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Importing and exporting users

By SueAnn See
  • Last updated
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Who is this article for?

Administrators responsible for managing users in Ideagen Hub.

Admin Console access is required.

You can bulk import users into Ideagen Hub using a CSV file.

This article outlines the key considerations, formatting requirements, and step-by-step process to ensure a smooth and successful import.

1. Considerations

Before you begin, review the following:

  • Encoding - Your CSV file must be saved using UTF-8 encoding.
  • Headers - The first row of your CSV must contain the column headers exactly as specified in the CSV column description table.
  • Delimiter - Each column must be separated by a comma.

Tip
If you're using Microsoft Excel to edit your CSV file, double-check the export settings to ensure it uses commas as delimiters (not semicolons or tabs).

  • Organization specific - Each CSV file is specific to a single organization represented by the subdomain of your Hub sign in URL e.g. https://exampleorg.us01.ideagenhub.com, where exampleorg is the subdomain. Do not include users from multiple subdomains in one file.
  • Email case sensitive - For customers provisioned prior to Hub Release 5.2.0 (15th December 2025) that uses an email-based sign in and for users using Authentication Type: Internal, the email address you import into Hub is case sensitive. This means that person@example.com is not the same as Person@example.com.  Ensure that email address used for sign-in matches what you have imported into Hub.  This does not affect customers using Username-based sign in.
  • Username - Once created this cannot be changed. Some apps require the use of email address as the username. Please consult with your account manager for further information.
  • Welcome emails 
    • Administrators imported as Active will be sent a welcome email immediately.  To prevent this, import administrators with an Inactive status, and make them active once you are ready for them to sign in. 
    • By default, users who are not administrators will not be sent a welcome email. This is to allow administrators control over onboarding communications for the organization. This setting can be updated for each organization.

2. Updating a CSV file

2.1. Columns

Refer to the below table for a full breakdown of required and optional fields, valid formats, and examples.

Item Description Valid values
AuthenticationType User's authentication type. Defaults to Internal if left blank.
  • internal - Sign in with email/password
  • external - Sign in with Single Sign-On (SSO)
Username

User-friendly unique identifier. Required and cannot be empty or null. This value can only be added or removed, not edited.

Following Release 5.2, username is used as the sign in identifier.

Prior to Release 5.2.0 

  • Username must be in a valid email format (will not be used as the sign in identifier). 
  • When using external authentication type with SAML configuration, Username must match the Open ID Connect attribute mapped to the email User Pool attribute

Following Release 5.2.0

  • When using the external authentication type with SAML configuration, Username must match the Open ID Connect attribute mapped to the preferred_username User Pool attribute. Email must match the Open ID connect attribute mapped to the email User Pool attribute.
  • Consult the release notes for username value restrictions
Email

Used as the contact address to send email notifications from Hub. Also used for Ideagen Luminate. Required and cannot be empty or null.

Prior to Release 5.2, email is used as the sign in identifier. If the email is updated, you will need to sign in using the updated email.

Following Release 5.2, changes to the email address will not affect sign in to Hub, but will result in a new account being created for Luminate Community, Help, and Support.

  
FirstName User’s first name. Required and cannot be empty or null.
  • Maximum length is 64 characters
LastName User’s last name. Required and cannot be empty or null.
  • Maximum length is 64 characters
Status User’s status. Defaults to Active if left blank.
  • Active - Enable the user and send a welcome email
  • Inactive - Deactivate the user without deleting them
Roles User’s role(s) in Ideagen Hub. Defaults to User if left blank.
  • User - User with basic permissions
  • Manager - Reserved for future use with elevated permissions. Currently, with basic permissions similar to User.
  • Support - Ideagen staff
  • TenantAdministrator - Administrator for the Hub tenant
JobTitle User’s job title.  Can be blank.  Max length is 250 characters.  
MobileNumber User’s mobile number.  Can be blank.
  • Must start with a plus sign (+) and country code
  • Hyphens and extensions (e.g., x123) are not supported
PreferredLanguage User’s preferred language. Defaults to en-gb if blank. Currently, this is the only language supported.
  • en-gb
TimeZone User’s preferred time zone.  Defaults to Europe/London if left blank.
  • Must match supported time zones
Protected Indicates whether the user is protected from deletion.  Defaults to TRUE.
  • TRUE - User cannot be deleted from the system
  • FALSE - User can be deleted from the system
ProductInstances

Indicates the apps instances that the user should be assigned to. 

Note: This setting only applies to Hub. Timeline for apps to integrate varies.

 

Following Release 6.0.0:

  • Expects 

    • a pipe-delimited list of instance identifiers e.g. auditandrisk:production|auditandrisk:training|workrite: training|workrite:development OR

    • remove_all to remove all existing instance assignments OR

    • default to set instance assignments based on default values defined per organization at the Admin Console.

For more information, consult

Configuring default app instances for your organization – Help | Ideagen Luminate 
(application code:custom attribute name) Reserved for system configuration. Multiple columns available per application. Modifications require coordination with support to ensure integration compatibility.

  • Available following Release 5.2.0

Not sure how to build your own file?
You can find a template and an example import file in the Attachments section to help you put one together.

You can also log in to Ideagen Hub, Admin Console, User Management and export the current Users List. This will provide you with a complete list of all the columns used for the Import CSV.

Do not change usernames of existing users in the file
It's currently not possible to change a user's username in Ideagen Hub. If you attempt to change an existing user's username via the CSV file:

  • The original user will remain in the application.
  • A new user will be created in both Hub and the application.

This results in:

  • Two active users in Hub.
  • One existing active user in the application.
  • One new active user in the application.

Any data previously owned by the original user will remain associated with that original account.

3. Exporting a CSV file

If you already have users in your system, we recommend exporting your existing user list and using that CSV file as a basis for your import.

To export the file:

  1. Open the Admin Console.
  2. Go to User Management.
  3. Click Export.

4. Importing a CSV file

Once you've created or updated your CSV file, you have to import it for the changes to be reflected in Hub.

To import the file:

  1. Open the Admin Console.
  2. Browse to User Management.
  3. Click Import.

  1. Click New Import.

Hub-2.png

  1. Upload your CSV file by selecting it or dragging it into the window.
    The system will automatically validate the file to ensure:

    • All required headers are present
    • Data is formatted correctly

    If any issues are found, the import will be stopped and a list of errors will be returned for correction.

Hub-3.png

  1. Once validated, the CSV file is parsed.
    During this step:
    • New users will be added.
    • Existing users will be updated with the new details.
  2. Review the summary screen that shows the number of records imported successfully.
  3. Click Close to complete the process.

Attachments

 

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