Export User Data Via CSV

Summary

The CSV export feature allows you to export all 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.

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. Click Export to CSV.

  3. You will receive an email containing a download link.

    • Note: If you do not receive the email within a few minutes, please check your SPAM folder.

  4. Click the download link in the email, and then click Download.

    • Technical Constraint: The download link is valid for 15 minutes only. You must download the file without delay.

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: All available user data will be exported. The CSV export does not reflect any filters currently applied in the User Management interface.

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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