Import users, groups, and keywords from CSV file

Download this reference Excel spreadsheet to a folder on your computer:

CSV import - Users, groups, user-to-group relations, keywords etc.xlsx

You can then edit the spreadsheet, delete the example data, and enter your organization's groups, users, group memberships, phone numbers, and other data into the spreadsheet.

To add more rows, simply make a copy of a row that contains either a user or a group, and paste that row into the first empty row at the bottom of the spreadsheet.

If you need extra columns, you can view a list of all possible columns in the Administration Portal:

1. In the Administration Portal menu, select INSTALL > Portal Configuration, and make sure that Directory Sync is selected

2. To view a list of all possible columns, select NETWORK > Directory Settings and scroll to the CSV User import section. You can also use our Excel template for CSV file with all mappable fields, available in the following.

If you add or delete columns, always remember to update the mappings that you're going to set up in the following.

Details about the spreadsheet

• Row 1 contains column numbers and field names that you can map to the Zylinc solution. This is for your convenience only. The column names and numbers are helpful when you need to set up mappings, and when you work in the spreadsheet. Technically, the system ignores the first row when you select the box that tells the system that the first row is a header row.

• After row 1, several rows contain examples of groups

• After the groups, several rows contain examples of users. The memberof column for users contains a list of dn values for the groups that you want the user to be a member of, separated by the + character.

  For CSV files, a group can’t be a member of other groups. Only users can be members of groups.

• The dn column is a database key that must contain a unique value for each line in the spreadsheet. This spreadsheet calculates the dn value in a way that makes the value look similar to a distinguished name in Active Directory. This helps the value remain the same if you insert or delete rows in the spreadsheet. The value of dn is based on name and surname, and whether the type column contains the word Group or Person.

  For the dn, you can also use a simple counter, or another similar mechanism that provides a unique id or identity per row.

Excel template for CSV file with all mappable fields

If you need to work with example data for all mappable fields to, for example, test the features of some, or all, of the fields, you can use this Excel sheet:

CSV import - Users, groups, user-to-group relations, all fields.xlsx

You're going to use a feature in Notepad.exe (the one that is built in to Windows): When you copy a selection of many rows and columns from Excel to Notepad, Notepad converts each row to a new line in the text file, and each cell (or column) to strings separated by tab characters. Such a tabulator-separated text file is exactly what the Zylinc solution needs to import users, groups, and other data form an external source.

1. In the Excel spreadsheet, place the cursor in cell A1, and then press CTRL+A. Excel will automatically select only the rows and columns that contain data.

2. Press CTRL+C to copy that data to the clipboard.

3. Paste the data into Notepad.

4. In the Notepad menu, select File > Save As…

5. In Encoding, select UTF-8.

6. Save the file.

7. Copy the file to, for example, C:\Zylinc CSV file import\My CSV file with users and groups.txt on the Zylinc Windows Application Server.

1. In the Administration Portal menu, select INSTALL > Portal Configuration

2. Make sure that Directory Sync is selected

3. In the Administration Portal menu, select NETWORK > Directory Settings

4. In Server Address, enter the hostname or IP address of the Zylinc Windows Application Server. Example: WinAppServer

5. In Port, enter 35035

6. In CSV Codepage, select UTF-8

7. Click Save

In the CSV User import section:

1. Select Import CSV Users

2. In Delimiter, enter the separator character that you use in your CSV file. If you use the example CSV file, it uses tab separation, in which case you should enter \t to use the tab character as separator.

3. If you need to ignore the first line in your CSV file because it contains headers (which is the case in the example CSV file), select Headers.

4. In CSV File Path, enter the path to the CSV file, for example: C:\Zylinc CSV file import\My CSV file with users and groups.txt

5. In Database Mappings, set up the following mappings of Database Field to CSV Index:

   • Map Database Field dn to CSV Index 1

   • Map type to 2

   • Map memberof to 3

6. Click Save. You will see an error: Your settings has 1 error. Please correct this and press save again. Ignore the error.

7. In MemberOf separator, enter the separator character that you want to use to separate each group memberships of a single user within the MemberOf column. If you use the example CSV file, it uses a plus sign as separator, in which case you should enter + to use that separator.

8. Click Save

9. Continue to set up the following mappings:

   • Map name to 4

   • Map surname to 5

   • Map display_name to 6

   • Map department to 7

   • Map Info to 8

     To be able to search for keywords, you’ll need to map the column that contains the keywords to the Info field in the database, and set up CSV Keyword import as described in the following.

   • Map mobile_phonenumber to 9
   • Map short_phonenumber to 10
   • Map alias to 11
   • Map ntaccount to 11
   • Map initials to 11
   • Map smtp_address to 12

10. Click Save

In the CSV Keyword import section:

In the CSV example file in the following, this single file contains both keywords and the rest of the information. That’s why you’ll have to use the same CSV file, delimiter and headers in both sections.

1. Select Import CSV keyword
2. In Delimiter, enter the separator character that you use in your CSV file. If you use the example CSV file, it uses tab separation, in which case you should enter \t to use the tab character as separator.
3. If you need to ignore the first line in your CSV file because it contains headers (which is the case in the example CSV file), select Headers.
4. In CSV File Path, enter the path to the CSV file, for example: C:\Zylinc CSV file import\My CSV file with users and groups.txt.
5. In Keyword CSV column, enter the column number for the keywords column in the CSV file. If you use the example CSV file, enter 8.
6. In Seperator, enter the character that you use within the keywords column to separate each keyword. If you use the example CSV file, it uses a plus sign as separator, in which case you should enter + to use that separator.
7. In DB Key CSV Column, enter the column number for the column that contains dn. If you use the example CSV file, enter 1.
8. In Key, select DN.
9. Click Save.

1. In the Administration Portal menu, select SYSTEM > User Directory.
2. In Shortnumber length, select the length of the longest shortnumber in use (typical value for Danish numbers: 7).
3. In Default Country Code, for single country installations enter the country code (for example 45 for Denmark). For multi-country installations, enter 45 because a value is mandatory, and the country code doesn't matter in this case.
4. In Prefix, enter + (that’s a plus).
5. In External Line Prefix, enter 0 if 0 is required as prefix for outgoing calls. Otherwise leave the field blank.
6. In Primary PBX, select the PBX system that you use.
7. In Default Agent Phone, select the phone number column that you want to use for agent devices. If you use the example CSV, and you want to use desktop phones with the phone numbers specified in the short number column, select Short Number. Alternatively, if you want to use ZyDesk internal softphone as default agent device, select Internal.
8. Click Save.

For more information, see Specify number plan settings.

In the Zylinc Deployment Manager on the Zylinc Windows Application Server:

1. Select Deployment > Installation
2. In Installers, select DirectoryServer, and click Install Applications
3. In the Deployment Manager menu, select Deployment > Windows Services
4. In Deployed Services, select Directory Server
5. In Change Startup Type, select AutomaticDelayed, and click Change Startup Type
6. In Deployed Services, select Directory Server, and click Start Services

1. In the Administration Portal, click Logout
2. Log in to the portal again

This will reload the Administration Portal cache of users and groups.

1. In the Administration Portal menu, select NETWORK > Directory Settings.
2. In Group Member-of, add the group that you want all imported users to be members of to Included. For example, you can add the group System all from the spreadsheet.
3. Click Save.
4. Click Reinitialize in the top section of the page.

1. In the Administration Portal menu, select System > Client Configuration
2. In the Group Control section, in Type, select List Included Groups
3. Click Save
4. In Type, select List Excluded Groups
5. Click Save

If you add groups in the future, and want to make them visible Zylinc clients, repeat this procedure.

1. Open the following URL in a browser: https://<Zylinc Windows Application Server>:8443/ClientManager/

   Example: https://WinAppServer:8443/ClientManager

2. Ignore the security warning about the certificate, and continue to the website

3. Click Configuration

4. Log in with user name admin and the password for Tomcat instance ZyTomcat1-8080-8443 user admin

5. Click Reload Settings

• Log out of ZyDesk or the Administration Portal, and then log in again.

To test that the csv import works correctly, you can do the following in ZyDesk:

1. In the ZyDesk product's search field, enter +. This should return all the users.

   In the columns Shortnumber and Mobile, you should see phone numbers from the CSV file. In Name, you should see the full name (display_name), and Department should show the departments.

2. Right-click one of the users that have keywords, for example Clarence Barton from the example, and select Edit [name]. On the Keywords tap, in System Keywords, you should see each keyword on a new line. For example, for Clarence Barton, you should see the following System Keywords:

   • man and dog
   • mercury
   • space suit

3. Close the Edit [name] window.

4. To test that the keyword separator works correctly, you can search for one of the keywords that contain spaces. For example, you can enter man_and_dog in the search field. This should return one user from the example CSV file, Clarence Barton. If you enter man and dog (which means any of the words man or and or dog) into the search field, you should see six users in the search results.

5. Search for one of the group names. For example, you can enter management in the search field. This should return the users who are a member of that group (the two users Rogelio Blair and Wilbur Powers from the example CSV file).