As an account administrator, you are able to add users either "one-by-one" using the "Add User" interface, or through "Bulk User import" you can upload multiple users by adding user information to a spreadsheet then uploading it.
We suggest you use the bulk upload spreadsheet when you need to add a dozen or more user accounts.
For more information on adding single users, (or updating existing users), see Adding and Updating Users.
In fact, we strongly suggest that you learn everything you can about user accounts by viewing the previous article. It will help you to understand the different settings and what they do. It will help with getting your bulk upload spreadsheet in tip-top shape and limit errors.
Where to Start
You will need to download the sample spreadsheet and collect some information that you will use to fill out the spreadsheet prior to uploading users.
When you click on the "Bulk User Import" on the Admin page, you will see the following:
No File Chosen - When your spreadsheet is ready, you will click on this button to upload the spreadsheet. When you select a file, you will see the file name.
Sample Spreadsheets - You can download an Excel spreadsheet or a Comma Separated Values spreadsheet. Either one will open in Microsoft Excel, but there are advantages to either which we will look at below.
Both of the sample spreadsheets are available at the bottom of this article in Resources.
CustomerID - This massive code is unique to your company. You will need to copy it to include in your spreadsheet.
Don't use the number in the image above. That will cause you to add your users to the Trella Training demo account.
Excel vs. CSV
Both of the downloadable files will open in Microsoft Excel.
The Excel file UserImportSample.xlsx looks like this when you open it: (Click to expand the image)
This version of the sample files has notes embedded in the headers to describe what needs to be added in each column for each new user account.
Hover over the triangle at the top right of each header to open the note.
The CSV file doesn't have the notes that the .XLSX file has.
However, normal Excel files are more likely to have "extra" content, equations, urls, or any of the things that make Excel spreadsheets a useful tool. Many of these "extras" can cause the upload to crash and finding the cause is more difficult. A CSV file contains nothing but text content and is less likely to cause an error.
What to put in each row for a user
We suggest that you try to compile as much of the required information for the spreadsheet in advance before you attempt to fill the cells. Required information is specified below. You can look at the most recent image to see how to correctly fill out the spreadsheet.
next to each column name, we have included whether the field is required, optional, or dependent with notes.
Here are the columns in either spreadsheet:
- firstname - required - The user's first name
- lastname - required - The user's last name
- email - required - The user's email address
- title - optional - This is for your company's reference. Some companies use this as a key to whether the user is a manager and/or what role they should be assigned.
- phone - optional - The user's phone number
- companyid - required - this is the id that you copied when you downloaded the sample spreadsheet
- expiration - optional - if you put a date in this field, the user's account will turn off at midnight at the end of that day. We suggest that you do not use this field unless you are certain. If you want to re-enable the account, having had a date in this field could cause problems.
- marketsXXX - dependent - The "XXX" corresponds with the product(s) which your company has contracted to receive access. For each product you would enter the markets (states) you want to provide access for the user in that row. Use the two letter state abbreviations, and if you want multiple states, you can enter them with commas between. E.g. MA, PA. You can assign a user to multiple products by entering states in the row. Don't put states into columns for products
- MarketsHHA - Add states in this column to add access to Marketscape Insights for Home Health
- MarketsHME - Add states in this column to add access to Marketscape Insights for HME/Infusion
- MarketsHOS - Add states in this column to add access to Marketscape Insights for Hospice
- MarketsSNF - Add states in this column to add access to Marketscape Insights for Skilled Nursing
- MarketsMosaic - Add states in this column to add access to Mosaic
- roles - required - For a complete description of roles, see User account security settings.
- Don't be fooled by the header name - only one role is necessary - you need to enter these roles exactly as they appear below - in bold.
- Note - Each role has the same access as the role above it with the additional listed access.
- Marketscape Insights Roles
- MS - Focused Sales Rep - for a basic user who needs to look at providers assigned to them and look at the provider's details on the Analyze page.
- MS - Lead Sales Rep - assign this role for a user who also needs to have access to the Explore page and the Reports page.
- MS - Sales Manager - a user with this access will also be able to assign accounts to their reps and be able to see reports on the Admin page.
- MS - Admin - An account administrator - a user with this role has access to all customer features, including the ability to add/edit users and make updates to the NPI groups list that defines which providers are "My Agency."
- Maketscape CRM Role
- CRM Only User - Use this for a user who only needs access to Marketscape CRM
- Mosaic Roles
- Mosaic Admin - this role is for a user with access to Mosaic who is an account admin.
- Mosaic Standard User - as the role name implies, this is for a user who needs access to the core Mosaic features and not account administration.
- manager - optional - IF you have set up the user account for the new user's manager, you can put the manager's email address here and the manager/rep relationship will be set up as part of the new user account set up.
- usertype - required - 1 (one) is for a default user - a rep, 2 (two) identifies the user as a manager.
- welcomeemail - required - the options are yes or no. If you choose yes, the user will receive an email with instructions for first time log in.
Don't forget these details
- If you know the manager/rep relationships and you want to set up managers and reps using bulk upload you must do the following:
- Bulk upload the managers first.
- When you add the managers, make their usertype number 2
- Then bulk upload the reps with their manager's email in the "manager" column.
- If you don't know which role to assign, choose MS - Sales Manager. This role provides access to all data content that allows users to understand their markets, their own agency and their competitors. You can easily change roles at any time
Performing the Bulk Upload
Once you have your spreadsheet filled out, it is time to upload it.
Here are the steps
- Click on the "Bulk User Upload" button
- Click on the button, "No file chosen".
- Navigate to your spreadsheet and select it.
- The file name will appear in the button
Click the "Import" button.
If you have no errors, you are done. You don't need to read any further.
Upload or Error
At this point one of two things will happen.
- User accounts will be created for the users in your spreadsheet
- The next page of the process will display errors for individual entries from your spreadsheet.
To demonstrate what you will see we have created a spreadsheet with some errors to show you what you will see (and not see.)
Click on the picture to make it larger if you need to.
Observe our four new users:
- Marco Polo is set up correctly
- Peter Parker has an incomplete email address - arrow on left
- Mary Falco has an incomplete role - arrow on right
- Harry Lippins does not have any Markets assigned - in the box
With these deliberate errors in our spreadsheet, we will see the following when we click on "Import"
Several things to see here
- The results of your upload are summarized. There were four entries, and two entries resulted in new accounts.
- There were two import errors which are listed
- You will need to click on the triangle to open the reason - see "What to do with Errors" below
- After you have fixed all the errors in your spreadsheet - click the "close" button. The "Retry Import" button will not do anything helpful.
As expected, Mary Falco's incorrect role generated an error. You will need to fix the role: MS - Focused Sale Rep
Peter Parker's incomplete email address generated an error. You will need to complete the email address
What to do with Errors
Any error will be explained when you click on each row. If there are multiple errors for a specific entry,
We strongly suggest that you have the bulk upload spreadsheet open as you look through the errors in order to make the fixes as you go.
Keep this in mind. If you want to use the same spreadsheet to upload the fixes you make, you will need to delete all entries from the spreadsheet that created new accounts. If you run the same successful entries, they will each generate an error as a duplicate email address.
What you didn't see
Harry Lippins didn't have any markets assigned in the spreadsheet. But if we look at our users on the Admin > Users page you will notice that Harry's account was created anyway.
When we open Harry's details by clicking on the next to his name we discover that, as expected, since he had no markets assigned, he did not get a "module" and, as a result, he doesn't have a role.
When he tries to log in, he will not have access to anything.
You will need to add a module, or modules, market(s) and the correct role.