Data Imports

What are Data Imports?

Data imports enable you to get all of your user details imported into Invotra. This guide will cover how to use the importer within Invotra as a Webmaster including the format which the data needs to be in. The following importers are available:

  • People (Users)
  • Teams
  • Locations
  • Job Roles

How to guide

Users, teams, locations and job roles are all separate entities within the Invotra product. This means that they must be imported separately and referenced to one another accordingly.

This document will outline the format needed in order to import all 4 entities as a CSV import.

Import page

To access the Invotra Import page

1. Navigate to Invotra admin

2. Select ‘Import’ under ‘Intranet tools’

3. Select the relevant importer you wish to use

 See below for CSV formats needed for users, teams, locations and job roles.

Mandatory CSV formatting

  • All CSVs should be in comma-separated value format
  • All CSVs should be UTF8 encoded
  • There should be no empty columns in the CSVs
  • There should be no columns included containing attributes that are not defined in the formats outlined for user, team, location and job role imports below
  • If there is a non-mandatory column that you would not like to use, remove it entirely from your CSV. Do not leave the column in place and leave the values blank
  • The attribute titles outlined in the user, team, location and job roles extract templates must be used. These are also case sensitive.

Best practices for import management 

  • Large extracts or extracts with a significant number of changes should be run out of peak intranet usage hours 
  • If users, locations, job roles or teams are being created via the import process they should no longer be created via the UI by webmasters
  • If single sign-on (SSO) authentication is in use new users must be created via the user import as they must have a value in the Authname field assigned to them 
  • If SSO is in use your data source for CSV generation as a best practice should be your SSO identity provider (e.g. Active Directory, Azure, Salesforce)

First-time import

When doing an import for the first time, you should import your data in the following order:

1. Job roles, locations, teams (in any order)

2. Users

3. Users again (to make sure the manager references are updated)

Subsequent imports

To maintain your data integrity you should complete regular job roles, locations and teams imports in order to ensure you are capturing and creating all new job roles, locations and teams that users need to be linked-to in the user import.

Import structures and field details 

User Import

Use the table below to see each available field and the format needed for users.

* = Mandatory field

** = Mandatory field if you are using single sign-on (SSO) to authenticate

Fields Description Format Example
GUID*

Must be unique.

 

This is the unique identifier for each user. 

String b1d084c4
Username* Must be unique. We recommend using the email address here if you do not have a current set of usernames. String laura.marling@invotra.com
email*

Must be unique.

The email address of the user.

Email laura.marling@invotra.com
Authname** Must be unique. The unique string used for SSO (in most cases this will be the same as the value used for GUID) String Could be anything
ForeName The person’s first name. String Laura
Surname The person’s surname. String Marling
role ID The unique identifier of the person’s job role. This must reference an existing job role in the system. String jobrole-1234
Phone Work phone number of the person. String 01234567891
Mobile The person’s mobile number. String 01987654321
Linkedin A link to the person’s LinkedIn profile. URL https://www.linkedin.com/in/lauramarling/
Facebook A link to the person’s Facebook profile. URL https://www.facebook.com/laura.marling
Twitter A link to the person’s Twitter profile. URL https://twitter.com/LauraMarling
LocationID The unique identifier of the person’s location. This must reference an existing location in the system. String location-1234
Organisational ID A field to store an organisational identifier such as a staff number. String abc1234
Org unit ID The unique identifier of the person’s team. This must reference an existing team in the system. String team-1234
Manager The unique identifier (GUID) of the person’s manager. This must reference an existing user in the system. This will be used to build the Org Chart on the intranet. String b1d086bg

Example User CSV SSO disabled

Example User CSV SSO enabled

Team Import

Use the table below to see each available field and the format needed for teams.

* = Mandatory field

Fields Description Format Example
ExternalId*

Must be Unique.

Unique identifier, used to reference this team.

String team-1234
Parent term Use the ExternalId (above) to reference a parent team if you have a team hierarchy. This will help build the team hierarchy on the intranet. String team-1236
Term name* The name of the team. String Marketing
Term description A description of the team, this will display on the team page. String This is the marketing team, responsible for marketing our product.
Contact This field allows you to display contact information for the team which will display on the team page. String To get in contact with the marketing team use this shared inbox – marketing@invotra.com or alternatively call 0987654333.
Published*

Define whether or not the team should be published and visible.

 

1 = Published

0 = Unpublished

Integer 1

Example team CSV

 

Location Import

The Locations within Invotra are structured in the following hierarchy:

-Site

—–Building

———-Floor

—————Space

This is based on the BIM model. However, we still support a flat list of office locations. You can just specify each location to be a ‘building’.

Use the table below to see each available field and the format needed for locations. There are more fields available if you wish to use the BIM model as mentioned above. Please contact us if you would like to explore this.

* = Mandatory field

Fields Description Format Example
ExternalId*

Must be unique.

Unique identifier, used to reference this location.

String location-1236
Parent term Use the ExternalId (above) to reference a parent location if you have a location hierarchy. String location-1234
Term name* The name of the location. String Chertsey House
Term description A description of the location, this will display on the location page. String This is our head office.
Type* Enter site, building, floor or space. If you are not using the BIM model, set this to ‘building’ for all locations. String building
Published*

Define whether or not the location should be published and visible.

 

1 = Published

0 = Unpublished

Integer 1

Example location CSV

Job Role Import

Use the table below to see each available field and the format needed for job roles.

* = Mandatory field

Fields Description Format Example
ExternalId

Must be unique.

Unique identifier, used to reference this job role.

String jobrole-1234
Role The name of the job role. String Intranet Manager
Description A description of the job role if necessary. String Manager of the intranet within internal comms.
Published

Define whether or not the job role should be published and visible.

 

1 = Published

0 = Unpublished

Integer 1

Example job role CSV

Import error logging 

After an import is completed a summary and error log is generated which can be easily accessed by entering the ‘Log’ tab on the import screen.

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