Requesting multiple identities using a CSV import

2023-10-25Last updated

You can use the Genetec ClearID™ self-service portal to request multiple identities. This request adds multiple people (as identities) that do not currently exist in the system. Using the self-service portal with the optional approver workflow simplifies the approval process by only notifying the specified approvers.

Before you begin

What you should know

Anyone with the required permission can submit an identity request.
This task describes how to use the identity request wizard in the web portal to request multiple identities using a CSV import. The requester can use the wizard to add people (as identities) that do not already exist in the system.
Note: In the past, most access control solutions would typically not track or record why an identity was required.
In ClearID, the identity request includes: who requested the identity, when, and the reason for the identity request.
  • Separate identity requests and approval workflows are created for each identity requested.
  • After the request summary is confirmed, it is automatically assigned to the right individuals for approval.
  • After the approval process occurs, the requester receives an email notifying them whether the identity request was approved or rejected.

Procedure

  1. Log on to the self-service portal.
  2. Click Dashboard.
  3. Click New request.
  4. In the New request dialog, click Request multiple identities.
    New request dialog in ClearID showing the request access, request an identity, request multiple identities, and invite visitors options.
  5. In the Request multiple identities wizard Basic information section, complete the fields.
    1. In the Request name section Name field, enter a meaningful name for your request.
      This meaningful name ensures that your request can be easily identified in the My requests or My tasks dashboards later.
    2. In the Supervisors section, search for and select one or more identities to assign as supervisors for the imported identities.
      You can assign a maximum of 20 supervisors.
      Note: The supervisors specified here are the supervisors of the new identities being created. The requester is automatically added to the Supervisors list by default.
    3. In the Identity request template section, select a template from the list.
    4. In the Reason for request section, add a reason for the request and click Next.
      Request identities wizard in ClearID showing the basic information section including the request name, supervisors, identity request template, and reason for request details.
  6. In the Import section, click Import from CSV.
    Request identities wizard in ClearID showing the import identities section including the import from CSV option.
    Note: You can import a maximum of 1000 identities per identity request.
  7. Choose one of the following:
    • Use an existing CSV file.
    • Download a sample CSV file.
  8. If you chose to use an existing CSV file, do the following:
    1. Drag and drop an existing CSV file containing the identities you require or click Browse to select the file you require.
      Import identities dialog in ClearID with a CSV file selected ready for import.
    2. Click Import file to import the identities list.
  9. Review the imported identities data and check for any errors.
    Note: When requesting multiple identities, the availability of the web portal access option depends on your template configuration.
    • If your template does not include the web portal access option, the web portal access fields are ignored.
    • If your template does include the web portal access option, the web portal access fields are processed.
    The following example shows imported identities that do not include web portal access.
    Request identities wizard in ClearID showing the import identities section including some imported identities.
    The following example shows imported identities that include web portal access.
    Request identities wizard in ClearID showing the import identities section including some imported identities with web portal access.

    If any errors are encountered in the imported CSV file, they are highlighted in red. Any corrections must be applied in the CSV file and then imported again.

    CAUTION: Correcting any errors will overwrite identities data already imported into the grid.
    1. (Optional) If your identities list is long, consider using the Show errors only slider.
    2. Click Next.
  10. In the Review section, review the information to ensure that everything is correct.
    Request identities wizard in ClearID showing the review section including summary information about the identities request.
    1. If the details in the Review section are correct, click Finish.
  11. If you chose Download a sample CSV file, do the following:
    1. Click Download a sample CSV file.
      import identities dialog in ClearID with the Download a sample CSV file option highlighted.
    2. Select and open the downloaded CSV file.
      Tip: Download the country codes and time zones samples for reference if the country codes and time zones you require are not shown in the downloaded sample.
    3. For each identity, complete a row of identity information in the CSV template file.
      A downloaded sample CSV file in Microsoft Excel showing an example of ClearID identities data.
      Note: The columns in the CSV template can vary depending on the settings in your site configuration.
    4. Save the identities list as a CSV file.
    5. Return to the Import identities dialog, to drag and drop or click Browse to select the file you created.
    6. Click Import File to import the identities list.
      Import identities dialog in ClearID with a CSV file selected ready for import.
  12. Review the imported identities data and check for any errors.
    Request identities wizard in ClearID showing the import identities section including some imported identities data.
    If any errors are encountered in the imported CSV file, they are highlighted in red. Any corrections must be applied in the CSV file and then imported again.
    CAUTION: Correcting any errors will overwrite identities data already imported into the grid.
    1. (Optional) If your identities list is long, consider using the Show errors only slider.
    2. Click Next.
  13. In the Review section, review the information to ensure that everything is correct.
    Request identities wizard in ClearID showing the review section including summary information about the identities request.
    1. If the details in the Review section are correct, click Finish.

Example

After you finish

Depending on the identity template that you selected, your identity requests are either approved automatically or approvers review identity requests and approve (or reject) as required.