User provisioning from text file data source

Overview

A text file (also referred to as CSV files because of the format they most often come in) are one of the simplest to translate authoritative data from an HR/ERP/SIS system into new user accounts.

Because virtually every HR/ERP and SIS system provides a way to export text files, this will work for most any organization. Working with text files also has another major advantage in that it doesn’t require a detailed understanding of the backend HR/ER/SIS database inner workings.

What is a CSV file?

A comma-separated values (CSV) file stores tabular data (numbers and text) in plain text.

Each line of the file is a data record. Each record consists of one or more fields, separated by commas.

The use of the comma as a field separator is the source of the name for this file format. If the data (numbers or text) in the file needs to contain commas, then a colon symbol can be used with Cayosoft Administrator.

CSV sample Files

Sample CSV Files can be found on the Cayosoft web site at: https://www.cayosoft.com/training/lab/

Lists and data folder

The default location for opening text files is the Cayosoft AdministratorLists & Data folder.

The default location for this folder is

 C:\Program Files\Cayo Software\AdminAssistant\Lists

But it can be changed to a different folder or a network share by specifying a UNC path Console > Configuration > General > Default Folders.

Cayosoft Administrator text editor

When a text file is specified in a rule, the Cayosoft Administrator Text Editor can display and edit the information.

Rule: Text File | Create AD Users

This rule will query the specified text file data source that is in a comma separated variable format (CSV) and provision new user accounts according to the Action Section settings.

If the users in the text file already exist in Active Directory, one of the following will occur:

1. The user creation will fail with the error that the user account already exists.

2. If the system is not configured to avoid duplicate account create and Alternative Name Generation rules have been configured – a new user with a unique name will be created.

RECOMMENDED: If the system is configured to avoid duplicates, then creation for this user is skipped and the next record in the text file is processed. Avoiding duplicate account creation is done by configuring the Skip user if anchor attribute already exists attribute in the More Options section of the rule.

CSV files can be created in Microsoft Excel and saved as a CSV file or using the Notepad. Under Query, select Import CSV File then click Edit. Select the file containing the users to be created.

The Query's source text file requires the following CSV (comma separated value) format:

FirstName,LastName,Initials,Description,Department,Title,Office,EmployeeType,OfficePhone,Mo Adam,Arturo,AA,New York Accounting Demo User,Accounting,Accountant,New York,FT,1-
212-555-0272,,3890,OrderByThumb Inc.

Add the Text File | Create AD Users Rule to a Runbook

1. Select or create a new Runbook.

2. In the Sequence section, click New rule.

3. Complete the wizard.

4. Configure the as described in the following article: Text file | Create AD users rule.