Importing information about users to multiple exchanges | Intralinks Designer

  • Updated

Product: Intralinks Designer
Applies to: Managers and publishers
 

You can update user information in several exchanges at the same time if you like. The process is similar to that for importing information into an exchange, with a couple of important exceptions:

  • Your import file must include the exchange ID and the exchange name for each record that will be changed; if the same individual appears in multiple exchanges, your import file will need to include a separate entry for each exchange.
  • You will not have an opportunity to review your changes before they are added to the Intralinks Designer queue. For this reason, be very careful when updating multiple exchanges! If your import file contains errors that are not found before you import, it is likely that they will appear on your active exchanges.

To import information into multiple exchanges, you must display the exchange, as described in the following procedure. If a particular exchange is displayed when you import, only that exchange will be updated.

I want to

  • Import user information to multiple exchanges

Steps

Adding users to multiple exchanges

For this procedure, your import file should contain information for the users whom you want to add to the exchanges.

Be sure that the Users and Groups tab is selected. Also be sure that you have set default import entries as described in Importing information about users.

  1. If the exchange list is not displayed already, display it by selecting All Items from the Exchange menu.
  2. Click the New Users button on the toolbar. The Add Users Wizard screen appears.
  3. Click the Browse button to display the Open dialog box. Locate your import file, highlight it and click OK.
  4. Review the remaining entries on the screen, and make any changes that are needed. Then click Next to display step 2. Match import fields.
  5. The Add Users Wizard automatically matches fields in your import file with fields in Intralinks. Review the automatic selections; if any of the matches are incorrect, click on the field in the Import fields column and select the correct field from the list that appears.
  6. When you have made any corrections needed, click Next. Step 3. Match results appears.
  7. If any of the records in your import file contains errors, they are identified with red “x” icon, and the message Sorry, we cannot complete this task appears.

    If this occurs, click the Download Errors button to display a report in Microsoft Excel that lists the records in your import file and the errors that need to be corrected. When you have made the corrections and saved your changes in Excel, click the start over link to return to step 1 of the wizard. Be sure to click the Browse button and reselect your import file to ensure that you are using the updated version of the file.

    Click Accept. The Exchange Updater screen opens and the import process begins.

If you want to view a list of the changes that were made to the exchanges when you have finished importing, see Viewing a report of the changes made during importing.

Removing users from multiple exchanges

For this procedure, your import file should contain information for the users whom you want to remove from the exchanges or from groups in the exchanges. The file must contain the following required fields: each user’s phone number; email address; first name; last name; organization name; and exchange ID. To remove users from groups but not the exchanges they belong to, include the Group ID or Group Name for each group. For information about setting up your import file, see Importing information about users. 

Be sure that the Users and Groups tab is selected. Also be sure that you have set default import entries using the procedure in Importing information about users.

  1. If the exchange list is not displayed already, display it by selecting All Items from the Exchange menu.
  2. Click the Remove Users button on the toolbar. The Remove Users Wizard screen appears.
  3. Click the Browse button to display the Open dialog box. Locate your import file, highlight it and click OK.
  4. Review the remaining entries on the screen, and make any changes that are needed. Then click Next to display step Match import fields.
  5. The Remove Users Wizard automatically matches fields in your import file with fields in Intralinks. Review the automatic selections; if any of the matches are incorrect, click on the field in the Import fields column and select the correct field from the list that appears.
  6. When you have made any corrections needed, click Next to display step 3. Match results.
  7. Review the entries that appear on the If any corrections are needed, click on the fields that need to be changed and make the corrections.

    If a red “x” icon appears to the left of the user’s name, changes must be made to the record before it can be imported. To learn more about the change that is required, place your mouse pointer over the icon.

  8. When you are satisfied with the entries, click Accept.

    The users’ records are removed, and the exchanges are added to the Intralinks Designer queue, where they can be uploaded to the Intralinks primary service.

  9. Right-click the Intralinks Connection icon il_status.png in the Taskbar Notification area and select View Exchange Update Queue from the menu that appears. The Exchange Updater window opens.
  10. Click the Submit button to begin uploading the changes to your exchanges.

If you want to view a list of the changes that were made to the exchange when you have finished importing, see Viewing a report of the changes made during importing.

Synchronizing user records on multiple exchanges

Use this procedure to update the user records on your exchanges with information from another “system of record.” Your import file should contain information for the users whose records you want to update. When you use the following procedure, users may be removed, as well as added to your exchanges, along with any updates that are made to existing records.

Be sure that the Users and Groups tab is selected. Also be sure that you have set default import entries using the procedure in Importing information about users.

  1. If the exchange list is not displayed already, display it by selecting All Items from the Exchange menu.
  2. Click the Synchronize Users button on the toolbar. The Synchronize Users Wizard screen appears.
  3. Click the Browse button to display the Open dialog box. Locate your import file, highlight it and click OK.
  4. Review the remaining entries on the screen, and make any changes that are needed. Then click Next to display step 2. Match import fields.
  5. The Synchronize Users Wizard automatically matches fields in your import file with fields in Intralinks. Review the automatic selections; if any of the matches are incorrect, click on the field in the Import fields column and select the correct field from the list that appears.
  6. When you have made any corrections needed, click Next to display step 3. Match results.
  7. Review the entries that appear on the If any corrections are needed, click on the fields that need to be changed and make the corrections.

    If a red “x” icon appears to the left of the user’s name, changes must be made to the record before it can be imported. To learn more about the change that is required, place your mouse pointer over the icon.

  8. When you are satisfied with the entries, click Accept.

    The users’ information is updated, and the exchanges are added to the Intralinks Designer queue, where they can be uploaded to the Intralinks primary service.

  9. Right-click the Intralinks Connection icon il_status.png in the Taskbar Notification area and select View Exchange Update Queue from the menu that appears. The Exchange Updater window opens.
  10. Click the Submit button to begin uploading the changes to your exchanges.

If you want to view a list of the changes that were made to the exchange when you have finished importing, see Viewing a report of the changes made during importing.

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