Creating and Editing User Groups or Roles Membership in Bulk

You can use CSV files to add or change user groups (roles) membership in bulk.

If you make a CSV format file from scratch, it may contain some errors such as wrong data or incorrect column position and an unexpected error can occur when importing the file.
To prevent errors when registering/updating data in bulk using CSV files, we recommend that you add some sample data first in Kintone, then export it to a CSV file so that you can refer the file to prepare your data.

STEP 1: Adding Sample Data in Kintone

One sample record is sufficient for this purpose.

  1. Check that the users and groups are added in "Kintone Users & System Administration".

  2. Add a user to a group as a sample.
    Changing the Members of a Static Group

STEP 2: Exporting Added Data to a File

  1. On the "Kintone Users & System Administration" page, under "User Administration", click "Export to File". Image of the Export to File

  2. From the Contents to Export drop-down list, select User groups or roles membership.

  3. Select Include header row.

  4. Select a character encoding.
    Select "Japanese (Shift-JIS)" if you want to edit the exported file in the Japanese version of Excel.

  5. Select a delimiter for the data.
    Select "Comma" to export information in CSV format.

  6. Click "Export".
    "Preview" displays the first five lines of the file.
    Image of the Export button

  7. Save the file with a function provided by your Web browser.

STEP 3: Updating CSV File

Update the CSV file you exported in Step 2 by adding or editing the data.

  1. Open the exported CSV file in Excel.

  2. See "File Format for User Groups or Roles Membership" to check the format and update the data in the CSV file.

  3. Save the CSV file.
    To save the file with a different name, ensure that the file type is set to "CSV (Comma delimited) (*.csv)".

STEP 4: Importing the Updated CSV File

  1. On the "Kintone Users & System Administration" page, under "User Administration", click "Import from File".

  2. From the Contents to Import drop-down list, select User groups or roles membership.

  3. Select a file to import.

  4. Select Skip header row if the first line of the CSV file contains field names.

  5. Select a character encoding.
    Select Japanese (Shift-JIS) if the CSV file contains data in Japanese characters.

  6. Select a delimiter for the data.
    Select Comma to import data from CSV file.

  7. Use "Preview" to check that the data is correct.
    "Preview" displays the first five lines of the file.
    Importing from a file screen

  8. If a confirmation screen appears, read the description and then click "Import".

  9. Check "Import Results" to see the processing status.
    If you see "Failed", it indicates that the file failed to be imported. Read the error description and check the data in the import file.