How do I import Users?
Before importing Users to Javelo, it is preferable to create the custom fields beforehand before being able to massively feed the data that makes them up for each person via Excel Import.
All this data will be able to take two different forms in Javelo:
They can be created in the form of "groups"
Or as "Profile Page Fields"
You can find both of these concepts in the Settings > Custom Fields and Groups.
Check out the pages below to learn more about the usefulness of these two notions and how to create them in Javelo: Focus on the notion of group Focus on the notion of fields on the Profile page
How to import your information via Excel import?
Once you've created your Profile Page Groups and Fields, you'll be able to move on to importing.
On the People category, click the Import by File Button.
From this screen, you will first find a Job slot to load the import file in Excel format. You will have access to a tutorial and a sample file.
Click Download Sample File.
A file of this type opens:
The fields on the Profile page that you have created in Javelo will have a column of their own (which is created automatically) and that you can fill in
The groups are to be filled in in the "group_code" column. More details here
To fill in this file correctly, here is a reminder of the rules:
You need to Delete the hyperlinks from the file (they appear in blue)
You will need to Delete duplicates (duplicate collaborators in the file)
Check that there are no blank lines in the file
Check that no employee is their own manager (same email address in the "email" column and in the "manager_email" column)
Check that the manager is in the employee column ("email, name, last_name" columns) when he or she is entered as a manager in the "manager_email" column
Check the date format (dd-mm-yyyy)
Change the names of the groups to the IDs provided by the customer success/support at your Claim
Check that there are no formulas in the cells
Once the file is filled, you will be able to load the file and activate two different options:
Disable collaborators who are not present in the imported file. This will Delete all collaborators and fields not present in the imported file. All people who are not in the file will be deactivated from your Javelo.
Do not Send Invitations and Pause Notifications from Imported Users. Use when you don't want to Send invitations or email Notifications to imported employees at this time.
📌 If you select Deactivate collaborators who are not on file, they are just deactivated and not deleted.
Once the file has been integrated, you will receive an Account of the action by email:
Option 1: The import/synchronization worked correctly and indicates the number of employees on the platform or affected by the changes
Option 2: The import failed. A file attached to the email will allow you to find all the changes to be made before starting again.
💡 You also have the option to add your collaborators to the dropper Account via Invite.
I can't invite/create a user on Javelo
In case of an anomaly, the error message "it did not work, please contact support" appears.
Reasons and points to watch out:
The format of the email address
In the case of copy/paste of the email address, a space is displayed at the beginning or end of the address.
⚠️ Check that there is no space
The user already exists
An email address can only be used once. If the user already exists, you won't be able to add them a second time
⚠️ Check the User tab to make sure it doesn't already exist.
Your connection includes SSO
An invitation involves sending an invitation email to create your login automatically, which is not expected in the context of an SSO connection.
⚠️The addition of a new user will be done from the import file. Check out our article on how to import
I didn't receive an error report following my import
When importing your users, if your import file contains errors, you will receive an email (as below) with an error report allowing you to spot the errors made.
However, in some cases, the error report is not sent. Below are the cases where no error files can be sent to you.
1) The title line of the Excel file has been changed
Be careful not to change the title line below in the Excel file (in yellow):
2) A new column has been created
You don't have to create new columns manually on the file. Instead, a new custom field should be added to the Javelo platform.
As a reminder, you can download an example import file in the "Users" menu, "users" submenu, then click on "Import a file" and then on "Download a sample file".
How to invite a user to join Javelo ?
To add new users on Javelo, only a few steps are necessary.
1. Invite a user to join Javelo
In the Admin space, in the People > People tab, click on the Invite button and then indicate the user's email address.
The employee will receive an email inviting him/her to activate his account, by defining a password.
2. Add the new user to a team
In Settings, click on Groups and Manage members.
3. Indicate the employee's manager and job
From the user's homepage, indicate his/her manager.
You can also mention the user's job and other information you may want to appear on his/her profile.
How to Resolve Email Import Errors
During your file import you received an anomaly " An error in validating the user's data occurred. The most common causes are: - an error in the format of the email - a duplication of the email (it must be unique on Javelo)"
The verifications to be carried out relate to:
- Make sure there are no spaces in the cell (before/after the email)
- Make sure that this email does not already exist (an email address can only be created once)
- Make sure that your file does not have a hypertext link displayed in blue:
How to remove hyperlinks:
- Select your entire file and then right-click >> Remove Hyperlinks
After these checks/corrections you can re-import! In the event of a persistent error, do not hesitate to contact the support team.
Add an employee without an email address (login via registration number)
In this context, the addition of the employee will be done via the import file exclusively for the purpose of creating the number.
1. Export your database with Export Users in .xlsx
You will receive the excel file in your inbox.
2. Add the collaborator's row at the end of the file.
"Email" column >> must be empty
Column "username">> Must contain the number you want to assign to the employee
"manager_email" column: To be completed if the manager has an email address OR
"manager_username" column: To be completed if the manager logs in via number
3. Save your Excel file and then import it with Import by File.
Select below:
Not enabled by default: Users who are not on file will not be deactivated
Activated: Users who are not on file will be deactivated from Javelo (this will not delete the interviews present on the profile page)
By default, users without an address will have notifications "disabled" regardless of the option chosen below.
Update your Javelo user base
Step 1 : Go to the People category and click Export users in .xls
Step 2 : Modify the excel file received in your inbox:
- Except for the information in red below, the others can be modified
- Delete a line to deactivate a user
- Add a line to create a user
- Modify data (e.g. email, job, department, manager....)
- Change the group code (in this case, check that the group already exists in Javelo and use the associated group code)
etc....
Step 3 : Import your file to update your Javelo database
- On the People category, click Import by file to update your Javelo database.
- Select the desired option then "import your collaborators".
Deactivate missing employees from the imported file.
Allow identifiers changes
Click Import your employees.
A new menu then asks you to choose between two options:
Do not send invitation
Send invitation for new users
