Inviting new user
From Clarizen
The Invite New Users screen allows you to quickly and efficiently add new users to your Organization.
You have two ways to add users:
- Manually, by typing minimum mandatory information about each user which is user’s First name, Last name and Email address
- Importing users from a file
Adding Users Manually
There is a simple and advanced way to add users to the system. In the simple Invite User page, simply enter the email address of the user you would like to invite to Clarizen.
Assuming the email address is in the format of "firstname.lastname@myorg.com", the first name and last name will be filled in as per the email address, in all other occurrences, the content prior to the "@" will be used as both the first name and last name.
For more advanced options, including selecting the user type and email notification settings click on the "Advanced" button.
To add users manually type their First name, Last name and Email address in the corresponding columns.
Select the User Type from the drop down menu.
Note: During the trial period, a user can be assigned any license type at no cost. Upon subscription to Clarizen, a purchase needs to be made for both the Full and Time&Expense license types, while Email and None are unlimited and free of charge
Mark external organization users in the column External User. These users will have limited authorization in your organization.
Clarizen will automatically send a "Welcome email" to all users added to the organization. In case you want to avoid sending this email to specific users, as in the case of email-only users, un-check the corresponding cell in the "Send an email invitation to this user" column.
Use the column Add? to mark users that should be skipped and not added to your organization. This column is checked by default for all entered users.
After you have completed entering user details into the grid, click OK to start the process of adding users to your organization.
On OK, properties of the users will be validated:
- All mandatory fields need to be filled
- Email address need to have appropriate format
Records that pass validation successfully will be added to Clarizen. Those that did not pass validation will be repeatedly displayed in the grid after the corresponding prompt that notifies on the number of successfully added users.
You will be able to review the list of users that did not pass validation and will have the option to modify user’s details to match validation criteria and click OK to repeat the import process or Cancel the operation.
Importing from File
To mass import users into Clarizen, click on the "Import from File" link within the "Invite New Users" window.
In the Upload Users File window click Browse to select the file. Import supports files in csv, xls and xlsx formats.
Properties of each specific user should be presented in one row.
The following properties are supported (property per column):
First name, Last name, E-mail Address, User Type, Business Street, Business City, Business State, Business Postal Code, Business Country/Region, Home Street, Home City, Home State, Home Postal Code, Home Country/Region, Job Title, Business Phone, Business Fax, Mobile Phone, Send Invitation Email (takes the values TRUE or FALSE)
Where First Name, Last Name and E-mail Address are mandatory columns that must be the first three columns in the Excel sheet being uploaded
Note: When entering "User Type" for a user (which refers to the license type - Full, Time and Expense, Email or None), be sure to label Time and Expense as "Limited" to ensure they are correctly imported into the system.
Uploaded user details will be displayed in the "Invite New Users" grid, you will then be able to complete the necessary details of the users (as described above) in the grid and click "OK" to add the users into the Clarizen application.
Note: The Add? column is particularly useful when importing users from a file. This column allows you to filter those users that were uploaded from the file but do not need to be added to your Clarizen account
How to Export Users from Outlook
To export a CSV file from Outlook please follow the steps below:
- Select the Contacts folder within Outlook
- Select Import and Export from the File menu
- When the Import and Export wizard opens select the Export to a File option and click Next
- Select Comma separated files (CSV) and click Next
- Select the Contact folder to export and click Next
- Choose the name of the file and location where to save the file and click Next
- Click Finish to confirm export
Note: By default Import users is allow only for the users with Administration permissions. To enable mass import for the "non-admin" user check Allow mass import of users for non admin users in the Organizations, Users, Licenses section of system settings.
