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Adding new users

 

 

Preface - User distinctions

When creating Profiles for your users, there are some special distinctions you can add if needed. These include making someone a View-only user and/or assigning them an External user badge. You can learn more about these distinctions here.

 

Options

When adding new users to your Jostle intranet, you have a few options:

  1. Adding individual users
  2. Update multiple users via import CSV file
  3. Enabling users to add themselves
  4. Automating user import via SFTP upload

Adding individual users

Manually adding users in Jostle is done through the Administration Settings, just like all administration functions.  Here are the steps:

  1. Go to Administration Settings > User accounts and data > Create a new user
  2. Enter the information in the form.  First Name, Last Name, and Work Email are all that is required.
  3. If you haven't set up any Custom Filter Categories or Locations yet, those fields will say "Not Applicable". If you do have set them up, the dropdown selector for these fields will be enabled. Be sure to click the highlighted Add button after you make each selection in order to add it to the user's profile.
  4. Click the Create & Invite button to invite the user immediately (if you want to invite the user at a later time, click on the Create & add to pending invite list link).

NOTE - To add or update multiple users in bulk using a Jostle template, see this article.

newuser.PNG
 
TIP: You also have the option of sending the invite email in any of Jostle's supported languages (English, French, Japanese, German, Russian, Spanish, Swedish, Danish, Polish, Hebrew, and Arabic).

 

invitered.png

Update multiple users via import CSV file

If you are managing your user base outside of Jostle in some other HRIS system like Active Directory, you will likely want to add your users there.  This is especially true if you have automated the import of your people into Jostle.  Jostle CSV imports do the following:

  1. Updates the user if it finds a user with that username in Jostle
  2. Creates a new user if it does not find that username in Jostle
  3. Leaves the rest of the users "as-is"
Enable Blanks
There is a check box you can check when you do your user imports called "Enable Blanks".  In general, Jostle ignores blank fields in the CSV file and does not change the existing values in Jostle (should they exist).  However, in some cases you actually may want to erase the data in certain fields.  For example, let's say you uploaded a CSV file with personal phone numbers in it, and then management has made  a decision that people should only enter those individually, not through the import.  In this case you would:
  1. Export all of your contributor data from Jostle
  2. Clear the "Personal Phone" field in the CSV, but leave the title
  3. Re-import the file to Jostle, checking the "Enable blanks" box
It is important to note a couple of things:
  • Any blank field with a proper column heading will be overwritten with a blank value
  • Column headings missing from the CSV will be completely ignored - not "blanked" out.

Enabling users to add themselves
 
System Admins can also elect to create and send out a self registration link to new users. When clicked, the link will enable them to register their own information and be securely added via email confirmation. 

This expedites the whole process of adding and activating users by removing the System Admin’s need to manually add or bulk import users to their intranet prior to inviting them.

System Admins will have to copy-paste the link into emails that they compose and send out their users themselves, and orgs can customize these emails as they please. (NOTEThe regular invite/activation email that gets sent to users to confirm their account after their info has been entered, is auto-generated, so there is no option to customize its content)


To generate a self registration link:

  1. Go to Admin Settings > User accounts and data > Enable self registration
  2. Check off the box next to “Enable self registration” (this should automatically populate the Self registration link field)
  3. In the Email domain field, enter the domain of the email addresses your users will be registering with (i.e. @yourcompany.com) and then click anywhere outside of that field (this should enable the Save button).
  4. Click Save and the email domain will now be tied to the link, so that only people registering with an email address from that domain will be able to complete the registration process. 
  5. You can now Copy the link and send it to anyone, or Invalidate the link if you no longer want it to be active.
selfreg.png
 
NOTE—if you want to enable self registration from a different domain, you don’t need to invalidate the link. Just enter the new domain and click Save, and the link will remain the same, but will now be tied to the new domain (and will no longer work for anyone registering with an email from the previous domain).

 

Automating user import via SFTP upload

If you want to automate the process of importing users via SFTP upload, see here.

 
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