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How is the user data provided?

During the implementation process, the FlexWhere team will discuss with your organization the options for importing and maintaining users in FlexWhere.
FlexWhere supports four options for importing and maintaining users, these are discussed below.

A number of things are needed to deliver the users:

  • Technical knowledge;
  • Technical competence;
  • Access to the Active Directory (AD).

If you choose to add users manually, you also need to maintain this manually.

The first possibility is to add one or more users manually in the Control Centre. Manual addition of users can only be performed by an Admin.

Multiple Users

  1. Sign in to FlexWhere Control Centre;
  2. Go to the Users menu;
  3. Click on the blue ‘+’ icon at the top right of the screen;
  4. Now select: ‘Add user list’;
  5. Select the correct CSV file with new users (download the template below);
  6. Confirm the choice;
  7. The system is now loading the list;
  8. The list of new users is now loaded.
Field NameMandatory FieldsMin. CharactersMax. CharactersData typeExample
CSV_USERNAMEYes250AlphanumericJanJ
CSV_FIRSTNAMEYes250AlphanumericJan
CSV_SURNAMEYes250AlphanumericJansen
CSV_DISPLAYNAMEYes220AlphanumericJansen, Jan.
CSV_TITLENo220AlphanumericManager
CSV_PHONENo220Numbers and Special characters(+,-,(,) etc+3120123456
CSV_MOBILENo220Numbers and Special characters(+,-,(,) etc+3165123456
CSV_DEPARTMENTNo250AlphanumericSupport
CSV_EMAILYes2NaStandard formatj.jansen@flexwhere.com
CSV_EHBONo111 or 01
CSV_BHVNo111 or 00
CSV_PROFILEPHOTONo5500Hyperlink or file namejanjansen.jpg

The CSV file must be named “flexwhere – users.csv”.

The contents of the CSV file must be completed by default according to the rfc4180. To do this, save the file as Unicode (UTF-8).

The contents of the fields must be placed within quotation marks. This prevents the addition of (hostile) code.

The separator between the fields in the CSV file must be “;”.

Note: When a CSV file is read, new users are added. Existing users may be changed. Users not appearing in the CSV file will be removed from FlexWhere.

Single user

  1. Sign in to FlexWhere Control Centre;
  2. Go to the Users menu;
  3. In the “Display Name” column, click the “+”;
  4. Fill in the information for the new user;
  5. Click save when the information is correct;
  6. The new user has now been created.

The second option involves exporting data from Active Directory to a CSV file. Next, this CSV file will need to be uploaded to the specifically created SFTP account for your organization.

When using SFTP, users are refreshed every 24 hours. For example, new colleagues are added to FlexWhere and any colleagues leaving the company no longer have access to the mobile app.

The CSV file must meet the following format:

Field NameMandatory FieldsMin. CharactersMax. CharactersData typeExample
CSV_USERNAMEYes250AlphanumericJanJ
CSV_FIRSTNAMEYes250AlphanumericJan
CSV_SURNAMEYes250AlphanumericJansen
CSV_DISPLAYNAMEYes220AlphanumericJansen, Jan.
CSV_TITLENo220AlphanumericManager
CSV_PHONENo220Numbers and Special characters(+,-,(,) etc+3120123456
CSV_MOBILENo220Numbers and Special characters(+,-,(,) etc+3165123456
CSV_DEPARTMENTNo250AlphanumericSupport
CSV_EMAILYes2NaStandard formatj.jansen@flexwhere.com
CSV_EHBONo111 or 01
CSV_BHVNo111 or 00
CSV_PROFILEPHOTONo5500Hyperlink or file namejanjansen.jpg

The CSV file must be named “flexwhere – users.csv”.

The contents of the CSV file must be completed by default according to the rfc4180. To do this, save the file as Unicode (UTF-8).

The contents of the fields must be placed within quotation marks. This prevents the addition of (hostile) code.

The separator between the fields in the CSV file must be “;”.

The third possibility concerns a SCIM connection. This requires a premium account with Azure AD.

With a SCIM link, users are refreshed in real time. For example, new colleagues are added to FlexWhere and any colleagues leaving the company no longer have access to the mobile app.

Overview SCIM connection

The third way is an LDAP connection. This is used to link FlexWhere to your organisation’s Active Directory (AD).

The tool must be installed on a server that has sufficient rights to communicate with the AD. The screenshot shows an example with the correct settings.

With an LDAP connection, the users are refreshed every hour. For example, new colleagues are added to FlexWhere and any colleagues leaving the company no longer have access to the mobile app.

Download the zip file below and install the LDAP link:

Tip: The LDAP settings and FlexWhere can be tested separately.

Note: If you want to install this link for your organisation we recommend you contact the FlexWhere team.

In case of an SFTP, SCIM or LDAP connection: please contact the FlexWhere team.

Updated on 17-09-2021

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