As employees join and depart an organization, you need to grant and revoke their access to Motimate. In the context of cloud or Software as a Service (SaaS) applications, user account management is referred to as provisioning and de-provisioning. This also includes adding and removing users to groups based on what department they belong to and/or what role they have in the organization.
Prerequisites for being able to login and use Motimate services are:
- The employee has a user in Motimate and,
- The user belongs to certain set of groups based on what department and role the employee has.
The employee´s user accounts need to be provisioned before the users first login, and when they leave the company their accounts have to be deactivated.
Batch Scheduled CSV file transfer
The CSV file contains all the required user and group membership information for all employees that shall have access to Motimate. With CSV Imports, you may to set up a scheduled file transfer and send an updated employee data file each night. The file is transferred to Motimate by uploading the file through encrypted SFTP.
When Motimate receives the new file we grant and revoke access based on the information in the new file. If a new user account is added, it will be added to Motimate, and if a user account is not in the file anymore, the user is deactivated in Motimate. Motimate will also update existing user information and the users group memberships according to the file. If customer select this option, contact email@example.com and we will provide you with with the implementation details for SFTP and CSV imports.
This import method can be combinded with manual account manangement. Users and groups that are imported are marked as imported in the administrator page.
File content specifications
The CSV file has a set of required columns that must be included for a success ful import. You may download a copy of a CSV structure and sampel in Excel format here: The file format sample.
The organization needs to decide what should be the source system of the employee data that is needed in order to use Motimate. This should be the system that the organization uses to store employee master data.
GROUPS: Organizational hierarchical groups
The organization can choose to only use level 1 and level 2 groups. Level 1 is the whole organization and all users are added by default to this group. Using level 3-6 is optional. If these levels are not used just leave them empty in the file. Level 4-6 has the same fields as level 3 below. A group on level 3 will automatically be set as a child of the group on level 2. The level 4 group will be a child of the level 3 group. This is used to build a hierarchy of groups for the company. This hierarchy is used in several features in the product.
The custom groups are not related to other groups, and are typically used to provide a communication channel for employees with certain roles independent of their position in the organizational hierarchy. Examples of use of custom groups could be cross team groups for store managers, plumbers or household appliances specialists. Motimate is all about connecting people, and custom groups connect people across organizational structures. It’s possible to have as many custom groups as you like, and a person can be in as many custom groups as you have custom groups. In the import file, you must create one additional row for each custom group a user is a member off. Each new line must contain all the user data fields including the position fields and custom group fields.
You can not add a custom group in the same line as you import the person. Each custom group needs to be on it’s own line. In other words, one custom groups, require two lines. Two custom groups require three lines.
The import runs in the morning at 4:30, the filename must contain the current date. This means that if you create it prior to midnight, make sure it has the the next days date. There are also some other format requirements listed bellow:
- The file extension must be .csv.
- The file must be saved under the account uploads folder.
- The filename must include the date in the following format YYYYMMDD
- The file is UTF-8 encoded without BOM (Byte order mark)
- The file uses a semicolon – ; – as it’s delimiter.
- The file has all columns and the order is as described in the Columns section
By uploading a file with users to our SFTP server we will import the file and create new, delete old and update userdata of the users in Motimate each night.
Example: Acme Corporation wants to upload users file every day at 10PM. They want to start on January 1st, 2017. Since the importer runs on the morning of next day, the expected file format must be: /uploads/20170102.csv
Host : sftp.motimate.app
Username : <your-account-identifier>
<your-account-identifier> is the short name you see in the url. So for a Acme Corporation, they will have the url https://acme.web.motimateapp.com and the shortname is here acme. Password will be provided to you separately.
Data quality assessment
Many organizations have insufficient data quality for employee master data. This could be missing or wrong phone numbers, misspelled names, missing email addresses, employees that left the company 2 years ago are still registered as employees, wrong department associations etc. Bad data quality can cause problems when introducing Motimate in the organization since Motimate relies on the data for example to send passwords to the users by SMS and add users the appropriate groups. For this reason, the data should be reviewed and corrected before launching Motimate in the company to reduce problems when launching. Motimate can assist the company with reviewing data quality.
Manually created users have priority before imported users, and can not be deleted from the import. You need to handle manually reated users trought the webadmin manually. If you have problems with this or any other issues, please do not hesitate to contact firstname.lastname@example.org.