Registering Users in Bulk

When registering new users in Questetra, it is a simple process to create user profiles individually. However, there may be circumstances when you wish to register multiple users at the same time. For example, when your organization starts using Questetra for the first time. At this point repeating the same process over and over may become cumbersome and time-consuming.

For these circumstances, the [Import Users] function can be used for the bulk registration of multiple users at once. In this article, we will explain how to use [Import Users] in order to streamline the process of registering multiple users at the same time.

This article expands on the Manual pages below, which introduce the fundamentals of user registration and organizational structure within the workflow platform.

Reference articles:
M305: Add New User Accounts
M307: Bulk Update [User] and [Organization] in Line with the Organization Restructure
M308: Import [User], [Organization] and Group Settings from Google Workspace

How to Import Users

This function can be found in System Settings > User List > [Import Users]. In the Import CSV List section there is an input box labelled “CSV Text”, into which the bulk user information must be entered.

Prepare a User List File

Create a CSV file containing the user information you wish to import. The file should include columns such as user name, email address, and any other required fields specified by Questetra. Make sure the data is accurate and formatted correctly.

Reference articles:
R3051: Format of CSV Bulk Update (User)

When creating CSV data for bulk user registration, ensure that commas are included to represent blank fields. For example, if the format is “user name, email address, password, Organization name” and the password is left blank for Dylan Thomas, the row should be: `Dylan Thomas, dylan.thomas@example.com,,Sales Department`. The two consecutive commas indicate the missing password. If the organization name was also blank, the row would be: `Dylan Thomas, dylan.thomas@example.com,,`.

CSV example:

user name, email address, password, Organization name
Dylan Thomas, dylan.thomas@example.com,,Sales Department
Emily Dickinson, emily.dickinson@example.com,,

In the above example, Dylan Thomas’ account will be created without a password, and Emily Dickinson’s account will have neither a password, nor be assigned to an organization, as these categories have been left blank.

Once the CSV data is ready, you can input it by either pasting the text into the provided text box or by uploading the CSV file using the “Choose file” button. After clicking “Confirm,” a list of users to be imported will be displayed.

Access the Import Users Feature

Log in to Questetra as an administrator. Navigate to the [User List] page found in the [System Settings] section, and click the [Import Users] button.

Upload the CSV File

In the Import CSV List section, click on the [Choose file] button and select your prepared CSV file. As specified in the import box, the data must follow a specific order: username, email address, password, and Organization name, separated by commas. While only the username and email address are mandatory for a successful import, it is recommended to leave the password field blank during bulk imports. This allows individual users to set and update their passwords after their accounts are created.

Review and Confirm

After uploading, Questetra will display a preview of the users to be registered. Review the information carefully. If there are any errors, correct your CSV file and re-upload.

All new users on the list will be checked by default, so if there are any users added by mistake, use this opportunity to deselect those that you do not want to import.

Complete the Import

Once you have confirmed the details, proceed with the import. Questetra will create user accounts for all valid entries in your file.

Tips:

• Always double-check your CSV file for typos or formatting issues before importing
• If you have a large number of users, consider breaking them into smaller batches to simplify troubleshooting
• Consult Questetra’s documentation for the most up-to-date information on required fields and file formats

Reference articles:
System Settings – User List

How to Set a Password

When using the bulk user import feature, new user accounts are created without initial passwords. To gain access, each user needs to set or reset their password via the “Forgot your password?” link on the login page.

Upon completion of registration, an email containing a password setup link will be sent. The System Administrator should also notify users of the necessity to set up passwords for their Questetra accounts.

The following operation must be performed by each user.

Operation Performed by the User

If no email is received, click on the “Forgot you password?” link on the login page

On the next screen, enter your email address in the input field and click “Submit”

In the email that is received, click the “Reset Password” button

This will take you back to a screen in Questetra BPMS where a new password can be entered. Please pay attention to the password policy when choosing a password

Reference articles:
M311: Checking Licenses, Setting Password Policy, etc.

Unable to Receive Emails

In some cases, a user may be unable to receive emails by which their password can be reset.

In this instance, it will be necessary for a System Administrator to set a new password on that user’s User Details screen.

When the System Administrator sets the password on behalf of the user, it is advisable to check the box “Need to change password at the next login”. The System Administrator can inform the user of the new password, and when the user attempts to login, they will be required to reset their password to ensure that nobody else (including the System Administrator) knows their password.

Single Sign-on (SSO)

Users who login using Single Sign-On will not require a password to be issued, as authentication will be handled by their Identity Provider.

However, it is recommended that System Administrators have passwords issued in advance, to enable them to log in with a password in case of emergency.

Tips:

• If you encounter issues logging in with SSO, ensure you are using the correct organizational email address and that your account is authorized for Questetra access
• If you see an error message or cannot find the SSO option, contact your system administrator for assistance
• For enhanced security, always log out of Questetra and your identity provider when using a shared or public computer

By using SSO, you can access Questetra quickly and securely without needing to remember a separate password for the platform

Reference articles:
System Settings – SSO (SAML)
Single Sign-on to Microsoft 365 via SAML 2.0 (Setting for cooperation with Microsoft Entra ID)
Single Sign-on with Salesforce via SAML 2.0

Appendix

• Organizations and Roles can also be registered in bulk in a similar manner to how Users are imported
• In each case, a CSV text file should be prepared with a format corresponding to the type of import that is being performed
• For example, the CSV format must be the following:
  • Import Organizations List:
    • Organization name, email address, parent organization name
  • Import Roles:
    • Role name, User name
• Currently, it is not possible to register Positions via CSV import, so these must be created individually