Automating User Imports

Who is this article for?

Administrators responsible for managing users in Mazlan Home.

Admin Console access is required.

You can now automatically import users into Mazlan Home by delivering user files via a secure file transfer.

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

Considerations

Before you begin, review the following:

Encoding - CSV file must be saved using UTF-8 encoding.
Headers - First row of your CSV must contain the column headers exactly as specified in the CSV columns description table provided in the next section.
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).

Organisation specific - Each CSV file should contain data applicable for one organisation, identified by its unique Mazlan Home sign-in URL. For example, https://exampleorg.us01.hub.ideagen.com, https://exampleorg.eu01.hub.ideagen.com and https://example.us01.hub.ideagen.com represent different organisations.
Case sensitivity
- For customers set up before Mazlan Home release 5.2.0 (15 December 2025) using email-based sign-in, email address is case sensitive. For example, person@example.com differs from Person@example.com. Ensure the sign-in email exactly matches the one imported into Mazlan Home.
- For other customers, username is case insensitive.
Welcome emails - By default, administrators imported as Active receive a welcome email immediately while non-administrator users do not get a welcome email, allowing administrators to manage onboarding. This setting can be changed per organisation. See Configuring and sending welcome emails – Help | Ideagen Luminate

Building your CSV file

Columns

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

Item	Description	Values
AuthenticationType	User's authentication type. Defaults to Internal if left blank.	Supports the following values: internal - Sign in with email/password or username/password external - Sign in with Single Sign-On (SSO)
Username	User-friendly unique identifier. Following release 5.2.0, username is used as the sign in identifier.	Required and cannot be empty or null. This value can only be added or deleted, not edited. Supports the following: Minimum length of 1 characters. Maximum length of 128 characters. No empty strings. No whitespace characters (e.g. spaces, tabs, new lines, line breaks). No control characters (e.g. non-printable ASCII characters like NULL, backspace, escape sequences, or formatting characters like direction marks). When using the external authentication type, username must match the attribute mapped to the preferred_username user pool attribute. Email must match the attribute mapped to the email user pool attribute. Some apps have additional restrictions on username value where username must be in an email format. Consult the Ideagen team for further information. For customers provisioned prior to release 5.2.0 (your sign in screen asks you for an Email) Username must be the same as email in a valid email format (email will be used as the sign in identifier).
Email	Used as the contact address to send email notifications from Mazlan Home. Also used for Ideagen Luminate.	Required and cannot be empty or null. For customers provisioned prior to release 5.2.0 (your sign in screen asks you for an Email), email is used as the sign in identifier. If the email is updated, you will need to sign in using the updated email. For customers provisioned after release 5.2.0, changes to the email address will not affect sign in to Mazlan Home.
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.	Supports the following values: Active - Enable the user and send a welcome email Inactive - Deactivate the user without deleting them
Roles	User’s role(s) in Mazlan Home. Defaults to User if left blank.	Supports the following values: User - User with basic permissions Support - Ideagen staff with similar permissions as TenantAdministrator TenantAdministrator - Administrator for the Mazlan Home tenant
JobTitle	User’s job title.	Optional, can be blank. If populated, max length is 250 characters.
MobileNumber	User’s mobile number.	Optional, can be blank. If populated: 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.	Supports the following values: as, bn, zh-cn, hr, cs, da, nl, en-gb, en-us, fi, fr, de, gu, hi, hu, id, it, ja, kn, ko, ms, ml, mr, nb, or, pl, pt, pt-br, pa, ro, ru, sr, sk, sl, es, es-ar, sv, ta, te, th, tr, uk, vi
TimeZone	User’s preferred time zone. Defaults to Europe/London if left blank.	Must match supported timezones.
Protected	Indicates whether the user is protected from deletion. Defaults to TRUE.	Supports the following values: 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 Mazlan Home. Timeline for apps to integrate varies.	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 organisation at the Admin Console. For more information, consult refer to configuring default app instances for your organization.
(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
NewUsername	Optional field to make value changes to Username field	Accepted value is similar to the Username field. Used when you need to change the Username.

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 go to User Management within the Admin Console and export the current Users List. This will provide you with a list of all the columns commonly used for the Import CSV.

Configurating automated user imports

To configure automated user import settings:

Go to Admin Console, Settings.
Click to expand the Automated user import section.
Click Configure.

At the Automated user import settings, you will see the following configurations:

SSH keys - Register the SSH public keys to deliver user CSV files over SFTP (Secure File Transfer Protocol)
Email settings - Add email recipients for automated user import failure notifications
SFTP Credentials - Obtain credentials to deliver user CSV files over SFTP
SFTP Hostname - Obtain the address of the SFTP server that your organisation connects to when delivering user import files. Enter this value as the host in your SFTP client or automation tool.

SSH Keys

Connection to the SFTP hostname can be made via SSH Key or SFTP Credentials. If you choose to use an SSH Key, you will need to generate your SSH Key Pair prior to configuring it in Mazlan Home. To do that:

Generate the Key Pair : Open your terminal (Linux/Mac) or Command Prompt/PowerShell (Windows) and run the following command:
Locate Your Keys: The command creates two files in your current directory:
1. sftp_key - Private key (Never share this file)
2. sftp_key.pub - Public key (To be shared/uploaded)

To add the SSH Keys in Mazlan Home:

At the Automated User Import Settings, click on the SSH keys tab.
Click Add SSH key.
Key in your SFTP username. This value needs to be unique.
Click choose file to select your SSH public key (.pub file) or drag and drop your SSH public key to the designated file upload area.
Click Save to complete the registration.

SFTP Credentials

Connection to the SFTP hostname can be made via SSH Key or SFTP Credentials. If you choose to use SFTP Credentials, follow the steps below to obtain the credentials:

At the Automated User Import Settings, click on the SFTP credentials tab.
SFTP credentials defaults to Off. Toggle to On if you require SFTP credentials.
Once toggled to On, A set of SFTP username and password will appear on screen. This is what you can use for the SFTP connection.
If you toggle SFTP Credentials from On to Off, you will be warned that the existing SFTP credentials will be deleted. Click Delete to proceed if you no longer need the SFTP credentials.

Email Settings

You may want to add email recipients so that selected user(s) can receive user import failure notifications. To do this:

At the Automated User Import Settings, click on Email settings.
Click Edit to add/update email recipient for automated user import failure notifications.
Key in the intended recipient's email address
Click Add to add more recipients.
Click Save to complete the registration.

Automatically importing a CSV file

Automated import

You can make an SFTP connection using SFTP Client or programmatically. Connection to the SFTP hostname can be made via SSH Key or SFTP Credentials.
Once the connection is established, you can send the user CSV file to be processed.
Once the user file process is completed, you can view the status at the Import history
If the user file completed with failures, a failure notification will be sent based on the recipient list

Import history

You can check all types of user import history for any imports initiated via the user interface or automated user imports via SFTP as follows:

Go to Admin Console, User management.
Click Import history.
At the Import history screen, the following is available:
1. Status - whether the file has been processed successfully or failed or had a partial failure.
2. File name - the original file name uploaded to the SFTP server.
3. Imported by - Will appear as Automatic Import for automated user imports.
4. Date - Date and time when the file was processed.
5. Results - High level statistics on number of records processed.
6. Download - Click to download the file processed.

Failure notification

If you are configured as recipient at the Email Settings, you will receive an email if the user CSV file completed with failures. Below is a sample failure notification:

We do not send any notifications for files processed successfully.

Attachments

Userlist-template-6.0.0 (1).csv
541 Bytes Download

Considerations