Bulk User Settings: Create a User List File
What is the User List File?
The User List File is a CSV file used for bulk registration, modification, and deletion of users. By uploading the created CSV file to Motivation Cloud Engagement, you can update user information all at once.
| Column | Contents | Input Example | Options |
|---|---|---|---|
| Column A | Employee ID (optional) | 10101 | - |
| Column B | Display name | Taro Yamada | - |
| Column C | Sur name | Yamada | - |
| Column D | Given Name | Taro | - |
| Column E | Last Name (pronunciation) | yamada | - |
| Column F | First Name (pronunciation) | taro | - |
| Column G | email address | yamada.taro@lmi.ne.jp | - |
| Column H | ID (for ID respondents only) | 10101 | - |
| Column I | Language | ja | ja: Japanese en: English cs: Czech de: German es: Spanish fr: French hi: Hindi hu: Hungarian id: Indonesian km: Khmer ko: Korean lo: Lao ms: Malay my: Burmese ne：Nepali pl：Polish pt: Portuguese th: Thai tl: Tagalog vi: Vietnamese zh_chs: Chinese (simplified) zh_cht: Chinese (traditional) |
| Column J | Service Availability | 1 | 1: Available 0: Not Available |
| Column K | role | 5 | 3: System Owner 4: Administrator 5: Action Plan Manager 6: Survey respondents |
| Column L | Survey response method | Answer by email or message | Answer by email or message Answer by ID Do not answer |
| Column M | Sending email | 1 | 1: Sending 0: Do not send |
| Column N | Date of birth (yyyy/mm/dd) | 1991/01/11 | - |
| Column O | Joining date (yyyy/mm/dd) | 2020/01/11 | - |
| Column P | Department Code | D-000001 | Organization code of the lowest-level organization to which the target user belongs |
| Column Q | Department | Tokyo Sales Group 1 | Organization name of the lowest-level organization to which the target user belongs |
| Column R | Position (Code)※ | A-000012 | Role Code to Associate with the User |
| Column S | Position※ | Group General Leader | Role Name to Associate with the User |
| Column T | Concurrent Department 1 (Code) | D-000002 | Department Code of User's Concurrent Department |
| Column U | Concurrent Department 1 | Tokyo Sales Group 2 | Department Name of User's Concurrent Department |
| Column V | Concurrent Position 1 (Code)※ | A-000013 | Role Code to Associate with the User in the Concurrent Department |
| Column W | Concurrent Position 1 | Group Leader | Role Name to Associate with the User in the Concurrent Department |
| Column X~ | Attribute code (optional) | F-000001 | Codes for Attribute Items to which you want to link users |
| Column Z~ | Attributes (gender, etc.) | Male | Attribute items name to which you want to link the user |
| last column | Memo (optional) | Returned to work in June | - |
※Example when the attribute name is set to "Position".
How to Create the User List File
This section provides guidance using a sample user list file downloaded under the conditions below.
・Attribute linkage for "Role" is enabled
・"1" is selected for the number of concurrent departments
This section outlines the procedure for registering users who respond using their email address. Users without an email address can respond using ID or LINE WORKS notifications. Please refer to the links below for registration procedures before creating the User List File.
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Do not edit or delete the item names in the first row of the CSV file. Editing or deleting the first row will cause an error. |
1. Enter the "Employee ID" in column A (Optional)
- Register this if you want to manage both user and employee information in Motivation Cloud Engagement.
"Employee ID" cannot be duplicated. There are no character restrictions such as alphabets, hiragana, half-width, or full-width.
- If "0" is included at the beginning of the Employee ID (e.g., "0001"), an upload error may occur. Please refer to "How to deal with leading "0" being deleted when downloading CSV files".
2. Enter the "Display Name" in column B (Required)
The character limit for registration is 255 characters.
3. Enter the "Surname" in column C and the "Given Name" in column D (Optional)
The character limit for registration is 255 characters.
4. Enter the "Last Name (pronunciation)" in column E and the "First Name (pronunciation)" in column F (Optional)
The character limit for registration is 255 characters.
5. Enter the "Email Address" in column G (Required)
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The email address you can register must contain only alphanumeric characters and the symbols (@, . , _).
If the email address has consecutive periods or a period immediately before the @ symbol, a sending error may occur, and the email may not be delivered properly.
Example: motibe..123@example.com / motibe123.@example.com - The character limit for registration is 255 characters.
- Email addresses can be registered in uppercase, but they will be displayed in lowercase on each screen.
- The "Login ID" entered when logging into Motivation Cloud Engagement can accept both uppercase and lowercase email addresses.
- The email address of an already registered user cannot be changed using "Bulk Settings." To change it, go to "User Settings" "Individual Settings."
Operation Manual :User Settings: Register, Edit, and Delete Individually
6. Enter the "ID" in column H (Optional)
Set this only if the survey response is to be conducted using an ID. No settings are required for responses via email or LINE WORKS. For details, please refer to "Set up an Engagement Survey of respondents who use IDs".
7. Enter the "Alphabet Indicating the Survey Response Language" in Column I (Required)
If the survey's 'Question Type' is 'For Government Agencies,' only Japanese can be used.
- ja: Japanese
- en: English
- cs: Czech
- de: German
- es: Spanish
- fr: French
- hi: Hindi
- hu: Hungarian
- id: Indonesian
- km: Khmer
- ko: Korean
- lo: Lao
- ms: Malay
- my: Burmese
- ne: Nepali
- pl: Polish
- pt: Portuguese
- th: Thai
- tl: Tagalog
- vi: Vietnamese
- zh_chs: Chinese (simplified)
- zh_cht: Chinese (traditional)
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In addition to the Survey Invitation Email, the following emails will also be sent in the selected language. |
8. Enter the "Number Indicating Service Availability" in Column J (Required)
Set whether the user will use Motivation Cloud Engagement.
Available : 1
Set users who will log in to Motivation Cloud Engagement and respond to surveys as 'Available'
Users with the role of 'Respondent' can only respond to surveys.
Not Available : 0
Users set to 'Not Available' cannot perform the following actions. Additionally, they will not be included in the user limit count. ・Log in to Motivation Cloud Engagement
・Respond to the Engagement Survey
・Respond to the Focus Survey
9. Enter the "Number Indicating User Role" in Column K (Required)
- 3 (System Owner)
- 4 (Administrator)
- 5 (Action Plan Manager)
- 6 (Respondent)
10. Enter the 'Response Method' in Column L (Required)
Set the response method for the 'Engagement Survey' and 'Focus Survey.'
- Answer by Email or Message
- Answer by ID
- No Answer
If 'Do not respond' is selected, the following emails will not be sent to the user:
- Engagement Survey Invitation Email
- Engagement Survey Reminder Email
- Focus Survey Invitation Email
- Focus Survey Reminder Email
- Focus Survey Re-Invitation Email
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To send a survey invitation email, please configure the settings as follows:
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11. Enter the "Number Indicating Email Sending Availability" in Column M (Required)
Set whether to send various notification emails from Motivation Cloud Engagement to 'System Owner,' 'Administrator,' and 'Action Plan Manager.'
- 1 (Send)
- 0 (Do not send)
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Even if 'Do not send' is selected, the survey invitation email and some other emails will still be sent. Please refer to the 'Outline of Emails Sent to Users' for more details. |
12. Enter "Date of Birth" in Column N and "Joining Date" in Column O (Optional)
- Enter 'Date of Birth' and 'Joining Date' using any of the input examples below.
＜Input Examples＞
For a birth date of January 1, 1993: 1993/01/01, 1993-01-01, 1993/1/1, or 1993-1-1
For a joining date of April 1, 2018: 2018/04/01, 2018-04-01, 2018/4/1, or 2018-4-1
- By entering the user's 'Date of Birth' and 'Joining Date' and configuring automatic association settings in Attribute Settings, this information will be linked and automatically updated in attribute item information such as 'Age,' 'Joining Period,' and 'Years of Service.'
Even if you change the content of the user list file after the linkage, the content of the automatic association setting will take precedence.
For the operation procedure of automatic association settings, please refer to the manual below.
Operation Manual : Set Attribute Association Setting
13. Enter "Department Code" in Column P and "Department Name" in Column Q
Depending on whether respondents select their department during the survey, this input may or may not be required. For more details on organization/attribute selection during survey responses, please refer to 'Set Organization/Attribute Selection during Survey Responses.'
When allowing respondents to select departments and attributes (Optional)
Registration is optional.
The organization and attribute information selected by respondents on the response screen is not automatically reflected in user settings.
To reflect this information, refer to the section "Correct the result data" and review "If you want to reflect the organization/attribute selected by respondents in the Engagement Survey in the User Settings"
When not allowing respondents to select departments and attributes (Required)
Registration is required.
Please enter the user's department and attribute items.
In columns P and Q, enter the “Department Name” (optional) of the lowest-level department to which the user belongs.
By registering the lowest-level department, the user is automatically assigned to higher-level organizations.
The lowest-level department may differ depending on the user’s position.
Examples
・Sales Department / Administration Section / Team A: If the user is a Department Manager, “Sales Department” is the lowest level.
・Sales Department / Administration Section / Team A: If the user is a Section Manager, “Section” is the lowest level.
・Sales Department / Administration Section / Team A: If the user is a team member, “Team” is the lowest level.
・Only one primary department can be set per user.
For users who belong to multiple departments, please set the main organization.
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The "Organization Hierarchy Name," "Department Name," "Attribute Name," and "Attribute Item Name" displayed in the user settings file are not available in English. Even if the admin panel display language is set to English, the user settings file will still show the "Department Name (Japanese)" from the organization bulk settings file and the "Attribute Item Name (Japanese)" from the attribute bulk settings file. If you want to display the "Department Name" and "Attribute Item Name" in English, please enter the English names in the Japanese input fields of the organization and attribute settings. Image｜Example of entering English in the "Attribute Name (Japanese)" and "Attribute Item Name (Japanese)" fields in the Attribute Bulk Settings file |
14. Enter the "Role Code" in column R and the "Role Name" in column S.
Enter this information if you want to associate a role with the user.
These fields will not be displayed if roles are not configured in the attribute linkage settings. If the attribute name is registered as something other than "Position", that name will be displayed.
15. Enter the "Concurrent Department Code" in column T and the "Concurrent Department Name" in column U.
Enter this information if the user belongs to a concurrent department.
Input fields will be displayed based on the number of concurrent departments specified when downloading the "User Bulk Setup File."
If "0" is specified for the number of concurrent departments, these fields will not be displayed.
16. Enter the "Concurrent Role Code" in column V and the "Concurrent Role Name" in column W.
Enter this information if the user holds a role in a concurrent department.
This will not be displayed if roles are not configured in the attribute linkage settings. If the attribute name is registered as something other than "Position", that name will be displayed.
17. Enter the "Attribute Code" starting from column X, and the "Attribute Name" (e.g., Gender) starting from column Y.
Depending on whether respondents select attribute items during the survey, this input may or may not be required. For more details on organization/attribute selection during survey responses, please refer to 'Set Organization/Attribute Selection during Survey Responses.'
If respondents select their organization/attribute (Optional)
Registration is optional.
The organization and attribute information selected by respondents on the response screen is not automatically reflected in user settings.
To reflect this information, refer to the section "Correct the result data" and review "If you want to reflect the organization/attribute selected by respondents in the Engagement Survey in the User Settings"
If respondents do not select their organization/attribute (Required)
Registration is required.
From Column R onward, input fields for 'Attribute Item Code' and 'Attribute Item Name' will be displayed for each attribute. If attributes are not registered in Attribute Settings, they will not be displayed. Attributes and attribute items not registered in Attribute Settings cannot be registered from the user list file.
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When changing the user's affiliation, be sure to change both the 'Attribute Item Code' and 'Attribute Item Name.' |
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The "Organization Hierarchy Name," "Department Name," "Attribute Name," and "Attribute Item Name" displayed in the user settings file are not available in English. Even if the admin panel display language is set to English, the user settings file will still show the "Department Name (Japanese)" from the organization bulk settings file and the "Attribute Item Name (Japanese)" from the attribute bulk settings file. If you want to display the "Department Name" and "Attribute Item Name" in English, please enter the English names in the Japanese input fields of the organization and attribute settings. Image｜Example of entering English in the "Attribute Name (Japanese)" and "Attribute Item Name (Japanese)" fields in the Attribute Bulk Settings file |
18. Enter "Memo" in the Last Column (If Necessary)
Use this as a memo field as needed. The character limit for 'Memo' is 255 characters.
Handling of Employees on Leave and Retirees
Retirees
Please delete the user from the 'User Settings' screen. Even if the user is deleted, past result data will not be deleted.
Employees on Leave
If you want to temporarily disable a user, change 'Service Availability' in 'User Settings' to 'Not Available.' This will prevent login to Motivation Cloud Engagement and survey responses without deleting user information. However, 'Action Plan Manager Settings' and 'View Permissions Settings' will be disabled. Reconfigure them when changing back to Service Availability is 'Available'