The user data batch import and update feature allows the administrator to import users, user information and optionally update existing users details by reading data from a simple text file. It enables administrators to update the following user data:
Credit balance
Restriction status
Full name
Email address
Department
Office
Card/ID Number
Card/ID PIN
Notes
Examples of where the batch user details import feature is useful include:
To set the user email addresses that are stored in another system (like a student management system).
When importing user and balance data from another external or legacy system.
When moving user balances from previous PaperCut editions to PaperCut MF.
For more information on using the batch import to import data from previous PaperCut editions, please see Appendix G, Upgrading from PaperCut Quota.
PaperCut MF is designed to import user information from the underlying system or network domain. The batch user data import feature is not designed to replace this but rather complement it by allowing importing of user data from other systems our sources. For information about managing a set of users in addition to those in a user directory see the section called “Internal Users (users managed by PaperCut MF)”.
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 User Import File Format”.
Navigate to the Users section.
Click the Batch import ... action (on the left).
Click to select the file to import. (The format of the file is described in the section called “Batch User Import File Format”).
Choose whether you want the import to create new users if they do not already exist. If you clear this checkbox, lines that contain users that do not exist will be ignored and only existing users will be updated.
Press the button.
Upon completion you will be told how many users were updated and how many users were created.
Batch imports are a major operation modifying data en masse. Best practise suggests:
Always run a backup before proceeding with the import.
First experiment/test the import process with a small batch of users before moving onto the full batch.
The import file is in tab delimited format and contains the following fields in the given order.
| No. | Field | Description | Optional? | Limitations |
|---|---|---|---|---|
1. | Username | The user's username | Mandatory | Max. 50 characters |
2. | Credit Balance | The user's credit balance | Optional - balance not set if blank |
A number with no currency symbol or separators, using a full stop for the decimal separator.
Correct:
Incorrect: |
3. | Restricted Status | The user's restricted status. (Y/N) | Optional - restricted status not set if blank | |
4. | Full Name | The user's full name | Optional - full name not set if blank | Max. 255 characters |
5. | The user's email address | Optional - email not set if blank | Max. 255 characters | |
6. | Department | The user's department or faculty | Optional - department not set if blank | Max. 200 characters |
7. | Office | The user's office or location | Optional - office not set if blank | Max. 200 characters |
8. | Card/ID Number | The user's identity/card number | Optional - card/id number not set if blank | Max. 200 characters, case insensitive |
9. | Card/ID PIN | The user's card PIN number | Optional - card/id PIN not set if blank. If the field is '-' then the PIN is set to zero. | Max. 20 digits |
10. | Notes | Notes about the user. | Optional - notes not set if blank | Max. 2000 characters |
Table 6.2. User 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).
matt 20.00 Y Matt Johnson [email protected] Science Dept Head office \ 103251 NoteA john 25.00 N John Jackson [email protected] Administration Other office \ 963254 NoteB
Note: backslash indicates text should appear on the same line.
The following lines shows importing user email addresses only. NOTE: That the tabs still exist for balance, restriction, full name fields, but each entry is blank.
matt [email protected] john [email protected]
The following lines shows importing the credit balance and full name for the first user and the credit balance and email address for the second user. NOTE: That the tabs characters still exist for blank fields.
matt 10.00 Matt Johnson john 15.00 [email protected]
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