Creating and Managing User Accounts in Bulk

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Creating User Accounts in Bulk 

When creating fewer than ten user accounts, we recommend doing so manually. When more than ten user accounts must be created, a User Creation Work Request can be used. The User Creation Work Request must include a CSV file containing the information necessary to create the user accounts, and this information is outlined in the following section. After you've finished creating your CSV, you can include it in a user creation work request. See this article to learn how to submit a User Creation work request.

Getting Started 

The first few columns in your CSV file should contain the core user information, while the remaining columns should contain the users administrative data because when a user is first created, a yearly data record is automatically created for them for the current academic year, if a different academic year is not specified in your CSV file. We have listed the core and administrative data that should be included in your CSV file below and an example of how this can be included in your CSV can be seen in the image below. 

Screenshot 2023-10-12 at 11.29.02 AM.png

Core user information: 

    • Last name 
    • First name 
    • Middle name/initial (optional)
    • Email address 
    • Username
    • Auth Type (optional): The authentication method will be the manner in which the user is expected to login to Faculty Success, if one is not specified then the authentication available in your configuration will be automatically assigned.

Administrative data: 

      • Department(s) 
      • College(s) 
      • Academic Year (optional)

To make the process of including this information in your CSV file easier, we've included a template at the end of this article that you can use as a starting point. As you work on your file, note that your Faculty Success instance may appear differently and thus require different formatting if the following applies: 

  • Yearly Data is being captured on a term-by-term basis, in which your user creation file should specify Term and Year of the first administrative data record, rather than Academic Year.
  • College and Department fields may exist together in a DSA, where each row specifies a College and an associated Department. In that case, your file would need columns labeled "ADMIN_DEP_1_COLLEGE", "ADMIN_DEP_1_DEP", "ADMIN_DEP_2_COLLEGE", "ADMIN_DEP_2_DEP", and so on as it appears in the example below. 
    Screenshot 2023-09-27 at 9.59.23 AM.png
  • If you wish to include additional unique user identifiers in your file, go to the section that discusses how to include more unique user identifiers in your file below.

How to include Additional Unique User Identifiers 

You may want to include additional unique identifiers with user accounts to facilitate importing data from other campus systems. To do this, include a column in your CSV file and fill it with the unique identifiers for the user accounts in one of the two following methods depending on your current set up: 

  1. If your users already have additional unique identifiers, the additional column should include a header indicating how the additional unique identifier is referred to in Faculty Success, such as EMPLID or UID.To find out if additional unique identifiers are already being collected and how your column header should be titled, see Downloading User Information.
  2. To start collecting additional unique user identifiers, simply include the additional column and its header should reference how you want to refer to it in Faculty Success.

For more information on unique identifiers, see Additional Unique User Identifiers.

Assigning Security Roles 

By default, all bulk-created user accounts are assigned the Faculty security role. This default security role can be changed when managing a user's account individually or in bulk via the Web Services API. With all of this in mind, it is best to manually create administrative accounts.

Tracking Activities for User Accounts

All activity data is stored and tracked in Faculty Success for bulk-created user accounts by default. If you wish not to track or store the user's activities, include a column on your file with the header "Has Access to Manage Activities?" and enter the value "No" for the users who should have their activities tracked nor stored. 

Importing Additional User Data 

Faculty Success recommends that you create user accounts first, and then import any data for those accounts separately through Data Import work requests, because importing activity data to the other data collection screens in Faculty Success is a separate process that occurs after the user accounts are created via a Data Import or via web services.


Managing User Accounts in Bulk

User accounts can be managed in bulk when the security role, email, or username for more than ten users needs to be updated. This account information can be updated by submitting a User Creation work request that includes a CSV file containing the user's updated information. Continue reading to learn more on how to generate the CSV for this type of request. 


Getting Started 

To ensure that your CSV contains the proper current information and to have a CSV that will serve as a starting point, it is recommended to download the current user account information for your users which can be done by following these steps. 

  1. Select "Tools" from the Faculty Success navigation bar, then "Users and Security."

  2. You will then see a hyperlink that says "Download All User Information" from the Users and Security tool, which you will then click on.

    Screenshot 2023-10-12 at 9.46.40 AM.png

  3. After clicking the "Download All User Information" hyperlink, an excel file will be automatically downloaded to your computer, and when opened, it will contain the following user information.
    • First, middle, and last names
    • Email addresses
    • Faculty Success usernames
    • Secondary identifier(s), if applicable
    • Whether the user account is currently enabled or disabled
    • Whether or not the user has access to Manage Activities
    • College(s)/school(s)
    • Department(s)
    • Security roles
    • Date the user account was created
    • Faculty Success User ID (This is a unique, numeric user identifier automatically assigned by the system when a user account is created.)
    • User's authentication type
    • ORCiD ID

4. You will be able to update the desired user information from the downloaded file, and once you have finished making the changes you can include the file in a User Creation work request. See this article to learn how to submit a User Creation work request.


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