Description
You can easily upload user attributes to overwrite the existing data that is read from the Azure Active Directory/Google Directory.
If you want individual users to edit their own contact details, then please see how users can manage their contact details.
If you want to make edits at a larger scale, then User Details Upload via CSV is the recommended option.
NOTE: The User Details Upload feature is available to users on Standard or Pro Plans. For more information on pricing plans, see Exclaimer pricing plans.
How to access it
To access the User Details Upload option:
- From the left-hand pane, click Configuration, then select Manage User Data.
NOTES:
- Once you have successfully configured your Exclaimer - Signatures for Microsoft 365 subscription - the following options are available: Manage User Data, Manage Mail Flow, Outlook Signatures and Exchange On-Premises.
- Once you have successfully configured your Exclaimer - Signatures for Google Workspace subscription - the following options are available: Manage User Data, Manage Mail Flow and Gmail Signatures. - In the right-hand pane, under User Details Upload, are all the relevant options.
NOTE: If the User Details Upload functionality has not been enabled for your subscription, a message will be displayed. Please contact the Exclaimer Sales team to enable this functionality for your subscription.
Uploading User Contact Details
Required!
- You need to be logged in as an Exclaimer Administrator to use the User Details Upload functionality.
- You need to be logged in as an Exclaimer Administrator to use the User Details Upload functionality.
To override the existing Azure AD data, the following options are available:
- This will overwrite all existing data for the tenant; this means any previously uploaded data will be replaced with the new data.
- This will overwrite any data updated by individual users via the Manage your contact details screen.
- The current data will be automatically downloaded to the Downloads folder and can be used to restore to the previous state if required.
- This option helps in retaining only valid users within the tenant.
Example: In some situations, the CSV upload file can contain email addresses that don't exist in the AD; the email addresses could have been mistyped, or they don't correspond to a real person. So, the Import full option helps remove users previously added by CSV imports and retains only valid users.
Steps to overwrite the CSV file
- Click OVERWRITE ALL to overwrite a CSV file.
NOTE: The OVERWRITE ALL option will overwrite all existing data for the tenant - this means any previously uploaded data will be replaced with the new data. Select Proceed with Overwrite All to confirm that you wish to continue with the Overwrite All upload.The Open window is displayed.
- Navigate to the folder where the CSV file is located, then select the file.
The Authorization in Progress message is displayed.
- Once the overwrite all procedure has been successful, the Export Existing Successful message is displayed:
- This will merge the existing data with the (updated) uploaded CSV file.
You don't have to export the existing CSV file and make changes to import it again - you can import only the users and fields you wish to update.
Please note: You can only import users. You cannot import groups, group memberships and domains.
For example:
Let's assume your existing CSV file consists of the following user attributes:
And you wish to update the 'Department' attribute for only user, Tom.
To do this, you can perform a partial import using a CSV which contains only the user's email address and the attribute(s) you wish to update.
For example:
The existing CSV file data will be merged with the (updated) uploaded CSV file.
Your CSV file will now look similar to this:
Steps to update the existing CSV file
- Click UPDATE EXISTING to import a CSV file.
The Open window is displayed.
- Navigate to the folder where the CSV file is located, then select the file.
The Authorization in Progress message is displayed.
- Once the update existing procedure has been successful, the Update Existing Successful message is displayed:
NOTES:
Please see the following validation rules for Import Full and Import Partial CSV uploads:
- The file cannot be empty.
- The first CSV column must always be Email.
- The User ID can be specified as ID or ObjectID. If it is not specified, then Email will be used instead.
- The Display Name can be specified as DisplayName or FullName. If it is not specified, then Email will be used instead.
- Each user may have up to 100 fieldsets; any additional headers must have empty values.
- The headers must start with a letter followed by alphanumeric characters (only . and _ special characters are allowed). Please take care when creating header names; any mismatches will be treated as new columns.
- File upload limit: 150MB
- MaxColumns: 100
- MaxFieldLength: 255
- MaxValueLength: 256
Please see the following validation rules for Import Full and Import Partial CSV uploads:
- The file cannot be empty.
- The first CSV column must always be Email.
- The User ID can be specified as ID or ObjectID. If it is not specified, then Email will be used instead.
- The Display Name can be specified as DisplayName or FullName. If it is not specified, then Email will be used instead.
- Each user may have up to 100 fieldsets; any additional headers must have empty values.
- The headers must start with a letter followed by alphanumeric characters (only . and _ special characters are allowed). Please take care when creating header names; any mismatches will be treated as new columns.
- File upload limit: 150MB
- MaxColumns: 100
- MaxFieldLength: 255
- MaxValueLength: 256
- This will export user-entered details to a CSV file.
If you are updating the contact details for many users, then we recommend you use the Export option.
The CSV file exported can also be treated as a template for users to get started quickly if there is no override data. The headers are pre-populated with the list of fields in the tenant, and the first column is pre-populated with emails.
Steps to export the existing CSV file
- Click EXPORT EXISTING to export the CSV file.
- Once the CSV file is successfully downloaded, the Export Existing Successful message is displayed:
You can now edit the CSV file and, as required, perform a full import (overwrite) or partial import (update existing CSV).
Have you got a question? Please take a look at our Frequently Asked Questions page.