Import From File

Import From File Import allows you to import user data from a text-based file (e.g. CSV). As of version 4.11, the users no longer need to already exist. Create a file import as follows:

Select a file from which the column headings are to be taken (first line of the file - this line is not imported). This should be the file that you specify as the import file under File Settings. Once the file has been read, the drop-down lists of all fields are filled with the column headings (field names) from the file.

Field Description
Name Enter the display name to be used for displaying the import source in the import source list.
Execution interval Enter the execution interval here. When set to Never, the execution must always be started manually.

Create/Delete Users: If this option is activated, the file import will create non-existent users and delete users not present in the import file. If this is not activated, only existing users are updated.

Specify settings for the structure of the import file.

Field Description
File name Specify the complete path of the import file. Note that the import is performed by the UserService and that the UserService must have access to the file, see also Change System User.
Separator Specify how the data fields in the file are separated: semicolon, comma, TAB, or vertical line. No separator is required at the end of the line.
List Separator The content of a field can be a list (keywords, card numbers...). Specify which list separator you want to use (semicolon, comma, TAB or vertical line). It must be different from the separator.
Identifying Characteristic Specify which should be the characteristic that uniquely identifies a data record (Login or E-mail address).
Identifying Characteristic Column Select the column in which the identifying characteristic is located.
Field Description
Name Column for the display name of the user. If the Composition checkbox is activated, column names and fixed texts can be combined as desired, e.g. %firstname% %lastname%.

Only %column_names% but no %variables% can be used.
E-mail Column for the e-mail address of the user. If the entry in the import file is empty, the e-mail address in IQ4docs is removed.
Department Column to import a department for the user. If the department does not yet exist, it will be created.
Personal folder Column for the user's personal folder (the value in the specified directory is used as the personal folder).
Pin code If the Generate Pin Code option is enabled, a new pin code is generated automatically for all users who do not yet have a pin code. All allowed characters are used randomly to generate the pin code, see Define complexity of pin codes). If a user already has a pin code, a new one is not generated automatically.
Alternatively, the pin code can be imported from a column. This value then overwrites any existing pin code. If the entry in the import file is empty, the user's pin code is removed.
User keyword mapping Column for the user’s keywords. If several keywords are to be imported, the entry must be designed as a list (separated by the character specified under List Separator), e.g. word1,word2,word3.
Administrative identifier Column for an administrative identifier of the user (see also Administrative identifiers).

Specify the fields whose contents are to be imported into user-defined fields. User-defined fields are used during import just like other fields; see also Create Custom Fields For Users.

This area is only available if user-defined fields have already been defined for users.

Field Description
Card Number Column for the card number. If the column does not contain a value, this means that no card should be imported for this user, or that the card already imported for this user should be deleted (manually created cards are retained). The maximum number of access cards can be restricted, see Set number of registrable cards per user (meaning in this case that existing cards of the user can be automatically deleted by the import of a card).
Valid Until In this column you can enter a date value, the value of which indicates until when a card should be valid (note the date format of the server, e.g. DD.MM.YYYY HH:MM:SS). If the column has no value, the card never expires.
Field Description
Login name Attribute for the login name. The default value for Active Directory is sAMAccountName. If the entry in the directory service is empty, the existing value in IQ4docs is retained during the update.
Valid Until Here you have the possibility of specifying an attribute the value of which indicates until when the login is to be valid. With Microsoft Active Directory, for example, you have the possibility of referencing the attribute accountExpires. However, you also have the possibility of selecting an attribute in which a date was manually entered. The format of the date must, however, correspond to the country settings of the server on which the Utility Service is installed. If the attribute has no value, the login never expires. If the entry in the directory service is empty, it is also cleared in IQ4docs.
Field Description
Display Name Display name of the cost center - the user will see this name.
Cost Center Field to import a cost center for the user. If the cost center does not yet exist, it will be created.
Keyword Keywords can be generated automatically for the user during import. The value in the specified field is used as a keyword (this is always placed first in the user's keyword list). Additionally, group names in which the user is located can be used as keywords.

The user rights listed in the table below can always be granted (i.e. set for each imported user), imported depending on the entry in the import file, or managed manually.

  • Always Grant: Switch on Always Grant (import column is ignored and grayed out).
  • Depending on the import file: Switch off Always Grant. Then select a field that contains a value for that right (true or false).
  • Manage manually: If you do not want to import the right at all (but want to assign the rights manually in the user data record of IQ4docs), switch off Always Grant and do not select any column.
Field Description
Print in color The user is able to print in color.
Copy in color The user is able to copy in color.
Edit direct printer favorites yourself The user can choose their own direct printer favorites in the WebClient, see Select favorites and direct printer.
Change system settings on device If a user logs in to the device via the Embedded Client and this right is available, the user has administrative rights on the device (e.g. to make system settings on the device). The right is interpreted differently for each manufacturer/device, e.g. for Toshiba/OKI devices, when this right is set, all other rights are also set.
Use own address book The user has the possibility to maintain their own address book via the WebClient and use the entries on the device, see My address book. Without this right, the My Address Book area is not visible in the WebClient.
Create own workflows The user is permitted to derive and save a new workflow from an existing workflow on the device. Without this right the button is not visible.
Set workflow as favorite The user is allowed to mark a workflow on the device as a favorite. Without this right the button is not visible.
Use device function The user is allowed to leave the Embedded Client via the Copy menu > Device Function and use the device functions (menu of the device). Without this right the button is grayed out.
Show recent workflows The user can call up recently executed workflows on the device from the Last Used area. Without this right, this area is empty.
Save Changes To Device The user is allowed to save changes to the settings (e.g. language) permanently. Without this right, for example, the language can be changed temporarily, but after logging out, it is automatically reset to the default language.
See WebClient area "My scan jobs" The user can view the Scan Jobs area in the WebClient (see My Scan Jobs). Scans with the My Web scan destination are displayed here (see also Scan destination My Web module).
See WebClient area "My Tasks" The user can view the My Tasks area in the WebClient (see My Tasks). The documents of a document review are displayed here (see also Document review).
See WebClient area "Device Overview" The user can see the Device Overview area in the WebClient (see Device overview). This page allows the setting of direct printers, among other things, and the printing method can be set (some functions must be authorized individually).
See WebClient area “Users" The user can see the Users area in the WebClient (see User). On this page, you can authorize other areas individually (manage Microsoft account data (OneDrive), request a new pin code, change your password, manage your E-MailPrint addresses).
See WebClient area “Account statement" The user can see the Account Statement area in the WebClient (see Account Statement).
See WebClient area "Process release" The user can see the Process Release area in the WebClient (see Process approval).
Manage Microsoft account credentials (OneDrive) The user can see the Microsoft Account Link (Office365/OneDrive etc.) area in the Users area and manage their account data (see User).
Generate new pin code The user can see the Generate New Pin Code area in the Users area and request a new pin code generated automatically by the system (see User).
Change password The user can see the Set New Password area in the Users area and change their password saved in IQ4docs (see User).
Manage own E-MailPrint addresses The user can see the Address For E-Mail Print area in the Users area and store further e-mail addresses relevant for e-mail print (see User and E-MailPrint).

The import can be performed manually - independently of the automatic execution based on an interval. To do so, click Run in the list view for the desired import.

It makes sense to import certain data (e.g. name) from one data source only, otherwise the different imports will overwrite each other.