Supplier Users may be bulk imported into the BuyerQuest system. This topic details the import file structure and process relevant to importing Supplier Users.

Overview

The Supplier User Import capability allows for many supplier users to be quickly and easily created in the BuyerQuest system.

Supplier User records may be imported automatically, using the on-demand Master Data Import function, or may be imported from the Admin Control Panel.

The fields described in this topic apply to both import methods.

Supplier Users - Automatic Import

Buying organizations may request implementation assistance to enable them to initiate automatic, on-demand Master Data imports from staging folders specifically set up for this purpose.

When the required folders have been set up, a Master Data Import is triggered when a csv file is dropped into the file system.

The required file path must be in the following form, where information specific to the buying organization, import entity type, mode, and filename are provided (as shown within <>):

<Client Organization>/MasterData/AutomatedImport/<entity_type>/<mode>

<filename.csv>

Requirements for an Automatic Supplier Users Import

The requirements for an automatic Supplier Users Import are as follows:

1. Valid entity type is user_supplier.
2. Accepted mode is delta.
3. File type must be csv.
4. Fields in the file must conform with the requirements set out in the section Supplier Users Import Fields

 Supplier Users Automatic Import Sample Path

Example: Organization Company A may initiate a delta Supplier Users import by dropping the following file into the file system that has been set up through BuyerQuest implementation:

Company A/MasterData/AutomatedImport/user_supplier/delta/April2021.csv

Import Supplier Users from the Admin Control Panel

The ability to import Supplier Users is managed in the Admin Control Panel at DATA LOADS > Manage File-Based Integrations > Import.

Supplier Users Import Templates

SupplierUserImportRequiredFields8.0.csv SupplierUserImportRequiredAndOptional8.0.csv

Supplier Users Import Fields

Notes

1. All fields after supplier_id are treated as defining which system is the System of Record for that information. If the column is listed in the CSV file, then the System of Record is NOT BuyerQuest. This means all information related to this column is over-written by what is in the file. If the column is not present in the CSV file, then the System of Record should be considered to be BuyerQuest, meaning that the information should not be over-written by the import.
2. The system will default the external_id to a combination of email and supplier_id.
3. If is_activated is not set - system will default the user to 1 (Active).
4. If no contact_email is specified for a supplier user, the system will default to the required email or login_id; if the login_id value is not a valid email format the row is skipped with a warning.
5. If content_group is not set - system will default the user to the Content Group specified in the Admin Control Panel at:
   Menu > System Administration > Settings and Configurations > Manage System Configurations > Master Data Management > User Management > Supplier User Default Settings
   If no default content_group is specified in the Supplier User Default, settings, the importer will report a warning that the content group is invalid and skip the row.
6. If no default user_permission is set for a User, the system will default to the User Permission specified in the Admin Control Panel at:
   Menu > System Administration > Settings and Configurations > Manage System Configurations > Master Data Management > User Management > Supplier User Default Settings
7. If no default preferred_language is identified for a Supplier User, the system will default it to the Site Default Language.
8. If no preferred_currency is set for the Supplier User, the system will default it to the Site Default Currency.

Auto-generated Values Based on the Supplier User Import Type

The following information is defaulted for new supplier users:

1. User Type = Supplier
2. Associate to Website = Main Website
3. Allow Access To = 0 Customer site only
4. auto_generated_password = 1 (Password should be auto-generated for the Supplier User. The Supplier User will have the ability to update the password when logging in the first time)
5. change_passwd_on_login = 1

Primary Key Algorithm

This algorithm determines whether a Supplier User should be updated or if a new Supplier User record is created.

1. First check if External ID already exists and email matches, if so, then update any other information for that User.
2. If External ID exists but email does not match, then check 'Email':
   If Email does not exist already in system, then update Email and any other information for that User.
   If Email does exist in the system, then produce the Warning: "External ID and Email already exist for different Users."
3. If External ID does not exist, check 'Email':
   If Email does not exist, then create User and update any other information for that User.
   If there is a User with that email, update the External ID and then update any other User information for that User.