Export User Data Via CSV

Summary

The CSV export feature allows you to export portal users and their complete profile information from the User Management section. This process generates a comprehensive semicolon-delimited file containing standard profile fields, with options to include additional custom fields upon request. This feature reliably supports portals with up to 150,000 users and will respect any filters you apply prior to exporting.

Who?

  • Required Permissions: Users must have the specific Export user data permission enabled.

  • Target Audience: Portal Administrators, User Management Stakeholders, and IT Security Auditors.

Why?

  • Data Auditing: Easily audit user accounts, last login dates, and account statuses for compliance.

  • User Management: Review permission profiles and assigned user groups in bulk without navigating individual profiles.

  • Reporting: Analyze platform adoption by tracking the number of logins, departments, and company names.

How?

Create a User Data CSV Export

  1. Navigate to Settings > Users & rights > User Management.

  2. (Optional) Apply filters or search on the User Management page to limit the list of users; these filters will apply directly to your export, keeping the file smaller and faster to download.

  3. Click Export to CSV.

  4. The report will start downloading directly in your browser.

Available CSV Fields

  • Default Fields: First name, Last name, User ID, Username, Email Address, Last Login Date, Account Status, Country, Phone Number, Job, Company Name, Department, Number of Logins, Permission Profile, Assigned User Groups, Created Date, Deactivation Date, SSO Only, and Website.

  • Optional Fields: Contact Support if you want to add Department code, Address, Postal code, City, Twitter account, Linkedin account, State, Fax, Opening hours, Office Number, Cellphone number, or Second address details.

  • Note: Placeholder users (created for UARs)—which are inactive users with pending or rejected UARs—are intentionally excluded from the export.

Troubleshooting: Fixing Misformatted Files

The generated CSV file is semicolon-delimited. Depending on your computer's regional settings, it may display incorrectly. Use one of the following methods to open it properly:

  • Apple Numbers (Mac):

    • Open the downloaded CSV file directly in Numbers; it automatically detects the formatting.

  • Google Sheets:

    1. Open Google Sheets and create a new blank spreadsheet.

    2. Click File > Import.

    3. Go to the Upload tab and select the downloaded CSV file from your computer.

    4. Click the Separator type dropdown and select Custom.

    5. Enter ; in the Custom separator field, then click Import data.

  • Microsoft Excel:

    1. Open the downloaded CSV file in a text editor (such as Notepad on Windows or TextEdit on a Mac).

    2. Add a new line at the very top (the beginning of the file) and enter: sep=;

    3. Save the file and close the text editor.

    4. Reopen the file directly in Microsoft Excel.

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