Import and Export Xerox Standard Accounting User Information

Importing User Information

You can import or export user information and accounting data as a .csv file. For details, refer to the Embedded Web Server help.

Note: To ensure this feature is properly configured follow each section in the order they are listed in these instructions.

Setting Up File Importing

1. Access the Embedded Web Server and log in to the Embedded Web Server as a System Administrator.

2. In the Embedded Web Server, click Properties > Login/Permissions/Accounting > Accounting Methods.

   • Set Up File Importing:

     1. On the Accounting Methods page, for Users & Limits, click Edit.

     2. From the Management Actions menu, select Import.

     3. For File, click Browse or Choose File, select your .csv file, then click Open or Choose.

     4. For Delimiting Character, select an option.

     5. For Language, select the language of the text in your .csv file.

     6. For When importing your File, select an option:

        • Append to existing: This option adds user information from the .csv file to the existing user information stored in the database.

        • Overwrite existing data: This option replaces all user information in the database with user information from your .csv file.

     7. Click Next.

     8. Proceed to the next section.

   • Edit the Fields for Importing:

     1. In the Required Fields area, for Imported Heading, select the column heading from your .csv file containing information for User Name and Display Name.

        1. To build User Name and Display Name from First Name and Last Name, for First Name and Last Name, select a column heading.

        2. For User Name and Display Name, select Build from First and Last Name.

     2. If you created your .csv file by exporting from a non-Xerox device, the .csv file format can contain unwanted characters. To remove unwanted characters from all fields, select Remove Unwanted Characters.

        • For Leading Characters, Body Characters, and Trailing Characters, select an option.

        • If you selected Custom String, type the string of characters that you want to remove from each field.

     3. For Limits, select an option:

        • Quick Setup for All Users: This option allows you to set a default limit for all services for all users. For Default for All Services, type the limit.

        • Manual Setup for All Users: This option allows you to set the limit for each service and impression type. For User Limits, type the limit.

        • Import Existing Limits from File: This option allows you to import limits from your .csv file. For Imported heading, for the limit for each service and impression type, select the column heading from your .csv file.
          
          Note: Limits must be in the range of 0–16,000,000. If you do not assign a limit, the limit is set to 16,000,000.
          
          

     4. Proceed to the next section.

   • Set up Account Permissions:

     1. For Accounts, under Group Accounts, select the default group to which you want to add imported users:

        • Use System Default: This option adds all users to the current system default group.

        • Assign New Account: This option allows you to create an account and add all users to the account. Under Group Account ID, type a unique Account ID number. Type a unique Account Name for the new group. Select Make this the new system default group account as needed.

        • Import Existing Accounts from File: This option allows you to import accounts from your .csv file. For Imported heading, for the Group Account ID and Group Account Name, select the column heading from your .csv file.
          
          Notes:

        • Combine Account ID and Account Name in a single column. Use a colon (:) to separate Account Name and Account ID. For example, 123:account_A.

        • You can associate a user with multiple accounts. Separate the account names using a number (#) symbol. For example, 111:account_A#222:account_B. The first account is the default user account. To associate a user with multiple accounts, but use the default system account, type the # symbol, then type the account names. For example, #222:account_B.
          
          

     2. For General Accounts, select an option:

        • No General Accounts: This option does not add users to a General Account.

        • Import Existing Accounts from File: This option allows you to import accounts from your .csv file. For Imported heading, for the General Account ID and General Account Name, select the column heading from your .csv file.
          
          Notes:

        • Combine Account ID and Account Name in a single column. Use a colon (:) to separate Account Name and Account ID. For example, 123:account_A.

        • You can associate a user with multiple accounts. Separate the account names using a number (#) symbol. For example, 111:account_A#222:account_B.
          
          

     3. Click Import.

3. Logout of System Administrator mode. 

Downloading a Sample File

You can download a sample file to see how to format your .csv file for import.

1. On the Accounting page, next to Users and Limits, click Edit.

2. From the Management Actions menu, select Download Sample.

3. Under Delimiting Character, select an option.

4. Under Language, select the language of the text in your .csv file.

5. Click Generate.

Exporting User Information

1. Access the Embedded Web Server and log in to the Embedded Web Server as a System Administrator.

2. In the Embedded Web Server, click Properties > Login/Permissions/Accounting > Accounting Methods.

3. On the Accounting page, next to Users and Limits, click Edit.

4. From the Management Actions menu, select Export.

5. Under Delimiting Character, select an option.

6. Under Language, select the language of the text in your .csv file.

7. Click Export.

8. Logout of System Administrator mode.