Guidelines for updating the User Upload template

Consider the following guidelines to make proper use of the template and avoid errors during the import.

  • You should always download a new template to pick up any changes applied to your study. This includes an updated list of study roles and, for the pre-populated template to update users, the current details of all extisting study users in production mode.
  • In the User Upload template, you must add one row for each user you want to add or update.

    Tip:

    If you are using a pre-populated template to update users, you don't need to add a row for an existing user, but locate it in the table to update directly.
  • Users assigned with retired roles are not included in the auto-populated table of the template to update users. To update such users you must add them manually including the desired changes.
  • For each study user, you must complete the following details in the given columns:

    Note:

    Even though there is no distinction between the type of fields in the template, we can group the available columns into two different categories, user account details and user access details.
    User account details
    Column Required or Optional Description
    First Name Required Enter the first name of the user, as defined in the Oracle Life Sciences Single Sign-On (SSO) account.
    Last Name Required Enter the last name of the user, as in the SSO account.
    Email Required Enter the email address associated to the user account.
    User Name Required Enter the user name for the user account. This is the user name used to login to Oracle Clinical One Platform.
    User access details
    Column Required or Optional Description
    Start Date Required Enter the start date of the effective date range for the user access.
    End Date Optional Enter the end date of the effective date range for the user access. If no end date is entered the user will have access until an end date is entered or the study is decomissioned.
    Role Required Select a role from the drop-down. This drop-down is pre-populated with all active study roles available in the given study, including template roles.

    Note: This template is for study roles to be assigned in production and training modes, so retired roles and design roles are not included.
    Site IDs Optional Enter the site IDs for which the user must have access. Use a semicolon to separate multiple sites or enter All if user must have access to all sites.
    Depot IDs Optional Enter the depot IDs for which the user must have access. Use a semicolon to separate multiple depots or enter All if user must have access to all depots.
  • The upload template has a suggested limit of 600 records. This limit is not enforced but keep in mind that the larger the file, the longer the time to import.
  • Existing study users included in the template with no updates won't be impacted and an audit record for the user update won't be created. If you work with the pre-populated template to update users, you don't need to remove rows for non-updated users.

    However, all uploaded users are included in the counts for the Bulk User Upload notifications, even users that were not updated. If you want to keep the non-updated users out of these counts for better assessment, we do recommend you delete non-updated users from the pre-populated template.

  • After you click Validate, macros run to ensure required data is present and adheres to the required format. To do this, make sure macros are enabled on the file.
  • Macros do not check for duplicate records that may appear during import. To avoid additional work, make sure all user names are unique.
  • A file can be saved without running validation or addressing the issues found. A file with errors might import successfully but the user may not be created or updated appropriately. Such errors are tracked in the User Upload Error report.
  • The User Upload report report generates automatically after every import completed with errors, and includes details about what has failed.

    Tip:

    This report uses the same format as the User Upload template. You can fix errors directly in the report and upload it instead of the user upload template.
  • By default, users are uploaded in Production mode. During the upload process, to upload users for both Production and Training modes, enable Upload users to training mode.
  • You can upload the user upload template for both Oracle Clinical One Platform SSO users and Federated users.
  • You cannot upload details for Oracle users in your study using the upload template. Doing so throws an error message which states that the upload of Oracle users is not supported. These users must be individually assigned to a study. See Add a user to a study in Oracle Clinical One Platform.

Related Topics

Parent topic: Manage study users in bulk