Before understanding how to update the identifier, it's important to understand what it is and its function in the platform.
👉 The identifier is the data used by the platform when it's necessary to update or create a user, namely the email of that collaborator. Currently, our platform prevents the creation of users with the same email, as it understands that these data are unique and should not be shared by different individuals. Therefore, these are the data that can be used to identify users and allow them to log in to the platform.
So, in moments when it becomes necessary to change these primary identifiers, we can use a secondary one, which is the username.
🟣 For more information about the username, please read the article "[FAQ] How does the username work on the platform?"
But how do I update my employees' data? 🤔
🟣 The process follows this order:
✅ 1st Step: Exporting the employees' database
To access the file containing all the updated information of the employees' database, follow these steps:
Click on the 'Organization' button, and you will be redirected to the central Organization Profile screen as shown in the figure above;
Click on the 'Export' button, located in the upper right corner of the employees' page;
Choose whether you want to export the complete database or only active individuals.
✅ 2nd Step: Downloading the import template
Click on the import option, and then download the standard import template.
⚠️ It is important to note that the import will only be successful if the information is contained within this spreadsheet template.
✅ 3rd Step: Fill in the mandatory information
Now that we have the exported file of the employee database from Qulture.Rocks and the import spreadsheet template, we need to combine them.
You should copy all the mandatory information, which includes:
Name
Email
Active
And transfer them to the respective columns in the import spreadsheet template
⚠️ It's important to remember that in the default import template, the username column is not included by default as it's only used in specific cases. To add it, follow the steps below:
At the end of the spreadsheet, add a column named "username".
Fill in this column only in the first row, leaving the second and third rows empty.
After adding the respective usernames for each collaborator you want to change the identifiers for, you will:
After the last column (currently the username column), add a new column named "user_login".
Fill the "user_login" column with the value "username". This instructs the platform to search and update the data of those collaborators based on the username.
Furthermore, you should update the email data in the respective columns for each collaborator you want to change the identifiers for.
🌟 Tip: If you haven't added these usernames to the platform yet, you need to follow the process below:
Add the required fields, which are name, current email, or CPF (Tax ID), and active status.
Add a column named "username" at the end of the spreadsheet.
Enter the desired usernames for each person.
Import the spreadsheet into the platform (as explained in step 4).
✅ 4th Step: Import the filled template spreadsheet
Now that the template spreadsheet is correctly filled, simply access the platform and request the import of the file into the system by following these steps:
Click on "Select file";
Choose the file;
Click on "Import";
Click on "Yes" after reading the security information.
You will be redirected to a loading page for the import, and the platform will send a notification when the process is completed.
However, this notification will not occur automatically. To update the import status, click on refresh.
If any errors occur, the platform will inform you so that they can be corrected.
⚠️ The rows that didn't encounter errors will update the information normally, only the ones that encountered errors need to be imported again.
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