User Imports
availability
| Platform: | WebMobile |
|---|---|
| Plan Type: | BasicEssentialPremiumEnterprise |
| User Type: | RequesterFull UserAdministrator |
This article provides detailed information about importing users into MaintainX® from a CSV or Microsoft Excel (XLS, XLSX) file using the built-in importer.
It covers:
- User fields you can import.
- User-specific import considerations.
- Troubleshooting file import and data errors.
For step-by-step instructions for importing data into MaintainX, see Import Data Into MaintainX.
note
User imports are limited to 50 users per 24-hour period. Premium and Enterprise plans can import up to 200 users every 24 hours.
User Fields You Can Import​
| Column in File | Field in MaintainX | Description |
|---|---|---|
| First Name | First Name | The first name of the user. MaintainX can't import a user if this cell is blank. |
| Last Name | Last Name | The last name of the user. |
| The email address associated with the user. You can provide either an email address or a phone number for the user, or both. MaintainX can't import a user if both fields are blank. | ||
| Phone Number | Phone Number | The phone number associated with the user. You can provide either a phone number or an email address for the user, or both. MaintainX can't import a user if both fields are blank. |
| Role | Role | The organization role assigned to the user. This column can be removed. If you remove the column, users will be assigned the Member role by default. If you include the Role column, MaintainX can't import a user if this cell is blank. Accepted role names include: Admin, Member (or Full User), Requester, and Service (or Service_Account). |
| Custom Role Name | Custom Role | The custom role assigned to the user. If your plan includes custom roles, you can enter the name of an existing custom role in your organization and assign it to this user. |
| Teams | Teams | The teams the user is assigned to. A user can be assigned to more than one team. You can separate multiple teams by using a pipe character ( |). For example: Team1 | Team2 | Team3. If you enter the name of a team that doesn’t exist in your organization, MaintainX creates the team assigns the user to it. |
Default Settings for Imported Users​
When a user is imported:
- The user is set to Active by default.
- The user history indicates that the user was created by the user who imported the data.
- If the Role column is removed from the import file, the user is assigned the Member role by default.
caution
Importing Full Users and Administrators will add billable users to your plan. Each additional paid seat will be charged on your next billing cycle. Billable users can be changed to Requestors at any time to avoid affecting your plan.
For more information, contact your MaintainX representative.
Troubleshoot User Imports​
User Import Errors: File Upload​
If MaintainX can't import your file, it displays an error message. The following table explains the errors you might encounter and suggests possible fixes.
| Error | Description | Fix |
|---|---|---|
| The system cannot invite more users at this time. | The import file has more users than the importer supports. User imports are limited to 50 users per 24-hour period. Premium and Enterprise plans can import up to 200 users every 24 hours. | Edit the file to meet the import limit, then reimport it after 24 hours. |
| Nothing to Import | None of the rows in the import file are valid. For example, you might have an invalid email or role in every row. | Correct the errors and reimport the file. For more information about the format and column names, see User Fields You Can Import. |
User Import Errors: Rows and Cells​
MaintainX ignores rows that it can't import and displays error messages for those rows in the upload summary. You can't fix import errors from the upload summary screen. Instead, you can do one of the following:
- Fix the errors in the import file, then reimport it.
- Copy the lines with errors into a new import file, fix the errors, then import the new file.
The following table explans the errors you might encounter and suggests possible fixes.
| Error | Description | Fix |
|---|---|---|
| First Name is required | The First Name column, or equivalent, is missing or empty for this row. | Add a first name for the user and reimport the file. |
| Invalid value | The column value for this row doesn't match any of the possible values for the field in your organization. This can happen when the column is matched to a dropdown-type custom field in your organization, but the column value doesn't match any of the dropdown values. | Change the value to a valid value for the field in MaintainX and reimport the file. |
| Invalid email address | The email address provided isn't in a valid format. | Add a valid email address and reimport the file. |
| Invalid phone number | The phone number provided isn't in a valid format. | Add a valid phone number and reimport the file. |
| Email already in use | A user with the same email address that appears in the Email Address column, or equivalent, already exists in your organization or in the import file. | Verify whether the user is actually a duplicate. If it is, remove the duplicate email address and reimport the file. If it isn't a duplicate, give the user a different email address, then reimport the file. |
| Phone number already in use | A user with the same phone number that appears in the Phone Number column, or equivalent, already exists in your organization or in the import file. | Verify whether the user is actually a duplicate. If it is, remove the duplicate phone number and reimport the file. If it isn't a duplicate, give the user a different phone number, then reimport the file. |
| Missing credential | Neither an email address nor a phone number was provided for this user. | Add an email address and/or phone number for the user, then reimport the file. |
| Missing/invalid role | The Role column contains an invalid value. This can happen when the Role column is included in your import file but contains an empty or invalid role name. | Add a valid role name or remove the Role column from your import file, then reimport it. Valid role names include: Admin, Member (or Full User), Requester, and Service (or Service_Account). |
| Custom role not found | The custom role name specified doesn’t exist in your organization. | Enter a custom role name that matches an existing custom role in your organization, then reimport the file. |
| Teams format error | The Teams field contains commas instead of pipe characters, or has an invalid format. | Use pipe characters (|) to separate multiple teams. Format: Team1 | Team2 | Team3. |
| Unable to add team | MaintainX couldn’t add the user to one or more of the specified teams. | Make sure that you have the necessary permissions to add users to those teams. |
| Cannot invite MaintainX user | The user can’t be invited to your organization because they're already a MaintainX user with restrictions. | For assistance, contact MaintainX Support. |
Handling Other Upload Errors
Depending on your MaintainX organization setup, you might encounter other upload errors not listed in this section. In that case, contact MaintainX Support.