Checkbox 5 - User Import Guide

The first step in importing users into Checkbox is to build your list of users. Your worksheet must be saved as a .CSV (Comma Delimited) file. As you can see in the screen shot above, Excel was used to create a list:

Each row contains a unique user. Each column contains a user attribute:

• Column A: UserName
• Column B: Password
• Column C: Email address
• Column D: FirstName
• Column E: LastName
• Column F: CompanyName

NOTE: When importing data, you must have an Email Address column. This is the data field Checkbox users for sending email invitations. Including a UserName column in your data import is recommended but not required. If you do not include a UserName column, Checkbox will automatically use the email addresses in the Email column as usernames. If you wish to specify usernames, include a UserName column in your data worksheet. All usernames must be unique.

NOTE: Including a Password column on your data worksheet is not required unless you wish to specify user passwords. If you do not include a Password column, Checkbox will automatically generate passwords for your users upon import.

NOTE: Do not include column labels in your data worksheet. If you do, that row of labels will be flagged as an invalid row upon import.

Select Save As within Excel (or whichever worksheet creation application used) and then choose the file format as .CSV. When saving, Excel may warn you that you will be losing Excel formatting but this is completely fine. Select OK to move forward.

Before importing user data, you must make sure all of the data fields you wish to import have been added to your Checkbox account. In this example, our data import includes six user attribute (Profile Property) columns:

• Column A: UserName
• Column B: Password
• Column C: Email address
• Column D: FirstName
• Column E: LastName
• Column F: CompanyName

The 'UserName', 'Password', and 'Email' Profile Property Names are pre-populated in Checkbox. To add 'FirstName', 'LastName', and 'CompanyName', follow the steps below:

1. Select the 'Settings' tab on the main application menu to enter the Settings Manager
2. Expand 'User Settings' on the left hand menu and select 'Profile Properties'
3. Selecting 'Profile Properties' will open a dashboard on the right hand side of the screen. From here you can enter a Profile Property Name in the text field provided, and select the '+' icon to add that Profile Property. Repeat this process until you have added all desired Profile Properties

NOTE: These Profile Property Names applied to every user in the Checkbox application. Any changes you make to these names will take effect immediately.

1. Select the 'Users' Icon from the main menu to enter the User Manager
2. Select the orange 'Import Users' button to begin the user import process

You have now entered the Checkbox 5 User Import Wizard.

1. Move the user attributes (profile properties) you wish to import into the box on the right by using the left/right arrows in the center of the window. Make sure they are listed in the same order as in your data worksheet or they will not import properly. You may also reorder the labels after moving them using the up/down arrows
2. Select Next to continue

NOTE: The Email address and/or UserName field is required. You do not need to add the 'Password' column unless one is included on your user data worksheet. Checkbox will automatically generate passwords for your users upon import.

CHECKBOX TIP: To quickly and easily move a long list of properties from left to right, select the first label, hold down the SHIFT key on your keyboard, and then select the last label. This will highlight all labels in between the first and last label. You may then select the right-facing arrow to move all labels into the right-hand panel at once.

1. Import Method should be set to 'Upload CSV/Text File'
2. Make sure the rows in your .CSV file are in the same order as shown under Example Data Row
3. Click the 'Select File to Upload' button in the middle of the window to browse your computer for the desired CSV (comma-separated values) or text file containing your user list. Once selected, the file name should appear below the button.
4. Select Next to continue.

It is very important that you review this page and confirm that each row is valid and each column contains the proper data. Confirm that the number of rows match what you expected to import. If you find a number less it is possible that you have entered duplicate usernames. If you elect to NOT enter a username, the email address submitted will become the username. Confirm that your usernames are unique.

Once you have confirmed that the imported users are correct, select Next to continue.

NOTE: If you elected to NOT enter a password then a password will be randomly generated by Checkbox and it will only be viewable within your database

1. Select the role(s) you wish to give imported users. These roles determine the level of access users have within Checkbox. In the above example, users will be imported as Respondents, which means they will have the ability to respond to surveys only.

2. Select Next to continue.

1. Select the user group(s) you would like your imported users to belong to (if any) by moving group names into the right-hand pane using the two left/right arrows in the center of the window. In this example we have selected the 'Test Group' user group.

2. Select Next to continue.

Review the user import information summarized on this page to ensure it is correct.

1. Confirm that the number of imported users is correct
2. If you are importing users that already exist within Checkbox you may use the Update Existing Users option to update those users. User profiles and roles will be updated as dictated, both additions and subtractions will be made. Any new user groups selected during the import process will be added to the user but none of the current user groups will be removed.
3. Confirm that the Selected Roles and Selected Groups display the correct information respectively
4. Select Finish to complete the user import process.

The import process is now complete. At this time you may re-start the wizard to import additional users or return to the User Manager. In this example we will return to the User Manager to view our new users.

As you can see, our five new users have been added to the User Manager. Select a user on the left to view that user's Profile Properties, Login Information, User Roles, and Group Memberships on the right. From this view you can modify this user or delete it altogether.