Use user sync to import large numbers of users from an Excel file. Unlike adding users one at a time, user sync enables you to define reusable sync configurations with per-field conflict rules, preview changes before applying them, and optionally send new users a welcome email with a link to set their password. To add or manage users individually, refer to the add and manage user accounts guide.

Accessing user sync

To access user sync within Nutrient Workflow Automation:

1. Select Administration > Users from the left navigation panel.
2. Select the Import & Sync tab.

The following screen appears.

Creating a sync configuration

A sync configuration defines how imported data maps to user fields and the actions to take when a conflict occurs. You create this configuration once and reuse it every time you run that sync.

Select Create New Sync to open the creation wizard.

Step 1 — Name your sync

Enter a descriptive name for the sync configuration. A clear name helps when you manage multiple syncs for different sources or departments.

Step 2 — Upload the template

Download the Excel template and populate it with your user data. Select Download Template to get the file.

Open the file in a spreadsheet application and fill in the rows. Each row represents one user. When your file is ready, upload it.

Step 3 — Define behavior

Choose how the sync handles each type of user record:

Step 4 — Conflict rules

Conflict rules determine the system response when an imported value differs from the existing value for a user already in the system.

Set a default strategy. Then, optionally override it on a per-field basis:

Fields without a per-field override use the default strategy.

Step 5 — Defaults

Set fallback values for locale, timezone, and language. The system applies these values to any user in your file with an empty corresponding column. They don’t overwrite existing values for users already in the system.

Step 6 — Post-sync actions

Optional: Enable the option to send new users a welcome email after the sync runs. The email contains a link for the user to set their password; the system doesn’t include a temporary password. Leave this unchecked if you prefer to manage password setup separately.

This setting serves as the default for the configuration. You can toggle it on or off on the preview screen each time you run the sync.

Select Save to save the sync configuration.

Running a sync

From the Import & Sync tab, find your saved sync configuration and select Run.

Upload your file

Upload the Excel file containing the users you want to import. The file must use the same column structure as the template.

Preview

Before the system applies any changes, it classifies every row in your file to help you audit the impact:

Review the counts and select Continue to proceed.

Resolve conflicts

If any fields use the Ask at runtime conflict strategy and the system detects a difference, a conflict resolution step appears. For each conflict, the screen displays the current value and the incoming value side by side.

1. Review the differences for each affected user.
2. Choose which value to keep.
3. Optional: Select the option to save your choice back to the sync configuration to resolve the same conflict automatically in future runs.

After resolving all conflicts, select Run to execute the import.

Results

When the import completes, the system displays a summary of the changes:

• Users added
• Users updated
• Users deactivated
• Users skipped
• Errors

Select any category to view the list of affected users. If errors occurred, the details explain the specific issue for each row. Common causes include:

• Missing required fields — Specifically userName, email, firstName, or lastName.
• Invalid format — Such as an incorrectly formatted email address.
• Duplicates — Multiple instances of the same userName within the import file.

You can also download a detailed export of the run results as an Excel file for auditing or further troubleshooting.

Sync history

Each sync configuration maintains a history of past runs. To view this data:

1. Select a configuration from the Import & Sync tab.
2. Open the History tab.

The screen displays a list of past runs, including the date, the status, and a summary of results.

Managing sync configurations

From the Import & Sync tab, you can perform the following actions:

• Edit — Update the name, behavior rules, conflict rules, defaults, or post-sync actions.
• Pause — Prevent the sync from being run without deleting the configuration.
• Resume — Reenable a paused sync.
• Delete — Permanently remove the sync configuration and its entire run history.

A paused sync cannot be run until it is resumed. Users deactivated by a sync run remain in the system as inactive users and can be reactivated individually. Refer to the active and inactive users guide for instructions on manual reactivation.

Excel template fields

Download the template from any sync configuration’s Upload step. The file includes all supported fields, with required fields highlighted in yellow in the header row.