CSV Import

CSV Import bulk-creates and updates user accounts from a comma-separated values file. It is ideal for initial system setup, periodic batch updates, or environments where a directory service is not available. Accounts are matched to existing users by their login, so re-importing an updated file keeps records in step without creating duplicates.

How CSV Import Works

When you start an import, OptimiDoc reads the file, skips any row that is missing a given name or surname, and then, for each remaining row, matches it against existing CSV-imported accounts by login:

• If no matching account exists, a new user is created with the credentials supplied in the row.

• If a matching account exists, its fields are updated from the row.

• Departments named in the file are matched by name, and created automatically if they do not yet exist.

CSV import never deletes accounts — the "Deleted" figure in the result is always zero. Only directory sources (Active Directory, Azure AD, Google Directory) remove accounts that have disappeared from the source.

Navigating to CSV Import

1. In the left sidebar, expand Users and click User Import.

2. Click the CSV Import tab.

Preparing a CSV File

The file must meet the following requirements:

• The first row contains the column headers.

• The file is encoded as UTF-8.

• Fields are separated by commas (,); values containing a comma are enclosed in double quotes.

Supported Columns

The header names below are matched to the account fields (case-insensitively). To avoid parsing errors, include all of the columns in the header row and fill in only the values you have.

Given name and surname are required: any row missing either value is skipped and not imported. This mirrors the "import incomplete users" behaviour of directory sources, which is always off for CSV.

Example CSV Content

Login,GivenName,Surname,Department,Password,Email,Pin,HomeFolder,Card
jsmith,John,Smith,Sales,,john.smith@example.com,1234,\\server\home\jsmith,ABC001
jdoe,Jane,Doe,Marketing,,jane.doe@example.com,5678,,ABC002
bwilson,Bob,Wilson,IT,,b.wilson@example.com,,,

Importing via File Upload

1. In the CSV Import tab, locate the file upload area.

2. Either drag and drop a CSV file onto the upload zone, or click the zone to open a file browser.

3. Only .csv files are accepted; the selected file name and size are displayed.

4. To change the file, click the X next to the file name and select a new one.

5. Click Start Import to begin.

Importing via Server Path

If the CSV file is already stored on the OptimiDoc server:

1. Enter the full file path in the Path field (for example, C:\import\users.csv).

2. Click Start Import.

Note: The path field and file upload are mutually exclusive. Selecting a file disables the path field, and vice versa.

Monitoring Import Progress

Once the import starts:

1. The Last Import Result card at the top of the page shows the current status with a progress bar.

2. Status messages describe the current operation (loading rows, creating and updating accounts).

3. When the import finishes, the result card reports:

A success or error notification is displayed when the import completes.

Handling Existing Users

When a row matches an existing account (same login from a previous CSV import):

• Changed fields — name, surname, department, e-mail, PIN, card, home folder, password — are updated.

• A value left blank in the file clears the corresponding credential that was previously set by CSV import; credentials entered manually or supplied by a different source are not affected.

• Uniqueness is enforced for login, PIN, and card values: a row whose PIN or card would clash with another user is reported and that value is skipped.

Troubleshooting

Related articles

• Active Directory Import

• Automatic Synchronisation

• Managing Users

• Mass Operations