Batch Inviting Administrators
Last Updated on January 8, 2025 | 4 min read
Note
This guide is only intended for ePubs Supplier Administrators ONLY, if you are a Data License Administrator you must use the User Invitation Form or the Batch Invite Registered Users feature to invite users.
This guide provides detailed instructions on how to batch invite both Data License Administrators (DLAs) and ePub Supplier Administrators using the CSV file upload process. The batch invitation feature simplifies onboarding by enabling administrators to efficiently send a large volume of invitations at once, ensuring proper user setup in the NIVOMAX Identity Manager. For DLAs, the guide outlines the required CSV format, including key fields like company name, user ID, and subscription IDs. For ePub Supplier Administrators, specific placeholder values are highlighted to ensure system compatibility.
Additionally, the guide explains critical steps in the email invitation process, including timing considerations to prevent spam flags and error handling during file uploads. By following this guide, administrators can accurately prepare and process batch invitations, reducing manual effort and ensuring a seamless user integration experience.
How to Upload the CSV File for Batch Invitations
- Click the
Invitations & Onboarding icon on the Main Toolbar. - Click the Batch Invite Registered Users or Batch Invite Data License Admins option from the Collapsible Left Menu to load the Batch Invitation Tool into the Workspace.
- Upload the CSV file using the file Drop Zone:
-
- Drag and Drop: Drag the file here to start the upload.
- Click to Browse: Click here to open your device’s file system. Choose the document you want to upload.
- Locate the CSV file on the desktop computer.
- Click “Open” to select the CSV file.
-
- Click “Upload” to trigger the email sending process.
The invitation email sender is timed to avoid being flagged for spam. The Self-Serve Portal will not allow a second user to upload a CSV file for sending batch invitations while the first invitation sending process is in progress.
CSV Preparation for Data License Administrators
Each row in the CSV file represents a single invitation. When uploaded, the NIVOMAX Identity Manager processes each row, sending email invitations accordingly. Each row must contain a minimum of six comma-separated values, formatted as follows:
| Position | Value | Format | Required |
|---|---|---|---|
| 1 | Company Name | “Company Name LLC” | Yes |
| Displayed in the invitation email, used to create the company profile and assign the company name to the user. Must be wrapped in double quotations. | |||
| 2 | User ID | 4000002 | Yes |
Only required for systems using a third-party Subscription Management System, NIVOMAX Sales Center setups automatically creates the internal ID for the user. Must be a numerical value, and not wrapped in double quotations.
|
|||
| 3 | User’s Name | “Jane Doe” | Yes |
| Displayed in the invitation email and used to create the user in NIVOMAX Identity Manager. Must be wrapped in double quotations. | |||
| 4 | Email Address | “Jane.Doe@company.com” | Yes |
| Used to send the Data License Administrator Invitation and create the user in NIVOMAX Identity Manager. Must be wrapped in double quotations. | |||
| 5 | Company ID | 1002467 | Yes |
| Only required for systems using a third-party Subscription Management System, NIVOMAX Sales Center setups automatically identifies the company using the name. Must be a numerical value, and not wrapped in double quotations. | |||
| 6 | Subscription IDs | 9698, 9493 | No |
| Used to display in the invitation email. Must be a numerical value and not wrapped in double quotations separated by commas. | |||
Example of a good CSV row:
"Company Name LLC",4000002,"Jane Doe","Jane.Doe@company.com",1002467,9698,9493
Example of a bad CSV row:
"Company Name LLC",4000002,"Jane Doe","Jane.Doe@company.com",1002467,9698,9493,,,,,,,,,
CSV Preparation for ePub Supplier Administrators
The process for creating ePub Supplier Administrator users is similar to DLAs, with specific values required:
| Position | Value | Format | Required |
|---|---|---|---|
| 1 | Company Name | “EPub-Company” | Yes |
| Must use the value “EPub-Company” representing the ePub Suppliers official name in the system. Must be wrapped in double quotations. | |||
| 2 | User ID | 4000000 | Yes |
| Placeholder user ID starting at 4000000. Must be a numerical value, 7 digits in length, and not wrapped in double quotations. | |||
| 3 | User’s Name | “Jane Doe” | Yes |
| Displayed in the invitation email and used to create the user in NIVOMAX User Manager. Must be wrapped in double quotations. | |||
| 4 | Email Address | “Jane.Doe@company.com” | Yes |
| Used to send the ePubs Administrator invitation and create the user in NIVOMAX Idenity Manager. Must be wrapped in double quotations. | |||
| 5 | Company ID | 3000000 | Yes |
| Must use the placeholder ID 3000000. | |||
Example of a good CSV row:
"EPub-Company",4000000,"Jane Doe","Jane.Doe@company.com",3000000
Example of a bad CSV row:
"EPub-Company Inc.",5000000,"Jane Doe","Jane.Doe@company.com",3000000,9698,9493,,,,,,,,,
