Export and import roles information

Use the Roles list page to export and import role information. You can export anything that you can display in the Roles list. This allows you to precisely control what gets exported, including the columns of data, display and sort order, and the list of roles that's included.

If you have multiple roles to add or update in your company, creating or updating roles one-at-a-time can be a time-intensive task. You can streamline the process and speed up implementations by importing new roles and updates into the company.You can import new roles and update, delete, or overwrite existing roles simultaneously.

To find the Roles page, go to Company > Admin > Users > Roles.

Export Roles information

To control what information is exported, you can create a custom list view of the Roles list that includes only the data that you want to see.

Create a view that includes the data you want to export

1. From the Options dropdown menu at the top of the list, select Create New View.
2. Follow the steps on the Create New View wizard, to select the following:
   • The columns of data to include
   • The order in which columns appear
   • Filtering, such as filtering for specific roles
   • The sort order for columns; for example, sorting roles by ascending or descending names
   • A unique name for saving the view

Export the Roles list

1. Choose the list view that includes the data to export.
   • At the top of the list, select the All dropdown menu and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the Roles list, your export file will include the list of roles and columns that you currently see in the Roles list.
2. Export the list by choosing an export format from the Export dropdown menu at the top of the list.

   Export format field descriptions

   Export format	Description
   CSV	Comma-separated-values (CSV) file that can be opened by most spreadsheet applications.
   Excel	Microsoft Excel (XLS) file.
   Word	Microsoft Word (DOC) file.
   PDF	Adobe PDF file (PDF).
   CSV for Import	Comma-separated values (CSV) file that includes roles and fields in a format that you can use to update your Roles list. If the current view of the Roles list contains any fields that can't be updated through an import process, those fields won't be included in the export file.

Import and update multiple roles

You can use an exportable csv file that contains role information directly based on any standard or custom list view. You can edit the resulting file, and then import your changes back into your company. The system processes your changes, and then validates each role.

A CSV import works well for:

• Updating information for multiple roles at once: Using a CSV import, you can update selected data for multiple roles. For example, if you export the Roles list with the Role name field included, you can modify the names in a spreadsheet application, and then import your changes.
• Adding new roles to your existing Roles list: Using a CSV import, you quickly add new roles without having to create the roles one at a time. Any spreadsheet row that contains a unique Role name will be added as a new roles record, provided that you've included all required information.

Create a CSV file to use as your import file

Before starting this process, it's recommended that you create a custom view of your Roles list that includes the roles and columns that you want to update. That way, when you export the list, you'll have a spreadsheet that's tailored to the information you want to change.

See the Export roles section of this article for more information.

Update the CSV file

1. Open the CSV file in a spreadsheet application.
2. Update the spreadsheet.
   • You can update information for existing roles. For example, you might edit role names or descriptions.
   • You can also add new roles. If the role name that you specify doesn't already exist, a new role record is created.

3. When you're finished, save the spreadsheet in .csv format.

Import your changes

1. Select Import at the top right of the Roles list.

2. Browse to locate the CSV file you want to import.

3. Be sure to specify the email address where results should be sent. If any records fail to import, you'll be notified by email.
4. Select other options as needed.

Guidelines for updating roles

The most important thing to remember when updating role records through csv import is that changes you make in the spreadsheet will affect your role records.

If you update spreadsheet data for a role, the information you specify will overwrite the data in the existing role record.

Recommended precautions:

• Make a backup of your role information before you make changes. Save a copy of the CSV for import spreadsheet so that you have a record of the list before the update process.
• Before making large-scale changes, test the update process. Try creating a few test roles, and then update just those records.
• When you export the CSV for import file, be sure to include the Role name column. This identifies the record that you are updating.