Uploading Users into HandsOn Connect Using the Apex Data Loader

This lesson assumes that you have already imported contacts into the system for the users that you wish to create and that you have already set up the Apex Data Loader.

Write a report to capture the First Name, Last Name, Email, and Salesforce ID of the contacts you wish to create users for.

Write a report to capture the First Name, Last Name, Email, and Salesforce ID of the contacts you wish to create users for.

Create a new report using the "Contacts & Organizations" type. Your report needs to have 4 fields, First Name, Last Name, Email, and Contact ID. Set a filter to exclude record where the Email field is empty, along with any other filters you need to narrow down your list of users. After you have run your report, click the "Export Details" button. Export File Format should be "Comma Delimited .csv." Click "Export."

Fill out the user template spreadsheet.

You can download a user template from this link: http://handsonconnect.zendesk.com/attachments/token/apkacxrtijfkvgc/?name=user_template.csv or simply create a spreadsheet with the following column headings: First Name, Last Name, Email, Contact ID, Username, Profile ID, IsActive, Alias, TimeZoneSidKey, LocaleSidKey, EmailEncodingKey, and LanguageLocaleKey. Username should be an exact copy of the Email column. Alias should be the first letter of the First Name followed by the first 4 letters of the Last Name. The following Excel formula should work: =LEFT(A2,1)&LEFT(B2,4) TimeZoneSidKey should be your time zone in a valid Salesforce format (e.g. America/New_York, America/Chicago, etc.) IsActive should be True. LocaleSidKey and LanguageLocaleKey should be en_US. EmailEncodingKey should be ISO-8859-1.

Filling in the Profile ID column

Filling in the Profile ID column

To find the profile ID for a user, log into Salesforce and go to: Setup > Administration Setup > Manage Users > Profiles. Click on the Profile you wish to assign to your users, it should be either Partner Staff, Volunteer, or Volunteer Leader. The Profile ID is the last 15 characters of the URL address, up to but not including the slash. Copy that string into the Profile ID column on your spreadsheet and save it as a CSV file.

Open the Apex Data Loader and Insert Records

Open the Apex Data Loader and Insert Records

Open your Apex Data Loader and press the insert button. For the first Data Loader operation, you will be asked to log in. Enter your Salesforce Username and Password. REMEMBER TO APPEND YOUR SECURITY TOKEN TO THE END OF THE PASSWORD. Click Login, then click Next.

Select the object and file

Select the object and file

Select User in the Salesforce object list. Then click browse to find the file you just created. Then click Next.

Create the field mapping

Create the field mapping

On the Mapping screen press "Create or Edit Map." On the screen that pops up, click "Auto-Match Fields to Columns" then click "OK." The window will close and you will be back on the Mapping screen. Click Next.

Select log location

Select log location

On the Finish screen, click Browse and find the directory where you want to store the success and error logs. Then click Finish. Your users should then be loaded into HandsOn Connect.

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