ADMIN USERS ONLY
While it is possible to create users one by one, it rapidly becomes tedious and inefficient. Cayuse provides an Excel Spreadsheet that you can fill out with user information. The spreadsheet also contains macros for exporting that data in formats compatible with the Cayuse Proposals bulk load and bulk update functions. Contact Support to get a copy of the spreadsheet.
Bulk-loading or updating of users can be done at any time, but is most commonly done during system setup.
Users and Profiles
Cayuse Proposals maintains two types of information about a person: a user account and a professional profile. The user account provides the person with access to the Cayuse Proposals system, while the professional profile contains professional data required for proposals. The user account must be linked with the user's professional profile for maximum functionality of the system, particularly for the purposes of routing proposals. The bulk load process creates this link at the time of load.
Within the bulk load template spreadsheet, you must provide a username for each user. If you are not using single sign-on, then a password is also required. Cayuse recommends that you allow us to generate a random, secure password for each user as part of the process of exporting the data.
Cayuse strongly recommends including an email address, because otherwise the system has no way of contacting the user regarding changes to the account.
Note that names and passwords are case-sensitive, as described under Managing Users.
In order to create a linked Professional Profile for the user, a First Name and Last Name must be provided. If you provide a username, password, email address, first name, and last name, the following items will be created when the user is loaded:
- A user account with username, password, and email
- A professional profile
- An institutional association to the Primary Institution populated with contact information
- A link from the user record to the professional profile
This is a significant jump-start on getting your system set up correctly. Prior to loading the users, you must:
- Define an institutional profile with which the new users will be associated. See Setting Up Institutional Profiles for more information.
- Set that Institution to be the Primary Institution (perhaps temporarily).
If you need a copy of the Bulk Load Template, contact Support. The following instructions describe how to create a list of your users and their linked profiles within the template.
Creating Your Users List
Open the Bulk_load_user_template.xls file, which will open in Excel on the ReadMe tab. Read the instructions to learn how the spreadsheet works.
Select the UserUpdates tab to begin entering user information. Example information is provided as a reference along with the following tips:
- The spreadsheet columns have data constraints that can be viewed by clicking on the column headers. Do not ignore them. If you are importing a CSV file, be sure you understand the length restrictions.
- You should remove the example users from the spreadsheet after examining the data to understand how to use the sheet.
- Enter data in the template, not in another file similar to it.
- Under Roles, you do not need to include the User role. Every user has this role by default.
- Do not include zeroes or NULL if the field should not contain any data. Simply leave the field blank.
- Do not remove any columns. Simply leave blank any fields you don't plan to use.
- If this is not your first bulk load, do not include any users that have previously been bulk-loaded, or list any users twice. Carefully check the template for duplicates and remove any you find.
When you have finished entering users, you can send the bulk load template to your contact at Cayuse and they will perform the data load. If you don't have a specific contact, you can send it to Support.
If you are confident of your ability to successfully add users, you can follow the instructions in the spreadsheet to generate the XML file required by Cayuse Proposals, and follow the instructions below to add users.
Since users cannot be deleted once added (only deactivated), we strongly recommend that you send the template back to Cayuse for review if this is your first time bulk loading users.
Preparing the Template for Bulk Loading Users
If your institution has a training environment, before loading users into production, we recommend loading users into your training environment as a best practice. Loading users into your training environment provides individuals with a space to get to know Cayuse that's isolated from production data and allows confirmation your data looks correct once loaded and will successfully load to production as expected.
When you're ready to load users to training, in the bulk-load template:
- List a dummy email address in order to prevent emails being received in training, and users confusing those messages with production related emails (e.g. rsdemo@cayuse.com).
- For the bulk-load to training only, a single password is recommended for all users in order to streamline login for users when they're being trained to use Cayuse (e.g. during group trainings).
1. When you're ready to load users into training, you'll need to generate the file to be uploaded. First, ensure that macros in the XLSM file have been enabled (screenshot below):
After enabling the macros, select the "main" macro (i.e. paper/lightening bolt icon) (screenshot below);
You'll be prompted to select yes/no to a series of prompts, beginning with "check password length". Feel free to select yes to most of those prompts. For the question "Check department and division numbers?" go ahead and select "No" (screenshot below):
When complete, a file folder will be generated to your desktop and in that folder will be the file you'll need to upload to your training instance under Proposals S2S>>More>>Manage Users>>Bulk Load Users. See section below, "Adding Users to Cayuse Proposals".
2. Confirm all information uploaded to training appears in Proposals S2S as expected. Users won't appear in Human Ethics until after the next sync.
After confirming user were loaded into your training instance, the following steps can be followed to load your template to your production environment:
- Replace the generic email addresses in the template with users' actual email address
- Generate a random password in the template for access to production for each user to replace the generic one used for training. In the Developer tab of the spreadsheet, select Macros>>Gen_passwords>>Run (screenshot below). Generating a password is required, but it will not override a user's SSO password. If your institution uses your institutional SSO to authenticate with Cayuse, users should login to Cayuse using their SSO password:
3. Generate the file to be uploaded to production (see step 1 above). The file should appear in the same location as the file you uploaded to your training instance. Before uploading the file to production, I recommend either deleing the file loaded to training, or be sure to confirm the timestamp of the file you're loading production in order to ensure it is the one meant for production (i.e. the file containing actual user email addresses). The timestamp of the production file should be after the timestamp of the file loaded to training.
4. Follow the instructions in the section below, "Adding Users to Cayuse Proposals".
Adding Users to Cayuse Proposals
This operation can only be performed by a SysAdmin. To access the bulk-load feature, select the Admin tab and click Manage Users.
Then click the button.
When the dialog box appears, click Browse and navigate to the XML file that you produced containing the users, then click Load Users.
This will add the users. You'll see a results screen like the one below if the load was successful. The information about principals tells you that users were added to a particular role group.
If you don't see the message "The users were loaded successfully", then something went wrong. Contact Support if you have any questions or would like assistance with this process.