Users are people who have login access and actively use your organization's FMX site. These users are assigned to groups, known in FMX as "User Types", with varying levels of permissions to complete tasks based on organizational structure.
Contacts do not have login access to FMX but are used for record-keeping purposes. A good example of a contact would be a vendor or contractor. The vendor/contractor does not have login access to FMX but can be assigned to a request to show that they completed the work.
To bulk import users and/or contacts into your FMX site, follow the steps below:
*The ability to bulk import data is configured at the user type level by each module. This must be set up by a site administrator.
1. Navigate to the Bulk Imports tab on the left-hand side of your page:
2. Click on the New Import button at the top right of the page:
3. Select User Import:
4. Populate the template with the necessary information. Columns that contain an asterisk (*) are required.
Name*: This is the user's name. Make sure it is easily distinguishable from other Users (First and Last name typically takes care of this).
If you're wanting to add a contact, this is where you'd add the vendor or contractor name.
Email* (optional if contact): Enter the email address of the user. Make sure the email address is a valid so that the user is able to receive any necessary email notifications. The same email address cannot be used for more than one user account.
Contacts do not require an email address.
User type*: The user type is the group that a user belongs to within their organizational structure. Each user type has a particular set of permissions to complete tasks within FMX. These user types must already be established within FMX and cannot be added through this template.
*Adding new user types is an Administrator-only permission.
Time zone: the time zone each user resides in
Password: A password can be set here. If left blank, the user will be sent a password creation email.
Require password change: This is a “yes” (or leave blank if no) response. This is used if you assign each user a generic password such as “welcome”, then they will be required to change it once they verify their account.
Building access: Enter all of the buildings to which each user has access. Each new building will need to be on a separate line, done by selecting the ALT + Enter shorcut.
Phone: Provide a number in which each user can be reached.
Labor rate: If applicable, what is the user’s hourly rate? (This is kept private from other users based on User Type settings).
Can be a driver: This is a “yes” (or leave blank if no) response. The only way a user can be designated to drive a vehicle on a transportation request is if they are marked as a driver.
Liability insurance expiration date: This only applies to users who are required to have liability insurance.
Is contact: This is a “yes” (or leave blank if no) response. You might want to add a contacts to record contact info for a vendor.
*Unlike users, contacts cannot receive email notifications from FMX.
Is supplier: This is a “yes” (or leave blank if no) response. You might have suppliers that you want to store in your site. These suppliers can be people or companies in which your organization outsources for certain tasks/resources. This gives you easy access to your suppliers' information, but restricts the suppliers visibility of FMX.
Custom Field: Custom fields are always an option if you need to add any other required/non-required details. These fields must be added by a site administrator.
5. Once you have completed filling out the import template, save the document to your device.
6. Navigate back to the Bulk Import page in FMX.
7. Title the name of your import in the Title section.
8. Next, click on the paperclip icon in the Template section to upload your completed import file
9. Once your bulk import is titled and the file is uploaded, hit the Save button to complete your import or select Validate Only to have FMX check your template for any errors prior to importing.
10. If there are any errors on the import, such as typos or mismatched records, FMX will steer you in the right direction by pinpointing the column, row, and cell of the error.
Click here to read more about bulk import errors and how to fix them.
11. Once you have corrected the errors on your template and re-saved the file, repeat steps 7-8.
12. When your import has been completed, a green banner message will appear at the top of your screen that reads "Success! (Your template name) has been imported with (x of records) records".