Importing Users
From Other Software

Making Things Easy

The purpose of Javek is to make your workflow more manageable. In accordance with this goal we try to automate as many repetitive tasks as possible within our system. If you have hundreds of clients we don't want you to create user accounts for them one at a time; instead, you can use the user import feature to add them all at once using a "csv" file, which is a common file format used by many other applications.

But I don't know what a "csv" file is...

There is nothing to worry about or learn - all you need to know is that a csv file is a spreadsheet. To create a csv file all you need to do is open an Excel spreadsheet, click "Save As..." in the file menu and choose "CSV" as the file type. Many programs such as Lacerte and Salesforce can export your client lists as csv files. (If you're curious, "csv" stands for Comma Separated Value; a csv file is a plain text file that separates each cell in your spreadsheet with a comma.)

Step-By-Step Example:

[Click to enlarge]In the example below we will import an Excel spreadsheet that contains a list of users as shown in the screenshot to the right. There are only two steps in the process; first you upload the csv file, and second you assign Javek user fields, such as "First Name" and "Last Name", to the corresponding columns in your spreadsheet. Every user in your spreadsheet must have a First Name, Last Name and Email - any other information is optional. Click here if you would like to read how to create custom user fields in Javek.

[Click to enlarge]Step One: Go to the Administration tab in the top navigation bar, click User Accounts in the menu on the right side and click the "Import Users" button at the bottom of the page. You will see a popup as shown in the screenshot to the right. Click the button next to "Select .csv file from your computer" to browse your computer for the csv file. After you have selected the file enter the number of rows to skip at the top of the spreadsheet. You want to skip any rows that don't have user information. For instance, in the example spreadsheet shown in the screenshot above you would skip 2 rows because the first row is column titles and the second row is blank. Finally, select which user group you want to assign the users to and click the "Upload file" button. As the note in the screenshot says, Guest users are free but any other type of user increases your monthly rate as described on our pricing page.

[Click to enlarge]Step Two: After uploading the file the popup will show you three columns as shown in the screenshot to the right. The left column shows you the first row of the spreadsheet you imported. In our example we told Javek to skip the first two rows of the file, so this column shows us the third row of the example spreadsheet shown in the screenshot above. The column on the right side shows you all of the user fields in Javek. To assign a Javek user field to a column in the spreadsheet click and drag an item from the "Javek Fields" column into the "Field Selections" column. When you are done it will look like the screenshot to the left.[Click to enlarge] You don't have to use all of the Javek user fields or spreadsheet columns. The First Name, Last Name and Email fields are required, but anything else is optional and can be left out. When you are done click the "Import Users" button.

Possible Issues: Before adding any users, Javek checks that every row in your spreadsheet has valid information. If any user rows in your spreadsheet are missing the First Name, Last Name or Email, or if the email address in a row is not a valid email address or is already taken by another user in your Javek subscription none of your users will be imported. When Javek detects one of these problems with your spreadsheet it will show you a message explaining what the problem is. You can then fix the spreadsheet and repeat the steps above.

The Next Step: Inviting Users

You've just imported hundreds of users into your Javek subscription, but now you need a way to send them all their login information. Read the next lesson to learn how to send out a customized invitation email that includes a one-time login link for new users.




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