You can update a users access rights, or apply access profiles to users in bulk through Folios Import functionality. While this can be done by downloading an import file and filling the details in from scratch, the preferred method is to export out a file with the existing users access roles, edit this file and then use it to import in your changes.
Exporting Users Access Roles
To export a file of users access roles, first go to Folios Admin section and select Users:
Then click on the ellipses and select Export Access Roles:
This will give you an excel file with a list of Users identified by their email, and the access roles or profile attached to them. If a user has multiple access roles then they will each be listed on a new line alongside the email:
Importing Users Access Rights
After exporting the access roles you can use this file to make your updates. If you don't want to make any changes to a user you can either delete that row from the file, or simply leave it as is.
Note: A user cannot have both access roles and a user profile. Adding a profile to a user with existing access roles will remove them, and vice versa.
The columns in the file are:
- Email: The email of the user. This will be used to identify the user account that the updates are applied to.
- Role: If applying roles to a user add each role that you want to apply to them on a new line, along with the email of the user. Use these articles for more information on Access Roles:
- User Profile: If applying a profile to a user simply list the profile that you want to apply to them alongside their email. For more information on user profiles use this article:
- Business Unit: If the Role that you are applying is based on Business Units, then you will need to fill in this column. The options are “All Business Units”, “Own Business Unit” or the title of a business unit. Use this article for more information on roles that can be broken up by Business Unit.
- Include Sub Business Units: Yes or No, depending on if you need to rights to apply to the sub business units of the business units in the previous column.
Once you are finished filling out your file you can save it, then import by going to the Admin screen and selecting Import:
Then Users:
Then click on Upload Data and select Apply Access Role to Users:
Then upload the file that you have filled out.