Manually Adding Users
To manually add individual users, select Users on the admin menu (settings cog) in the top right:
This will open a page that displays all users from which you can search and edit existing profiles. You can also add new users by selecting the 'Add a new Create user' button:
The following page will appear to appear will allow you complete relevant information for the user. All fields noted with a red asterisk * are mandatory and must be completed, e.g. First name, Surname , and Email address. You can also add a password for the user and whether to 'Force password change' when first logging in:
, or tick 'Generate password and notify user' and this will auto generate a password for you:
Once the information has been completed, click either 'Save and view' to view the profile or 'Save and go back' to go back to the user list page:
Hierarchy Imports
In addition to adding manually, users can be added in bulk via an upload and import.
Hierarchy ImportsIn addition to adding manually, users can be added in bulk via an upload and import. The latest user, position, and job assignment lists will be uploaded routinely by the admin contact of the relevant TOC to do this.
Formatting
Before uploading/importing into AssessBook, the files will need to be formatted:
Formatting User Upload
Open a previous version of an upload as well as the new user list from the TOC. Copy/paste (values) the headings from the old copy into the new list. Also, copy/paste (values) the password section into your new user list. Once you have done this, you may close the previous version.
Ensure that no blank, “null”, or “grouphr” email addresses are listed by filtering this section and deselecting these addresses. These will not be registered in AssessBook.
Find and replace apostrophes throughout the document. Apostrophes cannot be registered in AssessBook.
Apply the formula =LOWER to the email addresses and copy/paste (values) this section under “usernames”. All email addresses and usernames must be in lowercase to be registered in AssessBook.
Format “idnumbers” into “000000”. This is how these fields will be processed in AssessBook.
Ensure any date fields are listed as dd/mm/yyyy.
Suspended users may be occasionally included. Ensure they are also formatted correctly and that the suspended section is correctly filled-out.
Once these formatting changes are complete, copy/paste (values) into a new Excel document. Check this to ensure your changes have carried across. Then, save the document as a CSV (MS-DOS) file (for GWR/SWR) or a CSV UTF-8 file (for National Express) with [DATE]-USER-UPLOAD as the title.
Formatting User Import
Open your new User Upload file, as well as a previous copy of a User Import.
As before, copy/paste (values) the headings from the previous User Import into the new User Upload.
Check against the formatting requirements listed above.
If all is correct, copy/paste (values of the new User Import into a new Excel document and save the new User Import as a CSV (MS-DOS) file (for GWR/SWR) or a CSV UTF-8 file (for National Express) with [DATE]-USER-IMPORT as the title.
Formatting Position Import
Open your new position list supplied by the TOC alongside a previous Position Import.
As before, copy/paste (values) the headings from the previous Position Import into the new Position Import.
Check against the formatting requirements listed above (these should not be necessary in the Position Import).
If all is correct, copy/paste (values) of the new Position Import into a new Excel document and save as a CSV (MS-DOS) file (for GWR/SWR) or a CSV UTF-8 file (for National Express) with title [DATE]-POSITION-IMPORT.
Formatting Assignment Import
Open your new job assignment list supplied by the TOC alongside a previous Assignment Import.
As before, copy/paste (values) the headings from the previous Assignment Import into the new Assignment Import.
Check against the formatting requirements listed above (these should not be necessary in the Assignment Import).
If all is correct, copy/paste (values) of the new Assignment Import into a new Excel document and save as a CSV (MS-DOS) file (for GWR/SWR) or a CSV UTF-8 file (for National Express) with title [DATE]-ASSIGNMENT-IMPORT.
Once all formatting is complete, save the new lists into NextCloud (AssessTech > AssessBook > GWR > GWR Uploads > new dated folder).
Uploading
When the formatting changes are complete, the users will need to be uploaded into AssessBook.
User Upload
To upload, select the cog on the top toolbar and click “Users”. On the drop-down sidebar, select Upload Users. On the new page, select the relevant file i.e. [DATE]-USER-UPLOAD, click through Upload Users. On the new page, ensure that the following fields are set as follows:
Upload type: Add new and update existing users
New user password: Field required in file
Existing user details: Override with file
Existing user password: No changes
The remaining details can stay as default (although do ensure “Allow suspending and activating of accounts” is set to ‘Yes’).
Then , simply 'Upload Users'.
Between the user upload and further importing, Will will need to run a query to enable the upload to take effect - important to raise a redmine ticket for Will to do this.
Importing
Importing
Organisation Import
To import, select the cog on the top toolbar and click HR Import. On the drop-down toolbar, select Elements followed by Manage elements. Here, you will have to enable Organisation by clicking on the eye icon.
Return to the sidebar and now select sources, then Upload HR Import files. Add the relevant file and select Upload file.
Now that the file has been uploaded, return to the sidebar and select Run HR Import. On the new page click Run HR Import. The import will take some time to process and once complete will generate a message to say that you can now access the log.
Click ‘View results to see errors’ to check on the status of your import. Once the upload is complete and the admin report has been run, you will be required to import the remaining files into the system.
User Import
To import, select the cog on the top toolbar and click HR Import. On the drop-down toolbar, select Elements followed by Manage elements. Here, you will have to enable User by clicking on the eye icon.
Return to the sidebar and now select sources, then Upload HR Import files. Add the relevant file i.e. [DATE]-USER-IMPORT and select Upload file.
Now that the file has been uploaded, return to the sidebar and select Run HR Import. On the new page click Run HR Import. The import will take some time to process and once complete will generate a message to say that you can now access the log.
Click ‘View results to see errors’ to check on the status of your import. You can use the filters in the search section to check for errors. Any errors will need to be exported at the bottom of the screen and returned to the TOC admin.
Position Import
To import, select the cog on the top toolbar and click HR Import. On the drop-down toolbar, select Elements followed by Manage elements. Here, you will have to enable Position by clicking on the eye icon.
Return to the sidebar and now select sources, then Upload HR Import files. Add the relevant file i.e. [DATE]-POSITION-IMPORT and select Upload file.
Now that the file has been uploaded, return to the sidebar and select Run HR Import. On the new page click Run HR Import. The import will take some time to process and once complete will generate a message to say that you can now access the log.
Click ‘View results to see errors’ to check on the status of your import. You can use the filters in the search section to check for errors. Any errors will need to be exported at the bottom of the screen and returned to the TOC admin.
Assignment Import
To import, select the cog on the top toolbar and click HR Import. On the drop-down toolbar, select Elements followed by Manage elements. Here, you will have to enable Job assignment by clicking on the eye icon.
Return to the sidebar and now select sources, then Upload HR Import files. Add the relevant file i.e. [DATE]-ASSIGNMENT-IMPORT and select Upload file.
Now that the file has been uploaded, return to the sidebar and select Run HR Import. On the new page click Run HR Import. The import will take some time to process and once complete will generate a message to say that you can now access the log.
Click ‘View results to see errors’ to check on the status of your import. You can use the filters in the search section to check for errors. Any errors will need to be exported at the bottom of the screen and returned to the TOC admin.