entry is blank.
Maths group1|group2|group3
Science Physics group1
Science Biology group3
The shared account import process can be triggered via the command-line scripting tool server-command. See the section called “Server Commands (server-command)”.
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