Bulk Editing for CloudManager for Google

In CloudManager, you are able to create / delete / update users one by one. You may also need to do this for multiple users at the same time, it may not even be users but shared contacts or even groups. In this case, CloudManager allows you to conduct bulk editing via either a CSV (comma separated file) or a Google Sheet. Each item type (user/contact/group) that requires some editing (creation / updating / deletion) requires different levels of compulsory and optional information, as such in this guide each item type will be broken down under each editing type.

 

 

Exporting

Before going into how to make changes, it's best to describe how to export data first as this will allow for a template to be worked on and changed which can greatly reduce the time required from your point of view for setting up the file. To export current data, go to the OU you want to get information for, then in the 3-dotted menu in the top right hand side you'll be given an option of "Export Items", this will bring up a menu asking if you'd prefer the CSV in an email attachment or a Google Sheet deposited directly into your Drive. The other option for gathering a template file is to use our own blank one we've setup, this will work for creating new users reasonably well but if you want to update or delete legacy users it may be easier to export as described above. Here is a link to a template you can download:

Blank Bulk Template File 

 

 

Creation

Users

To create a user you need to provide CloudManager with the minimum amount of information that would qualify as a valid G Suite Account, plus a few extra fields just for CloudManager:

• Record Type = Must be "USER"
• Given Name = Any string (alphanumeric text) value.
• Family Name = Any string (alphanumeric text) value.
• Id = A unique email address to use as their primary email value
• Operation = Must be "CREATE"
• Password = Any string (alphanumeric text) value that adheres to organisation password policy (if it does not match, creation will fail). 

 

Contacts

• Record Type = Must be "SHARED_CONTACT"
• Operation = Must be "CREATE"
• Either:
  • Given Name
  • Family Name
  • Email 1 - Type & Email 1 - Value.

 

Groups

• Record Type = Must be "GROUP"
• Operation = Must be "CREATE"
• Name = Any string (alphanumeric text) value
• Email = A unique email address to use as the primary email value for the group
• IsDynamic = Must be "TRUE" or "FALSE"

 

Updating

When you export a set of results (e.g. Select an OU and use the Action menu to select Export Items) the default Operation value should be set to UPDATE.

 

 

Users

• Id = A unique email address to use as their primary email value
• Operation = Must be "UPDATE"
• Record Type = Must be "USER"

 

Contacts

• Id = A unique value provided when the contact is exported, do NOT change this.
• Operation = Must be "UPDATE"
• Record Type = Must be "SHARED_CONTACT"

 

Groups

• Record Type = Must be "GROUP"
• Operation = Must be "UPDATE"
• Id = A unique value provided when the group is exported, do NOT change this. 

 

Deletion

Users

• Record Type = Must be "USER"
• Id = A unique email address to use as their primary email value
• Parent Path = A string value that is the OU where the user exists and is being deleted from
• Operation = Must be "REMOVE"

 

Contacts

• Record Type = Must be "SHARED_CONTACT"
• Id = A unique email address to use as their primary email value
• Operation = Must be "REMOVE"

 

Groups

• Record Type = Must be "GROUP"
• Operation = Must be "REMOVE"
• Id = A unique value provided when the group is exported, do NOT change this. 

 

Password Reset

Users

• Id = A unique email address to use as their primary email value
• Record Type = Must be "USER"
• Operation = Must be "RESET_PASSWORD"
• Password = Any string (alphanumeric text) value that adheres to organisation password policy (if it does not match, creation will fail).
  Note: Ensure this meets any password policy you have set or the update will fail.
• ResetPassword = TRUE to force change password at next login, or FALSE

 

Notes on Editing Pre-Defined Fields

When editing 'Pre-defined fields' via bulk import there are several import features which are available to allow you manage multiple values for customers at once. Key to this are new 'Operation Fields' which can be used to manage these multiple values.

Once you have completed the export from the relevant OU you will see the users currently assigned custom fields as below

Using the existing operators (CREATE/UPDATE/REMOVE) would cause all of these fields to be effected at once with no granular management. To help with this, we have added new 'Operation Fields' which allow you manage these values individually. To do this you are are required to add a new column to the import CSV with the heading 'Custom Field x - Operation' which can then contain one of the following values ADD/REMOVE/CREATE. An example is shown below:

In this example the value for the Custom Field 2 will be updated to 'XYZ321' from 'ABC123' (the exported value). A further example is shown below to remove a Custom Field from the same user account. This example will remove the Custom Field 2 from the user in question and leave the remaining custom fields unaffected. 

 

Glossary (All Potential Fields)

• Id = For a user this is the primary email address, for groups & contacts this is provided when exported. Please do not edit in this case. 
• Operation = Operation is either "CREATE", "UPDATE", “RESET_PASSWORD” or "REMOVE".
• Record Type = This is the item we are working on. It must be one of "USER", "SHARED_CONTACT" or "GROUP"
• Name = Any string (alphanumeric text) value.
• Given Name = Any string (alphanumeric text) value
• Additional Name = Any string (alphanumeric text) value
• Family Name = Any string (alphanumeric text) value
• Name Prefix = One of "Mr", "Mrs", "Miss", "Dr", or "Prof"
• Nickname = Any string (alphanumeric text) value
• Short Name = Any string (alphanumeric text) value
• Maiden Name = Any string (alphanumeric text) value
• Birthday = Provided in the format "YYYY-MM-DD"
• Gender = One of "MALE", or "FEMALE"
• Subject = Any string (alphanumeric text) value
• Notes = Any string (alphanumeric text) value
• Organization # - Department = Any string (alphanumeric text) value
• Organization # - Job Description = Any string (alphanumeric text) value
• Organization # - Name = Any string (alphanumeric text) value
• Organization # - Title = Any string (alphanumeric text) value
• Organization # - Employment Type = Any string (alphanumeric text) value
• Alias # = Any string (alphanumeric text) value
• Email # - Type = One of "General", "Work", "Home", or "Other" (Prefix of * will set the value as primary)
• Email # - Value = A valid email address.
• IM # - Type = One of "AIM", "Google Talk", "ICQ", "Jabber", "MSN", "Netmeeting", "QQ", "Skype", or "Yahoo".
• IM # - Value = A valid IM address.
• Website # - Type = One of "Blog", "Ftp", "Home", "Home_Page", "Other", "Profile", or "Work"
• Website # - Value = A valid URL.
• Phone # - Type = One of "Mobile", "Home", "Work", "Work_Mobile", "Callback", "Assistant", "Company", "Fax", "Home_Fax", "Work_Fax", "Other_Fax", "Pager", "Work_Pager", "Car", "Radio", "TTY_TDD", "ISDN", "Telex", "Other", or "Main" (Prefix of * will set the value as primary)
• Phone # - Value = A valid phone number
• Relation # - Type = One of "Assistant" or "Manager"
• Relation # - Value = A name of the person.
• Address # - Type = One of "Home", "Work", or "Other"
• Address # - Formatted = An address spead over mutliple lines (line breaks accepted)
• Custom Field # - Type = Any string value that matches your custom types. 
• Custom Field # - Value = Depending on the custome value either any string (alphanumeric text) value OR "TRUE", "FALSE". 
• Tags = A list of strings seperated with 3 colons.
• End Date = In the format of "YYYY-MM-DD".
• Suspended = One of "TRUE", or "FALSE"
• Hidden = One of "TRUE" or "FALSE"
• Description = Any string (alphanumeric text) value.
• Query = A valid search query within CloudManager.
• Password = Any string (alphanumeric text) value that adheres to organisation password policy (if it does not match, creation will fail).
• ResetPassword = TRUE to force change password at next login, or FALSE