Adding or Changing Users and Departments Using a File

Article Number:020160

This page describes the steps to add or change data such as users, departments, job titles, and groups (or roles) in Kintone in bulk using text files.

Types of the Data That Can Be Changed Using Files

As for the data in Kintone that can be changed using files, refer to the following page:
User Administration

How to Prepare Import Files

To prepare an import file, export the data in Kintone or download a template file.

File Format

For details on the file formats for each data, refer to the following page:
File Format

Notes on Changing the Data Using Files

Users

When you add users using a file, you will not receive an e-mail notifying password and login information.
An administrator must notify users of password and login information.

Departments

When you change department information, you must include all necessary departments in a file.
Importing a file deletes the existing departments, unless the departments are specified in the import file.

We recommend that you export existing departments to a file and edit the exported file to create an import file.
For details on how to export a file, refer to the following page:
Exporting Users, Departments, and Other Information to Files

Groups (or Roles)

You cannot specify the conditions for dynamic groups when you use a text file to update information.
Add dynamic groups using a file, and specify conditions for the added dynamic groups.
Specifying Conditions for Dynamic Groups

Procedure

  1. Click the gear-shaped menu button in the header.

  2. Click Users & System Administration.

  3. Click Import from File.

  4. From the "Contents to Import" dropdown list, select a type of data to be imported.

    • Users
    • User available services
    • Department
    • Departments to Which Users Belong
    • Job Titles
    • Groups (or Roles)
    • Groups (or Roles) to Which Users Belong
  5. Click Browse and select a file to import.

  6. Select "Skip header row" if the first line of the file contains field names.

  7. Select "Character Encoding".
    Select "Shift-JIS (Japanese)" if the file contains data in Japanese characters.

  8. In "Delimiter", specify one of the following:

    • Comma
    • Semicolon
    • Tab
    • Spaces
  9. Use "Preview" to check that the data is correct.
    "Preview" displays the first five lines of the file.
    Screenshot: "Preview" is highlighted

  10. If a confirmation screen appears, check the description and then click Import.

  11. Check the processing status in "Import Results".
    If "Failed" is displayed, it indicates that the file failed to be imported. Read the error description and correct the data in the file.
    If You Receive a 'Language for Localized Name Is Not Valid' Message