Use CSV import to add multiple End Users to SysAid at once or update existing End User details in bulk.
Although the page is called Import Users, this import applies only to End Users. It does not import Service Pros, Admins, Groups, or Companies.
Available for:
Customers using SysAid Spaces. If you’re using SysAid Classic, see Import Users.
How it works
CSV import lets you add new End Users or update existing End Users using a CSV file.
Each row in the CSV file represents one End User. Each column represents a user field, such as name, email address, phone number, company, department, or User ID. During the import, you map each CSV column to the matching SysAid field.
You can import the CSV in one of the following ways:
Import method | Description |
|---|---|
Manual import | Upload a CSV file directly from the Import Users page and import it immediately. |
Scheduled import using the RDS import folder | Place the CSV file in the RDS import folder and configure SysAid to import it on a recurring schedule. This method is available for Cloud and On-Prem environments. |
Scheduled import using a file path | Configure SysAid to import the CSV from a specific file path on a recurring schedule. This method is available for On-Prem environments only. |
To update existing End Users, the CSV must include the same User ID already used in SysAid. If SysAid does not find a matching User ID, it creates a new End User instead of updating an existing one.
If you select Generate passwords (Notification by E-Mail), SysAid generates a random password for each newly imported End User and emails it to them. The End User can change the password later.
SysAid handles imported values differently depending on the field type:
Imported value | How SysAid handles it |
|---|---|
Company | If the company does not already exist in SysAid, SysAid creates it automatically. |
Custom list value | If the value does not already exist in the relevant SysAid list, SysAid ignores the value and leaves the field blank. |
For example, if your CSV includes a department called Development, but Development does not exist in the department list in SysAid, the department field is left blank for that End User. To import the value, first add it to the relevant list in SysAid, then import the CSV again.
Step #1: Create the CSV file
Create a CSV file that includes the End Users you want to import.
Make sure your CSV includes one of the following:
User ID
Email, if you plan to use each End User’s email address as their User ID
If your CSV includes custom list values, such as departments, make sure those values already exist in SysAid before importing the file.
Step #2: Import End Users from the CSV file
To import End Users:
Go to Settings > Administration > User Management > Import Users.
In Input file, click Choose File and select your CSV file.
If the first row in your CSV contains column headers, select Do not import the head line (the first line).
To generate login passwords for newly imported End Users, select Generate passwords (Notification by E-Mail).
To use each End User’s email address as their User ID, select Use the E-Mail as the user ID.
In Number of fields, enter the number of columns you want to import from the CSV file.
In Read csv file from line number, enter the first row SysAid should import.
For example, if the first row contains headers, start from line 2.In the mapping table, use the Field content column to match each CSV column to the correct SysAid field.
Position 1 matches the left-most column in your CSV file.
Position 2 matches the second column, and so on.
If you import date fields, enter the relevant date format in the Format column.
Click Submit.
Schedule CSV imports
You can schedule SysAid to sync End User information from a CSV file. At the scheduled interval, SysAid checks the CSV file and imports updated information.
This is useful when you manage End User data outside SysAid and want SysAid to stay aligned with that source.
Schedule imports using the RDS import folder
Cloud environments must use the RDS import folder for scheduled CSV imports. On-Prem environments can also use this method.
When using the RDS import folder, the RDS checks the folder and uploads a copy of the CSV file to the server every 10 minutes. SysAid then processes the file based on the schedule you define.
To schedule imports using the RDS import folder:
Go to Settings > Administration > User Management > Import Users.
Select Schedule.
In Start time, select when SysAid should begin syncing the CSV file.
From Rerun every, select how often the sync should run:
Hour
Day
Week
Select RDS import folder.
Click Set scheduled import.
On the RDS machine, add a copy of the CSV file to:
WEB-INF/csvUserFilesOpen the DiscoveryService.properties file.
Find the
csv.user.importparameter and set it to true.
If the parameter does not exist, add it manually.Save the file.
Restart the RDS service.
Important: Do not permanently store the original CSV file in the RDS import folder. The RDS uploads the file to the server and removes it from this location.
Schedule imports using a file path
For On-Prem environments, you can schedule imports from a file path.
To schedule imports from a file path:
Go to Settings > Administration > User Management > Import Users.
Select Schedule.
In Start time, select when SysAid should begin syncing the CSV file.
From Rerun every, select how often the sync should run:
Hour
Day
Week
Select File path.
Enter the CSV file path.
Click Set scheduled import.
Verify the import
After the import is complete, go to Settings > Administration > User Management > End Users and confirm that the End Users were created or updated correctly.