The User Bulk Upload simplifies the task of adding and managing users in your Brainshark site in bulk. Updated user profile data is entered into the User Bulk Upload Spreadsheet by a Company Administrator.
Once complete, the User Bulk Upload Spreadsheet can be sent to Bigtincan Support for upload. This must be sent in or e-mail approved by the exact email address that is currently associated with an active Brainshark Company Administrator profile.
If you have installed the Batch Upload Utility on your computer, you may process the upload directly. Preparation of the User Bulk Upload Spreadsheet requires specific formatting and careful consideration. This document will help guide you through the process.
Table of Contents
- Adding New Users
- Updating Existing Users
- User Group Memberships
- User Bulk Upload Spreadsheet Requirements
- Column Headers & Values Chart
- Automating Completion of the User Bulk Upload Spreadsheet
- Ongoing User Updates
- Uploading the User Bulk Spreadsheet
Adding New Users
- Download the most recent version of the User Bulk Upload Spreadsheet.
- Populate the spreadsheet with the new user information.
- Refer to the Column Headers and Values chart below.
Updating Existing Users
- If you would like to gather a pre-filled form that contains all of your existing users, Company Administrators may gather a User Bulk Download spreadsheet from the application, under the Reporting tab.
- All data in the User Bulk Upload Spreadsheet will overwrite any existing data in the Brainshark user profile. Be careful to populate the User Bulk Upload Spreadsheet with all current profile information PLUS any edits to be made.
- Refer to the Column Headers and Values chart below; any questions can be directed to Bigtincan Support.
User Group Memberships
- Groups must exist in Brainshark before processing the User Bulk Upload Spreadsheet, otherwise an error will return.
- Group Names may be entered into Brainshark manually or systemically using the Group Bulk Upload Spreadsheet. (Download the Guide to Preparing the Group Upload Document.)
- Use columns named GroupName1 through GroupName20 to specify the groups to which a user should belong. Enter the group names EXACTLY as they appear in your site.
- If you’re using Brainshark Learning, Groups may affect dynamic enrollment into courses and/or curriculums.
- The users may only be added to 20 groups per User Bulk Upload form. If you need to add the user to more than 20 groups, this will require multiple forms.
- Refer to the GroupName section of the chart below for additional information.
User Bulk Upload Spreadsheet Requirements
- File must be in .csv format.
- Remove all commas (if editing in excel), apostrophes, bars and slashes in the spreadsheet. This includes names, titles, and email addresses.
- The spreadsheet must be used exactly as it is formatted. Do not delete, add, hide or rename any columns. Do not modify the headings or the format of the upload sheets.
- Remember to include all required data. If columns do not apply for your use, leave them blank or set them to the recommended default using the chart below.
- Include the header row in the file.
- Delete any empty rows/columns by highlighting all columns to the right of the last column completed and all rows under the last row completed (right click and select Delete) to be sure there are no cells containing data that may cause the .csv upload to fail.
- All fields on the User's profile can be updated EXCEPT the username. If an upload is submitted with a username updated, a new user will be created. If you would like to bulk update usernames, there is a separate form that may be processed directly within Brainshark.
- Some fields in the user bulk upload form are related to sunset features. You will not need to fill out those fields.
Column Headers and Values Chart
The following table includes the Column Headers in the User Bulk Upload Spreadsheet and the corresponding Column Values to include depending on the action you would like to take.
Required fields are highlighted in red and denoted below by an asterisk (*) next to the Column Header name.
| Column Header | Column Value |
| Action |
This field is not required. When used, only the following values can be entered in this field; all other commands will cause an error. NOTE: This field cannot be used to delete users or change usernames. Enter Add to create a new user. Entering this value for a user that already exists will cause an error. Enter Update to update the profile for an existing user. Entering this value for a user that doesn’t exist will cause an error. Enter AddorUpdateNonEmpty to only update the fields that have data populated.
Leave the field <blank> if you want to automatically Add if the user doesn’t exist, and Update if it does. |
| CompanyDirectory* |
Required field. All values in this field must be the same for the entire Bulk Upload Spreadsheet. Any rows that contain a different value for Company Directory than the value in the first row will not be added.
In this field, enter the login directory for the company. For example, if your Brainshark Site URL is www.brainshark.com/yoursite then enter “yoursite” (without the quotation marks) in this column. Do not enter the complete URL. |
| UserName* |
Required field. Enter the username you want to add/update within the Brainshark site specified in the Company Directory field. |
|
Password* |
Required field. If Action field contains Add: Enter the password to use for the user being created. If Action field contains Update: The existing password will be maintained Enter a password for an existing user if you would like to change it. The password field must contain a value for new users. Even if you are selecting the option to have the system generate password for your users when they are created, it is still necessary to have a value in this field when populating the User Bulk Upload Spreadsheet. The password entered must meet the password policy of the company site specified in the Company Directory field. You could upload a simple password and require the user to create a new one on first login.
SELF-REGISTRATION USERS NOTE: If the Ignore password on update is set, then this column is ignored on update. If it is clear, then the password is updated to this value. |
| LastName* | Required field. The last name of the user. |
| FirstName* | Required field. The first name of the user. |
| Title | The title of the user. |
| Department | The department of the user. |
| Phone | The phone number of the user. |
| Email* |
Required field. The email address of the user. NOTE: Email address entered must be unique for each user, contain the appropriate ‘@’ symbol and domain. Incomplete, inaccurate, duplicate or missing email address will cause the Upload to fail. |
| CompanyName | The company name to which the user belongs. |
|
CreatePersonal Folder |
This field controls whether a personal authoring folder is created for the new user. Users with a personal authoring folder will immediately have authoring rights once this spreadsheet is uploaded. If Action field contains Add: Enter 1 for Yes or 0 for No. If select Yes to enable, also complete MayRequestGA and MayMakeGAOwner fields. Note: If Action field contains Update, this field is ignored. If an authoring folder already exists, Brainshark will not remove it. |
| IsCompanyAdmin* | Required field. This field controls whether the user is created as a company administrator. Company administrators have elevated privileges which help them manage the Brainshark application and its use. Enter 1 for Yes or 0 for No. |
| MayEditProfile* | Required field. This field controls whether the user may edit his/her own profile. A user profile includes personal information including but not limited to name, address, phone, and communication preferences regarding newsletters and notifications from Brainshark he/she has elected to receive. Enter 1 for Yes or 0 for No. |
| IsActive* | Required field. This field controls whether the user is Active or Inactive. Inactive users cannot log in. Enter 1 for Active or 0 for Inactive. |
| Address1 | The address 1 of the user. |
| Address2 | The address 2 of the user. |
| City | The City of the user. |
| State | The State of the user. |
| Country | The Country of the user. |
| PostalCode | The postal code of the user. |
| Custom (1-50) | Custom fields can be used to store user specific information such as an employee ID number, office number or location and other user relevant information not already available in the user profile fields. It is not advisable to store personal information in the custom fields (i.e., social security number) or other data that is subject to privacy regulations. 50 custom fields are currently supported. |
| UCI | The Unique Company Identifier (UCI), if any, used by the company to uniquely identify the user. This is usually for SSO login purposes. |
|
MayCreate Interactions |
This is a sunset/discontinued setting that used to determine if authors could create question slides. That function is now available to all authors. You do not need to fill this out. |
| IsLearningAuthor* | Required field. This field controls whether the user is a Learning Course Author. Only applicable if your company site has Brainshark Learning enabled. Enter 1 for Yes or 0 for No. |
| IsLearningManager* | Required field. This field controls whether the user is a Learning Manager. Only applicable if your company site has Brainshark Learning enabled. Enter 1 for Yes or 0 for No. |
| IsLearningAdmin* | Required field. This field controls whether the user is a Learning Administrator Only applicable if your company site has Brainshark Learning enabled. Enter 1 for Yes or 0 for No. |
|
MustChange Password* |
Required field. This field controls whether the new user is prompted to change his/her password on the first login. Enter 1 for Yes or 0 for No. If the Action column is set to Update, and the company does not want existing passwords to be modified during the upload process, enter 0 for No. |
|
DefaultApplication* |
Required field. Sets the default application the users see when they login. If using the default application for this site, enter “<<default>>” for each row in this column. Other options include (enter exactly as shown):
If not specified, users will see the company default Content Portal. Any other value will return an error. If the user does not have access to the application specified in this field, the user will see the company default application. |
|
DefaultHomePage* |
Required field. Enter “<<default>>” for each row in this column. |
|
MayRequestGA* |
Required field. Applies when Create Personal Folder is enabled for the user. Controls whether this user can request a guest author for a presentation. Enter 1 for Yes or 0 for No. If select Yes to enable, also complete MayMakeGAOwner field. |
|
MayMakeGAOwner* |
Required field. Applies when Create Personal Folder and May Request GA are enabled for the user. Next, determine whether the user may make a guest author the owner of their presentation. Enter 1 for Yes or 0 for No. |
|
MayDeleteGAPres* |
Required field. If May Request GA and May Make GA Owner are enabled, consider whether the user is able to delete presentations owned by a guest author. Enter 1 for Yes or 0 for No. |
|
Bio |
Text field where you can enter a short biography of the user. If the biography contains commas or quotes, they must be in quotation marks and use standard quoting rules. Do not use line breaks (return, enter). |
|
IMDisplayText |
This is a sunset/discontinued functionality. You do not need to fill this out. |
|
IMLinkID |
This is a sunset/discontinued functionality. You do not need to fill this out. |
|
IMLInkType |
This is a sunset/discontinued functionality. You do not need to fill this out. |
|
Use these fields to specify up to 20 groups to which the user should belong. The Groups must exist in your Brainshark site before running this User Bulk Upload; the name entered in this field must exactly match the name of the group as it appears in the Brainshark site. Be careful of leading or trailing spaces.
Groups should be added starting with Group 1 and are added based on the groups to which you want to add the user. We recommend you cut and paste the group name from your Brainshark site as it must be EXACTLY as specified in the application or the upload will fail.
The group column does not need to be exclusive to one group. For example: User 1 is enrolled in Marketing(group1,) Management (group2), Sales (group3); User 2 is enrolled in Engineering (group1),Management (group2), IT (group); User 3 is enrolled in IT(group1),Engineering (group2),Tech Support (group3).
Please alert Bigtincan Support if existing user groups are to be updated when submitting the upload. |
|
|
SecondaryEmail |
Secondary email for the user. |
|
ReceiveBrainshark Newsletter |
The Brainshark newsletter has been sunset/discontinued. You do not need to fill out this field. |
|
ReceiveAdmin BrainsharkNewsletter |
The Admin Brainshark newsletter has been sunset/discontinued. You do not need to fill out this field. |
|
SendWelcome Email* |
Required field. This field controls whether to send the user an email which includes a randomly generated password and the link to the Brainshark site, or to use the default password identified in the required Password field. Note: This only works if the Ignore Password on update field is turned OFF.
If Action field is set to Add, enter 1 for Yes (to send the Welcome email with the randomly generated password as soon as this upload completes) or 0 for No (to not send the email and instead apply the password entered in the required Password field). |
|
DisabledCreate Presentation FromWizard |
Wizards are a sunset/discontinued feature. You do not need to fill this out. |
| SSOKey |
The string identifier that your company's identity provider will pass to Brainshark to identify this user for single sign on. Contact Bigtincan Support for assistance with this field and SSO configuration. |
|
ReceiveGetting Started |
This is a now sunset/discontinued function that used to send out a series of emails to new users about how to use Brainshark. You do not need to fill this out. |
|
ReceiveViewing ActivitySummary* |
Required field. This field determines whether to automatically send the user the Viewing Activity Summary Report for all presentations the user Authors/creates. Enter 1 for Yes to send the report. Enter 0 for No if you don’t want the report sent. |
|
ReceiveAdminNews |
This is a now sunset/discontinued function that used to send an Administrator news communication. You do not need to fill this out. |
| ReceiveViewReceipts |
This field determines whether to send the author or referring user a View Receipt email after every view on their content. Enter 1 for Yes or 0 for No. Sets value to 0 if not populated on Update or Blank Action |
| ManagerUsername |
This field contains the username of the user’s manager, if one is assigned. |
|
Upload Presentations |
This field controls whether the user is able to add Upload Presentations. Enter 1 for Yes or 0 for No. (If the user will be creating content enter 1.) Sets value to 0 if not populated on Update or Blank Action Note: This must be combined with Authoring permissions to at least one folder in order to access the Create button. |
|
CreateAnimated Content |
This sunset/discontinued field used to control if authors could upload PowerPoints with animations. All authors may now upload content with animations, so you do not need to fill this out. |
|
CreateChallenges |
This field controls whether the user is able to create Coaching Activities. Only applicable if the site designated in the Company Directory field has Coaching enabled. Enter 1 for Yes or 0 for No. Sets value to 0 if not populated on Update or Blank Action |
|
HeadCoach |
This field controls whether the user is a Challenge Administrator (Head Coach). Only applicable if the site designated in the Company Directory field has Coaching enabled. Enter 1 for Yes or 0 for No. Sets value to 0 if not populated on Update or Blank Action |
| ReportingEnabled |
This field controls whether the user is able to access the Reporting tab. Enter 1 for Yes or 0 for No. Sets value to 0 if not populated on Update or Blank Action |
| CoachUsername |
This field contains the username of the user’s Coaching Activity reviewer, if one is assigned. |
| Mobile |
Enter the user's Mobile phone number for Multi Factor Authentication with Brainshark, and Bigtincan Hub if your company has access to both platforms |
Automating Completion of the User Bulk Upload Spreadsheet
How you wish to populate the User Bulk Upload spreadsheet is your choice. Perhaps you choose to manually complete the spreadsheet, or perhaps you choose to write a program that will populate the form based on a feed from an HRIS or LDAP database. Any development required to automate the process of populating the spreadsheet is the responsibility of the customer. Regardless of the method used to populate the data, the User Bulk Upload requirements above, must be followed.
Ongoing User Updates
Once you have completed the initial loading of users, you may still need to maintain those users going forward. Whether that’s adding new users, or modifying the records of existing users, this can be handled using the User Bulk Upload spreadsheet, or by manually editing the users through the Administration module. If you intend to use the User Bulk Upload process for this ongoing maintenance, Brainshark requests that you only send the delta moving forward; that is, only send a spreadsheet representing the new or modified users’ information. If a user record is not changing, then it does not need to be included in the update.
Uploading the User Bulk Spreadsheet
When you are ready to start the actual upload, a Company Administrator can send it to Support@Bigtincan.com for processing. If you want Bigtincan Support to process your upload, in the email please include your name, email address, telephone number and your Brainshark Company ID (or full site url starting with www.brainshark.com/xxxx).
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