Import Users and Groups

Egnyte enables admins to efficiently manage large numbers of users or groups using bulk actions with CSV files. Admins can quickly add new users or groups by importing a CSV file containing all the necessary information, simplifying the process of setting up entire teams at once. For ongoing management, they can export a file with selected or all users or groups, make updates to the data in the CSV, and re-import it to apply changes throughout the system. This feature also supports bulk deletion, allowing admins to remove multiple users or groups in one step.

This bulk user/group management feature is especially helpful for teams that handle frequent changes, making user and group administration easier and more effective across the organization.

Import Users

Import Groups

Create New Groups with CSV File

Export All Users and Re-Import to Update User(s)

FAQ

Import Users

Create New Users with CSV File

• Navigate to Settings -> Users & Groups -> Users. 
• Click on the Import Users button.
  
• Download the sample CSV file for reference.
  

This is an example of what the CSV file might look like. The table below explains in detail what each column is for.

Column Header	Description	Validation	Required
Username	Egnyte username	Only letters and digits	Yes
LastName	User’s last name	Any text	No
FirstName	User’s first name	Any text	No
Email	User’s email address	Valid email address	Yes
Type	User type	power, standard, or admin	Yes
Role	User's role	Any roles created for your account	No Note: The default selection is the Default role.
AuthType	Authentication authority	Egnyte = Uses Egnyte AD = active directory SSO = Uses Single Sign-on	No Note: The default is Egnyte.
Active	Sets whether user is active or inactive	“yes” or “no”	No Note: Default is yes.
IdPUserID	Identity Provider user identifier	Any text	No
CreatedBy	Who created the user	Any text	No
LastActive (NEW)	When the user last logged in via Web UI or Mobile, or when they last uploaded or downloaded a file.	MM/DD/YYYY	No
SendInvite	Whether to send an email invitation to a new user, a newly-reactivated user, or resend an email to a user who has never logged in alerting them to account creation and new password. If the user is Egnyte authenticated, the invite will always be sent.	“yes” or “no”.	No Note: Default is yes.
UserPrincipleName	Used for Active Directory authentication for child domain or multiple forest environments.	Any valid User Principle Name.	No
SpecialAction	There are some special actions that can be taken for effective user management. These are as listed below: To reset a user’s TFA, type TFA in the SpecialAction column If set to "DELETE" (all caps) then delete this user. Setting to "reset" resets the user's password if they are Egnyte authenticated.  Setting to "unlock" unlocks the user's account if it is locked. If set to "removeSalesforceUser" then remove the mapping between the user and Egnyte and Salesforce.com accounts.

• Create a CSV file referring to the sample downloaded. Add the username, email address, and role (Standard or Power are some examples) for the new user(s) as these are mandatory columns. The rest of the columns are optional.

• Click on Upload CSV File and choose the CSV file from the system.
  
• Check the box Allow creation of new users and click on Import.
  
  A UI notification will appear as soon as the user clicks on Import.
  
  

After clicking on Import. it may take anywhere from a few minutes to a few hours for Egnyte to process the request. The admin will receive a notification once the process is completed successfully.

The admin will also receive an email if there are no errors and the process is successfully completed.

Import Groups

Create New Groups with CSV File

Admins can also import multiple groups and the users included in those groups with the Import Groups option. 

• Navigate to Settings -> Users & Groups -> Groups. 
• Click on the Import Groups button.
  

• Click on Download sample file to download the sample file for reference.
  

This is an example of what the CSV file might look like.

• Create a CSV file referring to the sample downloaded. 
  • In column A under the header Groupname, write the name of the new group(s) being created.
  • For each column next to the group name, write a username that will belong to that group.

• Click on Upload CSV File and choose the CSV file from the system.
  
  
• Check the Allow creation of new groups checkbox and Click on the Import button to import the specified groups.
  
  A UI notification will appear confirming the initiation of the import process. The admin will receive an email notification upon completion of the process or if there are any errors.
  

Email notification upon successful completion of the process is included below.

Email notification in case of an error is included below. These notifications contain an annotated copy of the CSV file with an Errors column explaining the issue(s) detected.

Export All Users and Re-Import to Update User(s)

• Navigate to Settings -> Users & Groups -> Users. 
• Click on the Export All Users button. A CSV file with details of all the users will be downloaded to the user’s system.
  

  

• Make the required changes in the downloaded CSV file, such as updating the user details or deleting the desired user(s). Click on the Import Users option.

  
  
  
• Click on Upload CSV file and choose the updated CSV file from the system.
  

• Check the boxes:
  • Allow updating of existing users box. If there are details of any existing users to be updated.
  • Allow deletion of users box. If there are details of any new users added.
  • Allow the creation of new users box. If new users need to be added.
  • Click on the Import button.
    

A UI notification will appear confirming the initiation of the import process. The admin will receive an email notification upon completion of the process or if there are any errors.

Special Actions

There are some special actions that can be taken for effective user management.

Column Header	Description	Validation	Required
SpecialAction	There are some special actions that can be taken for effective user management. These are as listed below: To reset a user’s TFA, type TFA in the SpecialAction column If set to "DELETE" (all caps) then delete this user. Setting to "reset" resets the user's password if they are Egnyte authenticated.  Setting to "unlock" unlocks the user's account if it is locked. If set to "removeSalesforceUser" then remove the mapping between the user and Egnyte and Salesforce.com accounts.

 

Export All Groups and Re-Import to Update Groups(s)

Admins can also export the existing groups, make changes in the required groups’ details, and re-import to update the group(s). 

• Navigate to Settings -> Users & Groups -> Groups. 
• Click on the Export All Groups button. A CSV file with details of all the groups will be downloaded to the user’s system.
  
•  Open the downloaded file and add,update or remove the group(s) from the file. 
  • To remove a user from a group, remove the user from that group’s row.
  • To add a new user to an existing group, ensure that all the current users are included in the CSV file along with the username of the new user. If only the new user is added, the existing users will be removed from the group after uploading the updated CSV file. 
• Click on the Import Groups option
  
  
• Click on the Upload CSV file and upload the updated CSV file.
  
  
• Check the required boxes and click on the Import button.
  
  

  A UI notification will appear confirming the initiation of the import process. The admin will receive an email notification upon completion of the process or if there are any errors. 
  

FAQ

Is it possible to update email addresses for many users via bulk user update/import from a CSV file and avoid email address validation?

No.  SCIM or API can be used to change and automatically have the email address verified.  If CSV is used to import users, validation is needed for each email address respectively.  For security reasons, when an email address is typed in manually, there should always be a need to validate them while SCIM and API scripts are designed to tie into existing databases.

Can an admin import users without sending an email invite?

If the user is Egnyte authenticated, an email invite will always be sent. For other users, admins can control whether an email invite is sent by adjusting the "SendInvite" column in the CSV file. If they set this to "no," users will not receive an invitation email.

Can an admin reactivate users via CSV import?

Yes, admins can reactivate user(s) by including them in the CSV file with the "Active" column set to "Yes".