Notes:
- The Manage Users Batch Load feature is available to users who are authorized to create new users through the System Admin > Users menu.
- The Manage Users Batch Load feature creates new Provider Portal users in batch mode. It is not yet integrated with the Licensed Provider Approval Workflow. Organizations that use the Licensed Provider Approval Workflow and include Physicians and Mid-Level Physicians through the User Batch Load feature must submit a Support Request to add these physicians to routing assignments.
Overview
Manage Users Batch Load was introduced in version 8.2. The feature offers a streamlined way to create new users in batch mode. The Administrator can upload large batches of new portal user accounts for a new practice, so you do not have to create numerous accounts individually.
Review the following notes about the Manage Users Batch Load feature:
- In the Manage Users Batch Load feature, administrators can download a formatted template with the noted required elements to populate for user import processes.
- All the Group and corresponding Role codes are listed on the template (tab 2) to assist in completing the template.
- The template provides up to three groups and roles that you can assign to each user, with the ability to specify which is the default group and role for each user.
- Each user import can accommodate up to 2000 new users.
- If the imported template has any invalid or missing data, the process terminates. Users are notified as to the precise row where the error occurs so they can correct or exclude the row from the next import attempt.
- All of your system's settings that apply to manual user creation also apply to Manage Users Batch Load processing.
Manage Users Batch Load
From the menu bar, select System Admin, then Users to open the Users page. The Batch Load button is available on the Users page next to Create User.
Batch Load
Select Batch Load to open the Manage Users Batch Load dialog box.
Download User Batch Load Template and Groups and Roles Listing (Tab 2)
When you select Download User Batch Load Template and Groups and Roles Listing (Tab 2), a spreadsheet is automatically downloaded to your device.
The spreadsheet is the template used to populate new imported users. The preformatted spreadsheet contains the following columns:
| Column Name |
Description |
| First Name |
Required. Up to 30 characters |
| Middle Name |
Up to 30 characters |
| Last Name |
Required. Up to 30 characters. |
| Primary Email Address |
Required. Must be formatted properly. |
| Primary Mobile Phone # (10 char) |
Must be properly formatted. If a value is present, you must also populate the Primary Mobile Carrier Code. |
| Primary Mobile Carrier Code |
Use the Mobile Carrier worksheet as your reference. You must use a valid Mobile Carrier code. If a value is present, you must also populate the preceding Primary Mobile Phone # element. |
| Username |
Populate this element if the C-Provider Portal Suggest Username Format system setting is set to 0. You can leave this element blank if the system setting is set to 1, 2, 3, or 4.
- 0: No suggested username.
- 1: First initial of first name + first initial of middle name + last name. For example: jbdoe.
- 2: Last name + first initial of first name +first initial of middle name. For example: doejb.
- 3: The username portion of the user's email address. For example: jane.doe.
- 4: Full email address. For example: jane.doe@domain.com.
|
| Group Code |
Required. This element is the user's default group. You must use a valid Group code from the downloaded spreadsheet's Tab 2. |
| Role Code |
Required. This element is the user's default role. You must use a valid Role code from the downloaded spreadsheet's Tab 2. |
| Group Code |
You must use a valid Group code. |
| Role Code |
You must use a valid Role code. |
| Group Code |
You must use a valid Group code. |
| Role Code |
You must use a valid Role code. |
The downloaded spreadsheet's Tab 2 contains all the Group Names, Group Codes, Role Names, and Role Codes in your organization. Use only the codes to populate the spreadsheet for each user.
Import Batch Load Template From Microsoft Excel
When you select Import Batch Load Template From Excel, a new dialog box is displayed. You can then select the completed Batch Load Excel file from your device, then select Import.
The system prompts you to confirm that you have selected the correct file; you can either cancel the process, or select OK to confirm and continue.
If the spreadsheet's format is correct, the import process begins. If the format is incorrect, an error message is displayed. You can select a different spreadsheet to import, then select Import.
If the selected spreadsheet's formatting is correct but has invalid data, an error message is displayed that indicates the row where the error occurs as well as the specific error that it causes. The process then terminates. You can correct the error and reselect the spreadsheet to try to import it again.
After the import process completes, a list downloads to your device that notes all the users who were imported successfully.
New users created through this process receive an email notification that contains their usernames and temporary passwords. The import process automatically generates temporary passwords.