How to import guest accounts using CSV

EasyLife 365 Collaboration enables administrators to bulk create guest accounts by importing a CSV file through the Manage section of the EasyLife Cockpit. This feature streamlines the process of inviting multiple external users while ensuring consistent template and policy application.

Prerequisites

Before importing guest accounts via CSV, ensure you have:

• Access to the EasyLife Cockpit with appropriate permissions
• Guest account template IDs from your EasyLife environment
• Owner IDs (Entra ID Object IDs) if you plan to assign specific owners
• A properly formatted CSV file with the required columns

Creating the CSV File

The CSV file must contain at minimum the required columns (mail and templateid). Additional columns can be included to specify owner information, user details, and custom metadata fields.

note

You can download a sample CSV file from the Import Wizard.

mail,templateid,primaryownerid,secondaryownerid,DisplayName,businessphone,city,companyname,country,department,employeeid,costcenter,division,givenname,jobtitle,mobilephone,officelocation,postalcode,state,streetaddress,surname,meta_projectcode,meta_contractref
user1@example.com,874a31fa-bc1a-4df3-a2b8-e099ecb3bab8,d3f0fe0f-ad34-4eb2-af61-953ea3a76031,714ffdb5-7eed-4495-a066-d7a4506d17a0,Demo user,0443333333333,Bern,EasyLife,CH,IT,503,BI-3432,security,Demo,Security specialist,3333333333,Zuerich,8005,Bern,sierstrasse, 34,User,PRJ-2024-001,CON-2024-123

CSV Column Reference

Header	Required	Description
mail	True	The Email Address of the Guest Account to be created
templateid	True	The guid of the template to be used as shown in the EasyLife cockpit
primaryownerid	True	The Entra Id Object Id of the primary owner of the Guest Account, if not set, the user signed in to the EasyLife Cockpit will be used
secondaryownerid	False	The Entra Id Object Id of the secondary owner of the Guest Account
givenname	False	The first name of the Guest Account
surname	False	The last name of the Guest Account
companyname	False	The company name of the Guest Account
DisplayName	False	The DisplayName of the Guest Account
businessphone	False	The business phone number of the Guest Account
city	False	The city part of address of the Guest Account
country	False	The country of the Guest Account
department	False	The department of the Guest Account
employeeid	False	The employeeId of the Guest Account
costcenter	False	The cost center of the Guest Account
division	False	The division of the Guest Account
jobtitle	False	The job title of the Guest Account
mobilephone	False	The mobile phone number of the Guest Account
officelocation	False	The physical delivery office of the Guest Account
postalcode	False	The postal part code of the address of the Guest Account
state	False	The state part of the the address of the Guest Account
streetaddress	False	The street part of the the address of the Guest Account
meta_projectcode	False	EasyLife custom data field named projectcode
meta_contractref	False	EasyLife custom data field named contractref

note

Including Custom Metadata Fields in Your CSV

To successfully add custom metadata fields to your CSV file, follow these guidelines:

1. Prefix the column name with meta_.
2. Use the exact field name as specified in your template.
3. Ensure values comply with any constraints defined in your template.

Example:

• If your custom field is named projectcode, the column header should be meta_projectcode.
• If your custom field is named contractref, the column header should be meta_contractref.

Importing the CSV

Follow these steps to import a CSV file into the EasyLife Cockpit:

1. Navigate to the EasyLife Cockpit.
2. Go to Manage → Guest Accounts.
3. Click the Import button.
4. Select your CSV file.
5. Review the preview to ensure data is mapped correctly.
6. Click Import to start the process.

warning

There are a couple of important considerations to make before starting an import:

• The CSV file must be encoded in UTF-8.
• Boolean fields should contain only "true" or "false".
• Custom metadata fields must exactly match those defined in your templates.

Best Practices

To ensure a smooth import process:

• Begin with a small test import to validate your CSV format.
• Include both primary and secondary owners whenever possible.
• Use descriptive display names or adhere to EasyLife's naming policy for better identification.
• Maintain proper documentation for any custom metadata fields used within your organization.