Import and export

Purpose

With the import you create many users at once or load existing motivation profiles from a CSV file. With the export you download users, motivation profiles and usage data as CSV files. Both save you from maintaining everything one by one in the user list.

Who can see this?

Administrators only. The Import and Export tabs under Settings only appear for the Admin role. Users and team leaders do not see them.

Imported motivation profiles appear in MatchLytics-Management. The product must be enabled for your account.

Layout

Import tab

Open Settings › Import. The tab contains two cards, each with a button that opens a dialog.

1. Import – Opens the tab with the cards for the two imports. Only administrators see this tab in Settings, and every import applies to your company.
2. TwentyFive Profiles – The button on the card opens the dialog Import TwentyFive profiles. With it you load existing motivation profiles from a CSV file, which then appear in MatchLytics-Management.
3. Users – The button on the card opens the dialog Users. It creates users of your company or updates existing users and sends a welcome email to new users.

Export tab

Open Settings › Export. A click on a button downloads the CSV file directly. No dialog opens.

1. Export – Opens the tab whose buttons each create and download a CSV file. Only administrators see this tab in Settings.
2. Select User – Selects the user whose profiles the export next to it delivers. As long as no user is selected, the TwentyFive Profiles button stays inactive.
3. TwentyFive Profiles – Downloads the last three profiles of the selected user as twentyfive.csv. The access is recorded in the access log of this user.
4. Export all users – Downloads the current profile of every user who belongs to a team as all_customers.csv. The export only reads and changes no data.
5. Export blocked users – The switch determines which users Export all users delivers. When it is on, the file blocked_customers.csv contains only blocked users with a profile; the switch itself downloads nothing.
6. Users – Downloads all users of your company with email address, name, role and employee ID as users.csv. The file has the format of the user import.
7. Export Usage – Downloads the page views of your users in the applications as usage_data.csv. The file contains personal usage data, see the data protection note.

Functions

Check and import data

Both import dialogs work in two steps so that faulty data never reaches your company: first the system checks the data without writing anything, then you import it. The data comes from a CSV file, for example an earlier export, or from pasted text. The import creates users and profiles that appear, for example, in MatchLytics-Management. Only administrators can import.

1. Skip header – Leaves out the first line of the data because it only contains column headings. An exported file starts with such a header line.
2. Upload file and Enter text – The tabs offer two ways to provide the data: drop a CSV file or paste text. Both ways fill the same data, which you can still edit in the text field.
3. CSV – The field shows the data that is checked and imported, and below it the format hint Email,Name,Role[,EmployeeID]. Here you correct errors that the check reports.
4. Cancel – Closes the dialog without creating or changing anything. Clicking outside the dialog or pressing Esc does not close it.
5. Check data – Checks the data without creating or changing anything. Import data becomes active only after a successful check, and every change to the data or an option requires a new check.
6. Import data – Writes the checked data to your company and then closes the dialog. The import cannot be undone as a whole.

How to proceed:

1. Open Settings › Import and click the button on the card.
2. Select Skip header if your data starts with a header line.
3. Enter the CSV data:
   • In the Upload file tab, drop a CSV file onto the field “Drop CSV file here or click to select” or select it with a click. The field accepts one file, and only CSV files.
   • In the Enter text tab, paste the data into the CSV field.
4. Click Check data. The button is active as soon as there is data.
5. When “Data has been successfully checked.” appears, click Import data.
6. When “Data has been successfully imported.” appears, the dialog closes.

The files use the comma (,) as the separator. The application also accepts the semicolon (;). All data rows must have the same number of columns.

Errors during the check: If something is wrong, the message “An error occurred while checking the data: …” appears. The text after the colon names the kind of error, for example a wrong number of columns, an invalid role or an invalid number, but no line number. The check stops at the first error, and Import data stays disabled. Correct the data and check again.

Import users

With the user import you create many users in one step instead of entering them one by one under Users. The import writes to the same user list; the users it creates sign in with their email address. A second import with the same addresses updates the existing users, so you can also change names, roles and employee IDs in bulk. Only administrators can import.

To open the dialog, click the button of the same name on the Users card and proceed as described under Check and import data.

Format: Each line describes one user.

Email,Name,Role[,EmployeeID]

The role service (system user) is not imported. Delete such a line from the file before you import.

A header line counts towards the number of columns: it must have as many columns as the data rows.

Example with a header line. Select Skip header for it:

Email,Name,Role,EmployeeID
jonas.winter@hamster.example.com,Jonas Winter,admin,H-101
lea.sommer@hamster.example.com,Lea Sommer,human,H-102
max.herbst@hamster.example.com,Max Herbst,human,H-103

Result:

• New users are created in your company. Every new user receives the welcome email (action Welcome email for new users) with a link to set a password. The import uses the application’s default text. You cannot select an email template during the import. You can see the sending under Emails.
• Existing users with the same email address in your company are updated and do not receive an email. A line changes only the name and the role, and the employee ID if the file has the fourth column EmployeeID. If the file has no fourth column, the existing employee ID is kept. The user’s description and contact channels stay unchanged.
• If only the sending of the welcome email fails, the user stays created and the import continues. Send the link afterwards with the password reset action, see Users.
• The import does not assign teams. You do that under Teams and permissions; only then do the users appear in the team views of MatchLytics-Management.

The check verifies the number of columns, empty email addresses, the role and whether an address already belongs to another company. The application rejects an address of another company already at Check data. Before the first write, the import checks all lines once more; a faulty line then prevents the entire import. You correct changes to existing users with another import or under Users.

Next: Teams and permissions, Emails and templates for the log of the welcome emails.

Import TwentyFive profiles

With the profile import you load existing motivation profiles, for example from an earlier export. Each line is stored as a finished motivation profile of the user. As a result the profiles are available in MatchLytics-Management as soon as the user belongs to a team; the product must be enabled for your account, and without it Check data already fails. Only administrators can import.

To open the dialog, click the button of the same name on the TwentyFive Profiles card and proceed as described under Check and import data.

1. Create user – Creates the users from the file that do not yet exist in your company. New users get the role User and the welcome email.
2. Generate email addresses – Generates a placeholder address of the form …@example.com for each line instead of the address in the first column. The option only appears when Create user is active; for users with a placeholder address the system creates neither a sign-in account nor a welcome email.
3. Skip header – Ignores the first line of the data as a header line. Select the option when you import an exported file, because exports have a header line.
4. Upload file and Enter text – The tabs switch between dropping a file and pasting text. The data is kept when you switch.
5. CSV – The drop zone or the field takes the profiles and shows the format hint with the 36 values per line. The order of the columns counts, not their headings.
6. Check data and Import data – Check data checks the lines without writing anything. Import data then creates a new profile for each line, even if the same profile already exists.

About the options:

• Create user: Without the option, all users in the file must already exist in your company, otherwise the check fails. An existing user is kept, but only with the role User in your company; an address of another company or of an administrator is rejected by the application.
• Generate email addresses: The address …@example.com is a reserved example domain to which no email is ever delivered. A user created this way therefore gets neither a sign-in account nor a welcome email; they cannot sign in. If needed, enter a real address later in the Edit dialog under Users; the link to reset the password is not possible for placeholder addresses. Without Create user, the system rejects generated addresses because such users cannot exist yet. The first column of the file must still be present. Without this option, it must contain a valid email address.

Format: Each line contains one profile with 36 values, optionally followed by Role and EmployeeID. The application shows this format hint in the dialog:

Email,FirstName,LastName,Team,Date,Power,Achievement,Contact,Freedom,Red,Yellow,Blue,Knowledge,Empathy,Green,R-Red,R-Yellow,R-Blue,R-Knowledge,R-Empathy,R-Green,Past,Present,Future,Self,Partner,Group,Sensing,Intuition,Thinking,Feeling,Process,Result,Fact,Emotion,Sense[,Role,EmployeeID] (Date: dd.MM.yyyy or yyyy-MM-dd)

The values from column 6 onward must be numbers, with the period as the decimal separator. The import checks the number of columns (36 to 38), the email address (only without Generate email addresses) and the numeric values. The easiest way to a matching file is the export (see below); import it with Skip header selected.

Result: The profile carries the date from column 5, otherwise the date of the import. In MatchLytics-Management the user appears in the member list of a team as soon as you have assigned the user to a team; the import does not assign teams. The import cannot be undone, and using the same file a second time creates duplicate profiles.

Next: Employees and motivation profiles in MatchLytics-Management, Teams and permissions.

Export TwentyFive profiles

This export delivers the motivation profiles of a single user as a file, for example for an evaluation outside the applications. The profiles come from the results of MatchLytics-Management and MatchLytics-Assessment, imported profiles included. The file has the format of the profile import and can be loaded again with Import TwentyFive profiles. Only administrators can export.

1. Open Settings › Export.
2. Select a user in the Select User field.
3. Click TwentyFive Profiles.

The file twentyfive.csv contains the last three profiles of this user, one per line, the newest first. The Team column is empty. The export changes no data and sends no email; the access appears in the access log of the user under Users.

Export all users

This export combines the current profiles of all team members in one file. The teams you maintain under Teams and permissions determine which users are included; the profile comes from the results of MatchLytics-Management and MatchLytics-Assessment. Only administrators can export.

Click Export all users. The file all_customers.csv contains the current profile of every user who belongs to a team. Anyone who belongs to several teams appears once per team. The Team column contains the team name. Users without a profile or without a team are not in the file. System users are never included.

The columns correspond to the format of Import TwentyFive profiles: 36 values, followed by Role and EmployeeID. Role contains the name of the profile’s motivation type. It does not contain the user’s role. The date has the format yyyy-MM-dd. The file has a header line. The export changes no data and sends no email.

Export blocked users

A blocked user can no longer use the system; how to block a user is described under Users. The switch Export blocked users switches the export Export all users to blocked users. Because blocking removes a user from their teams, the Team column is empty for blocked users. The export changes no data, and only administrators can export.

Turn on Export blocked users and then click Export all users. The file blocked_customers.csv then contains only blocked users, one line per profile, in the same format as the export of all users. The Email and Team columns are empty for blocked users; blocked users without a profile are not in the file. Turn the switch off again to return to the normal export.

Export users

This export delivers the user list of your company as a table that you can edit outside the applications. Because the file has the format of the user import, you can change names, roles or employee IDs in the table and load the file back with Import users. Blocked users are not in the file, so an import does not touch them. Only administrators can export.

Click Users. The file users.csv contains all users of your company except system users and blocked users, with the columns Email, Name, Role and EmployeeID. The role appears in the file as human or admin. Select Skip header when you import it, because the file has a header line. The export changes no data and sends no email.

Export Usage

The applications record which pages your users open; this export delivers that usage log as a file, for example for your own evaluation of usage. The file contains names and page views of individual users, so treat it as personal data. Only administrators can export.

Click Export Usage. The file usage_data.csv shows which pages your users opened in the applications. It covers the current and the previous calendar month. Each line combines identical page views of one user.

Notes

The exports Export all users, Export blocked users and Users read at most 2000 users.

How to create, block and delete users one by one is described on the page Users.

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