This article covers accounts created in NetX's user management system via data files. If you want to create or edit users via the user interface, see managing users . If you are managing your users via SAML or LDAP, see authentication .

Administrators can add or modify user data by importing data files directly into the application. They can also export all user data into a CSV or XLSX file, depending on site configuration

Importing user data

  1. Prepare your data file .
  2. Click the Systems  button, then click the Users tab.
  3. Click the upper-left action button and choose Import user data.
  4. Choose whether the data file will Add only new usersUpdate only existing users, Add and update users, or Delete users.
  5. Drag your data file to the import window or use the file picker to choose the data file from local storage.

 

Add only new users

Choose Add only new users to create new users. Any updates to existing users in the file will not be applied. 

Update only existing users

Choose Update only existing users to apply any changes to existing users. Any new users or field mismatches to existing users will not be applied.

Add and update users

Choose Add and update users to create or modify users. Users that do not exist in NetX will be created; any data that matches existing users will be updated.

Delete

Choose Delete to match data to existing users and permanently delete them from the system. This action cannot be undone.

Deleting a user account also deletes all records related to that users account. This can cause unexpected behavior in some areas of the application, such as shared reviews, or gaps in statistical data. To preserve these records while still disabling that user's access to the application, adjust the user level to No access.

Tips and tricks

  • If you are having trouble formatting your data file with the proper column headers or values, export a user data file with all fields pre-formatted and any existing values applied.
  • Make sure every field and value of your .csv file is properly escaped with double quotes and commas between each item.  
  • Make sure all empty columns and rows are removed from your .xlsx file before they are imported into NetX.
  • Make sure your Excel formatting is set to plain text if creating an .xlsx file.

Exporting users

To export a data file containing all NetX-created users:

  1. Click the Systems  button, then click the Users tab.
  2. Use the upper-left action button and choose Export user data.
  3. A download of the data file will immediately begin.

Preparing a data file

The following fields can be updated while adding or modifying users via a data upload file. These fields must match exactly:

FieldValue description
First NameThe user's first name. This field is required.
Middle NameThe user's middle name. 
Last NameThe user's last name (surname). This field is required.
Name 4Additional name (if needed)
Username

The user's identifying name in the application; this is the username they will use to log in to the application. This field is  required  and may  not  be edited later.

Email

The user's email address, which is used for any system-generated emails such as review or download approval  notifications. This field is  required .
LevelThe user's user level . Note that users are created with a user level of No access by default. 
Receive EmailDetermines whether or not the user receives emails from the application. When creating your dataset, this field should say Yes or No; by default system emails are turned on.
Phone 1The user's phone number.

Phone 2

The user's secondary phone number (if any). 
CellphoneThe user's cell phone number (if any).
OrganizationThe user's organization/company name.

Address 1

The user's physical address.
Address 2A secondary line for a user's address, if needed – e.g. if there is an apartment or suite number. 

City

The user's city.
StateThe user's state (U.S. states and territories only). Note that when you are using a data file to modify or create users, the State field will only accept the two-letter state code rather than its full name (e.g. OR for Oregon).
ZipThe user's zip code.
CountryThe user's country. Note that when you are using a data file to modify or create users, the Country field will only accept the country code (e.g. US for the United States).
Group NameAny groups the user is a part of. Users may be added to groups via a data file by inputting exact group names. If you are adding a user to multiple groups, separate each group with a comma in this field.
PasswordYou can manually set passwords for your users by adding this column to the upload file. If this column is not present during import, new users will receive an email with instructions to set their own passwords.

CSV Formatting

The default import and export file format is .csv. NetX requires the following when importing a .csv file:

  • All fields must have the same number of fields in the order they appear in the column headers. 
  • All fields must match the field criteria  exactly
  • All values must correspond to accepted values for each field .
  • All adjacent fields must be properly separated by a comma.
  • All fields and values should be properly escaped with double quote marks.  

Below is an example of a properly formatted .csv file:

Excel Formatting

If your site is configured to use .xlsx data files, NetX requires the following formatting guidelines:

  • All fields must have the same number of fields in the order they appear in the column headers. 
  • All fields must match the field criteria  exactly
  • All values must correspond to accepted values for each field .
  • Any empty rows  or  columns should be removed before the file is uploaded to NetX.
  • The Excel file is limited to a single sheet (or tab). If an Excel file contains multiple sheets, only the first  sheet will be imported.

Below is an example of a properly formatted .xlsx file:

Advanced settings

PropertyValuesDescriptionRequires restart?
share.metadata.format
CSV / XLSXIf this property's value is set to CSV, the application will use .csv files for both importing and exporting data. If this property's value is set to XLSX, the application will instead use .xlsx files.No