Bulk User Import/Export

The enhancement enables importing/exporting multiple users into/from SAP CPQ. The following properties of the Bulk User Import/Export make it a more efficient solution than the standard User Import:

  • Optimized importing (you initiate export/import and leave the action running in the back while managing other SAP CPQ features).
  • Email notifications when the process is finished.
  • User-oriented interface.

You can manage User Bulk Import/Export in the User section in Setup > Import/Export > Bulk Import/Export. The page is divided into three sections:

  • Export Users - contains buttons for initiating different exports in SAP CPQ:
    • Export Template - exports an Excel template with three sheets: Users (template for defining user details), IMPORTANT INFO (points out the mandatory fields and states the restrictions for each field) and Timezones (displays the timezone IDs and the respective descriptions).
    • Export All Users - exports an Excel sheet with all users in the system.
    • Filter and Export - allows filtering users per columns and exporting the results in an Excel.
  • Import Users - supports importing templates with user details. You can either drag and drop the templates or manually browse for them.
  • List of import/export jobs - shows the type, progress status, requester's name and the date for each export/import job. You can also manage email notifications here by selecting/unselecting Email me when done checkbox.

Importing Users in Bulk

There are different workflows you can follow in SAP CPQ to manage Bulk User Import. When you access Setup > Import/Export > Bulk Import/Export > Users, you can:

  • Import new users through a predefined template.
  • Export all users, add new or update the existing ones and reimport the list.
  • Filter the users and export the list to later import it with new or updated data.

Import Through Template

This workflow allows you to export a predefined template, fill it out with user details and reimport it into SAP CPQ. Importing users through templates is recommended when you only wish to import new users without altering the existing ones.

  1. In the Export Users section, click Export Template.
  2. Open the Excel template on your computer.
  3. Fill out the columns in Users and save the file.
    Find the instructions for filling out the templates in the below section Template Guidelines.
  4. Drag and drop the Excel template in the Import Users section or browse for it.
    The import is automatically recorded in the list of jobs. The status of the import shows Queued until Finished(Download). A progress bar visually shows the progress.
  5. (Optional) Select the Email me when done checkbox.
    A notification will be emailed to you when the import is finished. Once the Status column indicates Finished(Download), the import is completed.
    To check the success of the import, click Finished(Download) and open the file on your computer.
  6. Check the Status column in the Users sheet.
    If a row is highlighted in red, update it according to the status message and reimport the template. Otherwise, if no rows are highlighted, the users are imported successfully. If you cancel an import before the processing is completed, the file is still available for download.
    The imported users can be reached in Setup > Users or Manage Users.

Template Guidelines

The Excel template for Bulk Import contains three sheets:

  • Users - the import sheet with columns that match fields in SAP CPQ.
  • IMPORTANT INFO - restrictions and requirements for each field.
  • Timezones - timezone ids and descriptions.

The Users sheet is a container for information related to users that are to be imported. Each user is placed in a separate row. The system uses IDs to match the records in the template to existing users in SAP CPQ. When importing new users, the column ID should not be populated. However, when updating the existing users, you should not change the ID in the exported file. If you delete or modify the ID of an existing user during editing, the user may be duplicated in SAP CPQ.
A populated template that has already been imported into SAP CPQ contains the Status column indicating if a user is successfully imported. In case of an error, a message explains what caused it. Additionally, users that have not been imported are highlighted in red in the template. Unlike in the standard import where you supply the ID for the managing, ordering and approval parents, in Bulk Import you supply their usernames. Also, in Bulk User Import you can define the default market, default dictionary, date format, number format and the expiration date for the underlying users.

Update Existing Users

SAP CPQ allows you to export an Excel file with all users in the system, update their data and reimport it into SAP CPQ. Although you may add new users to the list, this workflow is recommended when updating the details of users that are already in the system.

  1. In the Export Users section, click Export All Users.
    The job is recorded in the list below and its status changes accordingly (Queued > In Progress > Finished(Download)).
  2. Click Finished(Download) in the Status column.
  3. Open the Excel template on your computer.
    All user fields from the system are exported.
  4. Update the data, but make sure not to change the user IDs as it may lead to duplication in the system.
  5. Drag and drop the Excel template in the Import Users section or browse for it on your computer.
  6. (Optional) Select the Email me when done checkbox to receive an email when the import is finished.
    Once the status changes to Finished(Download), the import is completed.
  7. To check the success of the import, click Finished(Download) and check the Status column.
    Please note that passwords are not exported from the system.

Filter and Export

The filtering option in the Bulk Import/Export allows you to export only the users that match your search criteria.

  1. In Users, click Filter and Export and a pop-up displays.
  2. Select the field per which the users are filtered.
  3. Select an operator and enter a value.
  4. Repeat the steps to add filters.
  5. Click Export.
    A pop-up message informs you that the export has started and a job entry displays in the list.
  6. Click Finished(Download) in the Status column to download the export file.
    The system has filtered the users per your search criteria.
    The file contains all their details except the passwords.

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