Creating and Editing Department Memberships in Bulk

Article Number:020157

You can use CSV files to add or change department memberships 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 departments are added in Kintone Users & System Administration.

  2. Add a department membership in the service as a sample.
    Changing the Department Membership of a User

STEP 2: Exporting Added Data to a File

  1. Click gear shaped administration menu icon in the header.

  2. Click "Users & System Administration".
    Accessing Kintone Users & System Administration

  3. Click Export to File. Screenshot: "Export to File" is highlighted

  4. From the "Contents to Export" drop-down list, select "Membership".

  5. Select "Include header row".

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

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

  8. Click "Export".
    "Preview" displays the first five lines of the file.
    Screenshot: "Export" is highlighted

  9. 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. Refer to "File Format for 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. Click gear shaped administration menu icon in the header.

  2. Click "Users & System Administration".
    Accessing Kintone Users & System Administration

  3. Click Import from File.

  4. From the "Contents to Import" drop-down list, select "Membership".

  5. Select a file to import.

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

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

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

  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, read 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 check the data in the import file.