Import Users
This document provides the steps to import users in bulk into Naviga. It also provides the template fields and all available values to be used in the template.
Navigate to System Settings -> Setup -> Import Users
Download the template and fill in the excel sheet as described in the template section below. Note that User Import will import all names in the spreadsheet import template. Once the license count has been reached any additional names will be imported as Inactive.
Save the template to your desktop. Then click the “Browse” and select the template to upload. Click Test Import and the system provides you a list of errors in the import file.
Click the x Remove to remove the template. Then fix the errors in the template and re-save it to your desktop. Then repeat the browse and test import until you get a successful message.
Click Import File.
The system provides you with a success message. You can then lookup the users in the menu Security -> User Security.
Use the values and descriptions below to enter the correct values in your template. You can enter multiple lines to import multiple users. There’s no limit on the number of users you can import in one file.
User Name
MTM21
Free entry alphanumeric of username. It cannot already exist in the system and cannot have spaces.
User Administration and Read only on All User Security Nodes
Mandatory
First Name
Mary
Free entry of the user’s first name.
User Administration
Mandatory
Last Name
Moore
Free entry of the user’s last name.
User Administration
Mandatory
Security Group
ROOT
The security group’s ID as it is in Naviga system under the menu Setup -> Admin -> Group Security.
User Administration and Read only on All User Security Nodes
Mandatory
Administrator
Y
Y or N where Y is yes for the user to be an administrator and N for not administrator
User Administration
Optional
License Type
T
T: Time entry APOST: AP Invoice Approval. APAY: AP Invoice Payment Approval. Leave blank: For full license. These are the values in the System Settings User Administration menu for each user.
User Administration
Optional
Main Menu
CRM
This is the menu which this user will see either the CRM Main Menu or the Default Main Menu when logging into the system. Leave blank for the Default AD menu. CRM: Enter CRM if you’d like to have the CRM main menu view.
General -> User Settings
Optional
Time Zone
CST
EST, CST, etc., according to the user’s time zone. This value must match the time zones IDs in the system under the menu Setup -> Address Setup in the System Settings module.
General -> User Settings
Optional on import BUT once the user is setup in the system, this field must be set to allow user to utilize all functionality throughout the AD, CRM and Accounting modules.
Home Country
US
The home country of the user. This must match the country ID in the system. While this is optional, this is recommended to be filled in so that user’s reports and other functions can work accurately. This is under the menu Setup -> Address Setup in the System Settings module.
General -> User Settings
Optional
Access to Orders Sales Rep Groups
INT,NAT
This is the Group ID where the sales reps belong as in the AD menu Setup -> Sales rep Setup.
Access Control
Optional
Access to Orders Sales Rep Groups Allow Maintenance
Y,N
This will set the yes/no flag on whatever rep groups were set above
Access Control
Rep Type
M
M for Sales Manager or S for Sales rep; as in the AD menu Setup -> Sales rep Setup.
Access Control
Optional
Default State/Region ID
MN
This is the Region on Default State as identified in the system. This according to the System Settings module under the menu Setup -> Address Setup.
Access Control
Optional
Default Opportunity Type
AD
Typically AD for Advertising or EX for Exhibition. But custom opportunity types are now allowed so check CRM Module -> Setup -> Opportunity Configuration to see valid Opportunity Types in your database.
Access Control
Optional
Allow Advertising Sales
Y
Y for yes to allow advertising sales or N for No.
Advertising -> User Settings
Optional
Allow Exhibition Sales
Y
Y for yes to allow exhibition sales or N for No.
Advertising -> User Settings
Optional
Campaign Delivery
Y
Y for Yes and N for No to display campaign delivery.
Rep Summary and Home Page
Optional
Production Controller
Y
Y for Yes, this user is a production controller. N for No user isn’t a production controller.
Advertising -> User Settings
Optional
Default Home Page
A
This is the value which determines the default home page of this user. A is for the AD Home Page P is for Production Home Page, E is for Executive Home Page & Navigation
Advertising -> User Settings
Optional
A/R User Type
CC
This value determines the type of AR user this user is. A/R Default User: Leave blank; Credit Controller: CC; Credit Manager: CM
A/R -> User Settings
Optional
Default Pub Group
NAVIGA
This will set the default product group ID for this user. If you do not want a default product group, leave it blank
Advertising -> User Settings
Optional
Line Entry Preference
Q
Use Q for Quick Line Entry, Use F for Full line Entry and leave blank if the user should be prompted to choose desired method
Advertising -> User Settings
Optional
From Name
Kelly Smith
This can be used on forms if users desire a different name for display compared to their system name
General -> User Settings
Optional
Title
Demo Queen
This can be used on forms
General -> User Settings
Optional
Phone Number
2155551212
This is the users phone number
General -> User Settings
Optional
Fax Number
2155551213
Does anyone still have a fax? If so, you can use this field to enter it.
General -> User Settings
Optional
Logout Behavior
1
1 = Login Returns to Main Menu, [blank] = Login Returns to Last Page
General -> User Settings
Optional
Default Company
01
Use the company ID from Setup -> Company Setup in System Settings module. This may be 2 or 3 digits based on your setup.
A/R -> User Settings
Optional
Default Currency
EUR
Leave blank for system default currency, otherwise enter a currency ID from Currency Setup. This is not an often used field. See User Security doc for more details.
A/R -> User Settings
Optional
Email when Proposal is Approved from the Portal
If notification is to go to someone other than the user linked to the sales rep, enter the email address here.
Advertising -> User Settings
Optional
Email when Campaign moved to Status: Reserved 1-Contract Signed (R1)
If notification is to go to someone other than the user linked to the sales rep, enter the email address here.
Advertising -> User Settings
Optional
Email when Campaign moved to Status: Reserved 2 - more likely (R2)
If notification is to go to someone other than the user linked to the sales rep, enter the email address here.
Advertising -> User Settings
Optional
Email when Campaign moved to Status: Reserved 3 - most likely (R3)
If notification is to go to someone other than the user linked to the sales rep, enter the email address here.
Advertising -> User Settings
Optional
Email when Campaign is Confirmed
If notification is to go to someone other than the user linked to the sales rep, enter the email address here.
Advertising -> User Settings
Optional
Default Proposal Status
Q1
Options are Q1, Q2, or Q3
Advertising -> User Settings
Optional
Access To Other Reps
Y If Y, do not set anything for the following two fields.
This will give full access to other reps CRM activity. Will look like this in Access Control:
Access Control
Optional. Leave Blank for No
Access to Rep Group(s)
INT,NAT If set here, do not set anything for the prior setting, or the next setting.
Comma separated list of Rep Groups the user should be able to access. Rep Groups can be found in Ad module Setup -> SalesRep Setup -> Sales Rep Setup. Will look like this upon import
Access Control
Optional. If Set, this will require a Y or N in the following fields "View Notes" thru "View Opps"
Access Only as Defined in List
KSMITH,BHAGGLE If set here, do not set anything for the prior two
Comma-separated list of USER ID's.
If used, the following fields (View notes thru View Opps) will need a comma-separated setting for each defined user. (The user being created will be assumed set a Y to see all their own items.
Access Control
Optional. If Set, this will require a Y or N in the following fields "View Notes" thru "View Opps"
View Notes
Y,N
If there are multiple user ID's above, there will be multiple settings required for "View Notes" thru "View Opps" If setting by group, then only one answer required. If setting Access To Other Reps = Y, then this is not needed.
Access Control
Optional.
View Actions
Y
Y/N - see explanation in View Notes above
Access Control
Optional
Enter Actions
Y
Y/N - see explanation in View Notes above
Access Control
Optional
View Emails
Y
Y/N - see explanation in View Notes above
Access Control
Optional
View Comp Subs
Y
Y/N - see explanation in View Notes above
Access Control
Optional
Enter Comp Subs
Y
Y/N - see explanation in View Notes above
Access Control
Optional
View Proposals
Y
Y/N - see explanation in View Notes above
Access Control
Optional
View Opps
Y
Y/N - see explanation in View Notes above
Access Control
Optional
CRM Home Page / Menu
M
M for Managers home page; R for Rep Home Page
Managers Home Screen
Optional
Default Product Group
DEMO
Product Group ID to default on the Manager's Home Screen
Managers Home Screen
Optional
Reps To Display
KSMITH,SALESUSER1
These are USER ID's for which reps to display on the managers Rep Activity Screen. Can be left blank if the user is not a CRM Manager
Managers Home Screen
Optional
Show All To-Do's by Default
Y
Sets the default on the Rep's home screen to see all to do's (Y) or only currently due to do's (N)
Rep Summary ad Home Pg
Optional
Products To appear on Rep Summary
NAV10, NAV13, MAG1
Comma separated list of Product IDs to display on the Rep Summary report.
Rep Summary ad Home Pg
Optional
CC Self on Production Emails
Y
Y/N Flag to add themself to Production emails
Advertising -> User Settings
Optional
I Can Approve Campaigns
Y
Y/N setting. If Y, then the Next field will be relevant too.
Advertising -> User Settings
Optional
Campaign Approval Scope
G
A = Approve for anyone, G = Approve campaigns assigned to anyone in my security group, [blank] = Approve campaigns assigned to me
Advertising -> User Settings
Optional
Products to Display on Production Home Page
NAV10, NAV13, MAG1
Comma separated list of Product IDs to display on the production home page
Advertising -> User Settings
Optional
My Team of Credit Controllers
ACCTGUSER1,ACCTGUSER2,KSMITH
Only relevant if A/R user type for the imported user is CM. Names listed here must belong to users with A/R User Type = CC
A/R -> User Settings
Optional
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