Bulk User Settings: Create a User List File

What Is the User List File

The User List File is a CSV file used to register, edit, and delete users in bulk. By uploading the created CSV file, you can register user information in bulk.
You can register basic user information common to all services, as well as service-specific information such as roles and survey response methods. For details on each item registered in User Settings, please refer to "What are User Settings?".

  If you are using Motivation Cloud Engagement
Users without an email address can respond to surveys using ID-based responses or LINE WORKS notifications. Please check the registration steps in the links below before creating the User List File.
・Set up an Engagement Survey of respondents who use IDs
・LINE WORKS通知を設定する（Japanese only）

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How to Create the User List File

Caution
Do not edit or delete the column headers in rows 1 and 2 of the CSV file. Doing so will cause errors.

Basic Information

① Enter the "Employee ID" in column A (optional)
・Register this if you want to manage user information and employee information.
・Duplicate "Employee IDs" cannot be registered.
・There are no restrictions on the characters (alphabets, hiragana, half-width, full-width, etc.) that can be entered in the "Employee ID" field.
・If the "Employee ID" begins with a "0" such as "0001", an upload error may occur. Please refer to "How to deal with leading "0" being deleted when downloading CSV files".

② Enter the user's name in the "Display Name" field in column B (required)
The "Display Name" registered here will be displayed on various screens and in emails sent to users. The maximum number of characters that can be entered is 255.

Recommended settings when using Motivation Cloud Role Development
If you want the target user's name to be displayed in both Japanese and English, enter the full name in "Japanese/Romaji" format in the Display Name field.
This is recommended when the target users are Japanese speakers and the respondents are English speakers.

③ Enter the "Last Name" in column C, "First Name" in column D, "Last Name (Phonetic)" in column E, and "First Name (Phonetic)" in column F (optional)
The maximum number of characters that can be registered is 255.

④ Enter the "Email Address" in column G (required)
・Email addresses that can be registered consist of half-width alphanumeric characters and the symbols (@._).
Email addresses with consecutive periods or a period immediately before the @ symbol may cause sending errors and emails may not be delivered properly.
Example: [e-mail]  / [e-mail]
・The maximum number of characters that can be registered is 255.
・Email addresses can be registered in uppercase, but they will be displayed in lowercase on each screen.
・When logging in to Motivation Cloud, you can enter the email address in either lowercase or uppercase as your "Login ID".
・The email address of a user who has already been registered cannot be changed through "bulk settings". To make changes, go to "User Settings" > "Individual Settings".
For operating procedures, please refer to "User Settings: Register, Edit, and Delete Individually".

⑤ Enter the "ID" in column H (optional)
This should only be configured if you are using Motivation Cloud Engagement and respondents will answer surveys using an ID.
No setup is required if respondents answer via email or LINE WORKS. For details, please refer to "Set up an Engagement Survey of respondents who use IDs".

⑥ Enter the "Language" in column I (required)
For the languages available for each service, please refer to "Check the available languages for each service".

⑦ Enter the "Date of Birth" in column J and the "Joining Date" in column K (optional)
・Please enter the "Date of Birth" and "Joining Date" in one of the following formats.
<Examples>
If the date of birth is January 1, 1993: 1993/01/01・1993-01-01・1993/1/1・1993-1-1
If the joining date is April 1, 2018: 2018/04/01・2018-04-01・2018/4/1・2018-4-1
・When you enter a user's "Date of Birth" and "Joining Date" and configure the Automatic Association settings in Attribute Settings, that information will be linked to attribute fields such as "Age," "Joining Period," and "Years of Service," and will be updated automatically.
Even if you change the content of the User List File after linking, the Automatic Association settings will take priority.
For operating procedures for the Automatic Association settings, please refer to "Set Attribute Association Settings".

⑧ Enter the "Department Code" in column L and the "Department Name" in column M

• When configuring the following settings for each service, be sure to register the "Department Code" and "Department" for the user.
  • Engagement: When not allowing respondents to select their organization/attribute when answering a survey
    In this case, you must specify the user's department code and department.
    If you allow respondents to select their organization/attribute, registration is optional. The organization/attribute information selected by respondents on the answer screen will not be automatically reflected in User Settings. If you want to reflect it, please refer to "When you want to reflect the organization/attribute selected by respondents in the Engagement Survey in User Settings" as described in "Correct the result data".
  • Sharing: When you want to publish content or send messages by department
    Registration is required if you want to publish content by department or deliver messages to specific departments.
  • Role Development: When using Department Administrator Settings, the HRBP function, etc.
    Registration is required when using Department Administrator Settings, the HRBP function, etc.
     
• Please specify the "Department Code" and "Department" that have already been registered in "Organization Settings".
  The system always imports the "Department Code" information. You cannot register the "Department" alone.
• Enter the "Department Code" and "Department Name" of the lowest-level department the user belongs to. By registering the lowest-level department, the user will automatically be registered in the higher-level organizations. The lowest-level department may vary depending on the user's job title.
  <Example>
• Sales Department / Administration Division / Team A: For a Department Manager, the lowest level is "Sales Department". 　　
• Sales Department / Administration Division / Team A: For a Division Manager, the lowest level is "Division".
• Sales Department / Administration Division / Team A: For a Team Member, the lowest level is "Team".

⑨ Enter the "Job Title Code" in column N and the "Job Title Name" in column O
Enter this if there is a job title you want to associate with the user. This will not be displayed if the job title has not been configured in the Attribute Association Settings. If the attribute name has been registered under a name other than "Job Title," that attribute name will be displayed.

  This setting is required in the following cases.

• When setting view permissions for concurrently assigned departments for users with job titles who have concurrent department assignments in Motivation Cloud Engagement
• When using the Condition-Specified Respondent Settings in Motivation Cloud Role Development

⑩ Enter the "Concurrent Department Code" in column P and the "Concurrent Department Name" in column Q
Enter this if the user has any concurrently assigned departments. Input fields will be displayed according to the number of concurrently assigned departments specified when downloading the "User Bulk Settings File". This will not be displayed if the number of concurrently assigned departments is set to "0".

⑪ Enter the "Concurrent Job Title Code" in column R and the "Concurrent Job Title Name" in column S
Enter this if the user holds a job title in their concurrently assigned department. This will not be displayed if the job title has not been configured in the Attribute Association Settings. If the attribute name has been registered under a name other than "Job Title," that attribute name will be displayed.

⑫ Enter the "Attribute Code" and "Attribute Name (such as gender)" in column T onward
Only items already registered in "Attribute Settings" will be displayed from column N onward. If no attributes have been registered in Attribute Settings, this will not be displayed. If you want to register user attributes, first configure the attribute items in Attribute Settings, then set the user's attributes.

Caution
・When changing a user's affiliation, be sure to change both the "Attribute Item Code" and "Attribute Item Name".
・If you are using the Motivation Cloud Engagement Admin Panel in English, the organization/attribute names displayed in the file cannot be switched by language, so the content registered in the Japanese field of Organization/Attribute Settings will be displayed as-is. If you want it displayed in English, register the English name in the Japanese registration field of Organization/Attribute Settings.

⑬ Enter a "Note" in the last column of the basic information section (optional)
Use this as a notes field as needed. The maximum number of characters for "Note" is 255.

Engagement Information

Conditions for Setting Survey Respondents
For users to whom you want to send a Survey Invitation Email, please configure the settings as follows.
・Service Availability: 1
・Survey Response Method: Respond via Email or Message

⑭ Enter the "Number Indicating Service Availability" (required)

Set whether the user will use the Motivation Cloud Engagement service.

・Enabled: 1 
Users who log in to Motivation Cloud Engagement and users who respond to surveys.
Users with the "respondent" role can only respond to surveys.

・Disabled: 0
Users whose service availability is set to "Disabled" cannot perform the following actions. They are also not included in the registration limit.

　・Logging in to Motivation Cloud Engagement
　・Responding to various surveys

⑮ Enter the "Number Indicating User Role" (required)

・System Owner: 3
・Administrator: 4
・Action Plan Manager: 5
・respondent: 6

⑯ Enter the "Survey Response Method" (required)

Please configure the survey response method.

・Respond via Email or Message
・Respond via ID
・Do Not Respond
If "Do Not Respond" is selected, Survey Invitation Emails and Survey Reminder Emails will not be sent.

 

⑰ Enter the "Number Indicating Email Sending Availability" (required)
Set whether to send various notification emails from Motivation Cloud Engagement to "System Owners," "Administrators," and "Action Plan Managers".

<Note>
Even if "Do not send" is selected, Survey Invitation Emails and some other emails will still be sent. For details, please refer to "Outline of Emails Sent to Users".

・Send: 1
・Do not send: 0

Sharing Information

⑱ Enter the "Number Indicating Service Availability" (required)

Set whether the user will use Motivation Cloud Sharing.

・Enabled: 1 
Users can log in to Motivation Cloud Sharing.

・Disabled: 0
Users cannot log in to Motivation Cloud Sharing.

⑲ Enter the "Number Indicating User Role" (required)

・System Owner: 3
・Administrator: 4
・Action Plan Manager: 5
・Member: 6

Role Development Information

⑳ Enter the "Number Indicating Login Availability" (required)

Enabled: 1
・Users who configure various settings
・Users who use surveys and stretch plans
・Users you want to set as viewers of the support screen 

Disabled: 0
・Even if login is set to disabled, users can still respond to surveys.

㉑ Enter the "Number Indicating User Role" (required)
Surveys can be responded to regardless of the user role type.

・Admin: 1 
Users who configure various items (user registration, surveys, stretch plans, etc.)

・Standard: 2 
Users other than admins (target users of initiatives, survey respondents, support screen viewers, etc.)

 

㉒ Enter the "Basic Service (Charged)" (required)

・Not Applicable: 0
Users you want to set as admins, survey respondents, or support screen viewers only.

・Applicable: 1
Users who are targets of surveys, stretch plans, and training.
・Users for whom 0 (login disabled) has been entered for login availability cannot be set to 1 (Applicable) for the Basic Service.
・The Basic Service can accommodate registrations up to the total maximum number of users across all contracted plans. For details, please refer to "契約中のプランとサービス利用状況を確認する（Japanese only）".

㉓ Enter the "Extended Service Code" (optional)
・Enter the Extended Service Code for users who will undergo training.
・When assigning an Extended Service, enter "1 (Applicable)" in the "Basic Service (Charged)" field in step ⑱.
・You can register up to the maximum number of users for each contracted plan.

 

How to Check the Extended Service Code

1. Click "Open Service-by-Service Usage List" located under "User Settings" ▶ "User Bulk Settings" ▶ "2. Edit File"

2. Click "Role Development"

3. Check the Extended Service Code
Your contracted plans are displayed in a list, and you can check the relevant Extended Service Code.

㉔ Enter the "Extended Service Name" (optional)
This field is optional. When the Extended Service Code is entered, the Extended Service Name will be automatically filled in after the file is uploaded.