Updating User Records in Bulk

Site admins can update user records in bulk either from the Users screen or using the Update Users import template. Each method offers distinct capabilities suited to different update scenarios. Conducting bulk actions from the Users screen is ideal for making quick changes, such as modifying user statuses or updating assignments to roles, organizations, and user groups. For more comprehensive updates involving detailed user attributes or larger data sets, the Update Users import template provides additional flexibility and efficiency.

Method 1: Users screen

Site admins can update users' statuses and assignments to roles, organizations, and user groups using bulk actions available on the Users screen. This method is particularly useful for quick changes to multiple users.

To add roles to users in bulk

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Users. The Users screen appears.

  3. Select the check boxes corresponding to the users for which you want to add roles.
  4. On the bulk actions toolbar, click the Edit button. The Bulk edit users screen appears.

  5. In the Bulk user action field, select Add roles to users. The Role and Organization fields appear.


  6. In the Role field, select one or more roles to assign to the selected users.
  7. In the Organization field, select the organizational group in which the selected users will have the defined role.
  8. Click the Confirm button. The Apply role updates modal appears.


  9. Click the Apply updates button.

To remove roles from users in bulk

Note:

If a role was assigned through a user group, then removing that role will cause the user to lose all roles in that user group.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Users. The Users screen appears.

  3. Select the check boxes corresponding to the users for which you want to remove roles.
  4. On the bulk actions toolbar, click the Edit button. The Bulk edit users screen appears.

  5. In the Bulk user action field, select Remove roles from users. The Role and Organization fields appear.


  6. In the Role field, select one or more roles to remove from the selected users. The drop-down list will populate with a collective list of roles to which at least one of the selected users is currently assigned.
  7. In the Organization field, select the organizational group in which the selected users will be removed from the defined role.
  8. Click the Confirm button. The Apply role updates modal appears.


  9. Click the Apply updates button.

To deactivate users in bulk

When a user is deactivated in the OneTrust Platform, certain features and configurations may be impacted. Consider the following when deactivating a user:

  • Bulk updates follow the same user-management rules as individual updates. For example, a user can't be deactivated if they are assigned as an SSO notification recipient, and a user's primary role can't be removed unless another role remains in the default organization.

  • Aside from the Users list screen in Global Settings, you cannot filter any other lists in the platform by deactivated users. In other words, you will not be able to filter or report on a deactivated user’s previous assignments.

  • Before deactivating a user with many assignments, export a report as historical record as user assignments appear blank in reporting when a user is deactivated.

  • Review and update any automation rules that assign the deactivated user as a respondent or approver. These rules will not function correctly if they reference inactive users.

  • If the user you plan to deactivate was assigned as a default approver in any workflow, you will need to update that assignment to an active user before deactivating to ensure no interruption in workflows.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Users. The Users screen appears.

  3. Select the check boxes corresponding to the users that you want to deactivate.
  4. Click the Context Menu icon in the bulk actions toolbar and select Deactivate.
  5. The Deactivate users modal appears.


  6. Click the Deactivate users button.

To activate users in bulk

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Users. The Users screen appears.

  3. Select the check boxes corresponding to the users that you want to activate.
  4. On the bulk actions toolbar, click the Activate button.
  5. The Activate users modal appears.


  6. Click the Activate users button.

Method 2: Update Users import template

Site Admins can update user records in bulk using the Update Users import template. This import template can be used to update users' basic attributes, assigned roles, and organizations. In addition, Site Admins can use this template to bulk delete users as well as resend Welcome Emails in bulk if needed.

Things to Know

The following information should be kept in mind if making the following changes to user records.

Updating a user's email address

Site Admins can configure whether a user is required to confirm changes to their email address using the Require Users to Confirm Email Address Change setting on the User Settings screen in Global Settings. In addition, if SSO is enabled, Site Admins will need to ensure that the new email address is updated in the IdP for the change to take immediate effect. It is important to update the email address correctly in both the IdP and the application to avoid user lockout and/or unwarranted access.

Note:

A user's email address cannot be updated in the following scenarios:

  • The user being edited is an External user.

  • The user being edited is an Invited user.

  • The user being edited has multiple accounts in the same application environment.

  • The user who is attempting to update the user's information is an External Site Admin. OneTrust Consultants are generally External users and cannot perform this action within your account.

  • The user who is attempting to update the user's information is not assigned to the root organization.

Deleting users

Internal Site Admins within the root organization can delete users from the application while selecting whether to maintain or anonymize the user’s first and last name for audit purposes.

Note:

A user cannot be deleted in the following scenarios

  • The user is the default approver of an organization

  • The user is a multi-tenant user

  • The user is a Site Admin at the root organization

  • The user is assigned as an SSO notification recipient

Attention:

Deleting a user is a permanent action that cannot be undone. If you anticipate that the user will require access to their OneTrust account in the future, OneTrust recommends deactivating the user rather than deleting.

To update user records via bulk import

You can obtain a list of existing users in the application by exporting the User List on the Users screen. You can then use this export as reference when completing the Update Users import template.

Note:

For more information, see Exporting User Reports.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Data Import > Import Templates. The Import Templates screen appears.

  3. Download and open the Update Users import template.
  4. Complete the update template spreadsheet. For more information, see Available Actions and Use Cases and Update Users Template Reference.
  5. On the Global Settings menu, select Data Import > Bulk Import. The Bulk Import screen appears.

  6. Click the New Import button. The New Import modal appears.


    Field
    Description
    Import Name

    Enter a name for the import.

    Import Description

    Enter a brief description of the import.

    Import Type

    Select Update Users.

    File

    Click the Select File button and use the file explorer to select the file you want to import.

  7. Click the Submit button.

Available Actions and Use Cases

The Update Users import template offers the following actions that can be taken depending on your use case.

Action

Use Case

Required Fields

Update

Select this action to update basic user attributes, including the email address and the managing organization for the user.

  • Action

  • Current Email Address

  • First Name

  • Last Name

  • User Type

Add role/org

Select this action to assign a new role or organization to a user.

  • Action

  • Current Email Address

  • New Organization

  • New Role

Update role/org

Select this action to update an existing role or organization assigned to a user.

  • Action

  • Current Email Address

  • Current Organization

  • Current Role

  • New Organization

  • New Role

Remove role/org

Select this action to remove a role or organization assigned to a user.

  • Action

  • Current Email Address

  • Current Organization

  • Current Role

Activate

Select this action to activate an inactive user.

  • Action

  • Current Email Address

Deactivate

Select this action to deactivate a user.

  • Action

  • Current Email Address

Delete (Maintain User Info)

Select this action to delete the user but keep the first and last name of the user when referencing the user's relationship to assigned objects and viewing the user on the Deleted Users list.

  • Action

  • Current Email Address

Delete (Anonymize User Info)

Select this action to delete the user but anonymize the user's name when referencing the user's relationship to assigned objects and viewing the user on the Deleted Users list.

  • Action

  • Current Email Address

Resend Invite

Select this action to resend Welcome Emails to users who have not logged in to the application.

  • Action

  • Current Email Address

Update Users Template Reference



The following fields are available in the Update Users import template.

Field
Description
Action

Select the action you are making for the user record. For more information, see Available Actions and Use Cases.

Current Email Address

Enter the email address of the user that is currently in the application.

New Email Address

Enter the new email address of the user that you want to update. The user will need to use this email address to log in to OneTrust and all OneTrust platform emails will be sent to this address.

First Name

Enter the first name of the user.

Last Name

Enter the last name of the user.

Current Organization

Enter the name of the organization to which the user currently belongs.

The organization must already exist in OneTrust for the bulk upload to work correctly.

Current Role

Select the role that the user to has.

New Organization

Enter the name of the new organization to which the user currently belongs.

The organization must already exist in OneTrust for the bulk upload to work correctly.

New Role

Select the new role you want the user to have.

Managing Organization

Enter the default organization that the user lands on when they log in to the application. The organization entered here must be one of the organizations to which the user is already assigned.

User Type

Enter whether the user is Internal or External.

Expiration Date(Optional)

Enter the expiration date for an external user's access to OneTrust in the format YYYY-MM-DD.

Note:

Only enter an expiration date for external users.

Department

Enter the department to which the user belongs.

Business Unit

Enter the business unit to which the user belongs.

Employee Id

Enter the employee Id of the user.

Manager

Enter the name of the user's manager.

Division

Enter the division to which the user belongs.

Job Title

Enter the job title of the user.

Office Location

Enter the office location of the user.