Bulk Changes to the Hierarchy (Uploader)
- Gabrielle Pollack
The Hierarchy Uploader is a powerful tool within the XMP (Experience Management Platform) designed to enhance the efficiency of account management, particularly in situations involving numerous users and complex hierarchical structures. This document provides a comprehensive guide to help managers and admins make the most of the Hierarchy Uploader feature, enabling the bulk upload of hierarchy information for users and tiers.
Accessing the Hierarchy and Uploader
Navigating to the Hierarchy Uploader is simple and accessible through the platform's left-side navigation menu. Once within the Hierarchy, find the Upload button conveniently located on the right side, just above all Tier location information. Clicking the Upload button opens the Bulk Upload menu, offering a range of capabilities for efficient account management.
Uploading Hierarchy Information
Within the Bulk Upload menu, managers can download a copy of the current Hierarchy structure and user data for reference. Additionally, a file can be uploaded by dragging and dropping or clicking upload, which allows you to add new information and update existing data in bulk.
The Hierarchy Uploader empowers account and organization managers with a suite of capabilities designed to streamline account management. Managers can:
add new tiers and users,
assign users to tiers,
designate tier manager roles, and
edit and update user and tier information.
This includes personal and contact details, business information, social media connections, and more. The Hierarchy Uploader simplifies the management of complex hierarchies, ensuring accuracy and efficiency in data handling for account managers.
Hierarchy Uploader File Requirements
To ensure a successful Hierarchy file upload, it is crucial to adhere to specific file structure requirements. The file should contain three sheets:
Users/Tier Managers and their profile details,
Tiers (Branches, Regions, Teams, etc.) with their profile information, and
a business-hours template.
Modifying the structure of these sheets will result in upload failures, so maintaining their original order and integrity is essential.
Required fields are notated with an asterisk in the column header and must be filled in with valid data for any rows in the sheet.
The system only requires the file to include users and tiers that are being added or updated. If there are users or tiers in the file that you are not making any changes to, you can delete those specific rows from the spreadsheet. It's important to note that deleting these rows will not result in the deletion or deactivation of the users within the hierarchy; it simply means that you are not modifying them in this particular upload. This approach allows for a more focused and efficient data management process.
Managing Users with the Uploader
Required User Fields
Creating new Users is a straightforward process. Simply add a new row to the spreadsheet and fill out all the required fields for the new User. The following fields are required for Users:
User ID: a string of letters or numbers unique to the individual user
First Name
Last Name
Title: must be between 2-40 characters; no special characters allowed
Email: the email address associated with the user’s login
Contact Information (Phone): a valid 10-digit (US) phone number
Address Line 1
City
State
Zip
Country: must be in a country code abbreviation (i.e., US)
Description: must be between 100-750 characters; no double whitespace; no HTML, URLs, or special characters
Optional User Fields
Once required fields have been filed out for a user, including information in the additional fields on the user's data sheet is optional. These additional fields provide a more comprehensive way to manage various settings and details related to the users in the account. Accessory fields include:
social media auto-post permissions and thresholds,
reply to review permissions and thresholds,
user opt-in status and publish status,
business hours,
social media connections/links,
and profile & cover images.
What happens if optional fields are left blank?
When optional fields are left blank in a user's data, specific default behaviors come into play:
Social Media Auto-Post and Reply to Review Permissions: If the social media auto-post and reply to review permission fields are left blank, they will inherit the default settings configured in the account settings. This means that the user's social media auto-post and reply to review permissions will be determined by the account-wide defaults rather than having custom settings.
Opt Status Field: If the opt status field is blank, the system automatically opts the user in. Users created via the Hierarchy are, by default, opted in but do not automatically receive a verification email.
Publish Status Field: If the publish status field is empty, the user's profile will NOT be published. Their profile information will be kept private and invisible to visitors on the http://pro.experience.com search page or Google results.
In summary, leaving optional fields blank results in different default behaviors depending on the field. These defaults can be crucial for ensuring consistent and expected permissions across users within the account.
Creating Tier Managers with the Uploader
The Uploader is an efficient way to manage tier manager assignments. To assign multiple tier assignments, separate each assignment with a vertical bar. The only required fields to create or manage tier managers are:
First name
Last name
Tier Admin assignment(s)
Email address
Creating Listings Managers with the Uploader
The Uploader is also an efficient way to manage Listings Manager assignments. The only required fields to create or manage Listings Managers are:
First name
Last name
Listing Manager assignment(s)
Email address
Managing Tiers with the Uploader
Similar to users, tiers only need to be included in the upload if changes are being made to them. You can safely exclude it from the upload process if no modifications are required for a particular tier. Excluding a tier from the upload will not result in its deletion, deactivation, or the unpublishing of its public page. This approach lets you focus your data management efforts on the tiers that require updates while preserving the status and visibility of unchanged tiers. The minimum required fields for a tier in the uploader are:
Tier ID
Tier Name
Tier Label (what kind of Tier it is)
Parent Tier ID (to assign it under a Tier other than HQ)
Address Line 1
City
State
Zip
Country: must be in a country code abbreviation (i.e., US)
Contact Information (Phone): a valid 10-digit (US) phone number
Description: must be between 100-750 characters; no double whitespace; no HTML, URLs, or special characters
Troubleshooting Hierarchy Upload Errors
When the hierarchy file is uploaded into the XMP, the system performs thorough data validation to ensure that the information provided in each field meets the minimum requirements and adheres to correct formatting standards. The platform will alert you if any issues are detected by displaying them in red text on your screen. To complete the upload, you must address and correct the corresponding fields, then re-upload the file to ensure the data is accepted and accurate.
Understanding Uploader Errors
When an error is detected during the upload process, the system provides you with detailed information to help identify and rectify the issue. This information includes:
Row: The specific row in your spreadsheet where the error occurred.
Column: The column within that row where the erroneous data is located.
Column Header: The header or label of the column containing the erroneous data; provides context for the issue.
Reason for Rejection: An explanation of why the XMP cannot accept the data in the specified column, providing insight into the nature of the error.
Additionally, the system will indicate which tab (sheet) of the file the error is located on, distinguishing between the "Users" tab and the "Tiers" tab. This comprehensive error reporting lets you quickly identify and address issues within your hierarchy file, ensuring a successful upload with accurate data.
Non-Fatal Uploader Errors
In some cases, non-fatal errors may be identified during the final pass-through of the uploader. These errors could relate to optional fields or other non-essential data. You will receive email notifications detailing the specific issues when these non-fatal errors are detected. It's important to note that, despite these errors, the rest of the User or Tier information will still be updated as intended, and the noted errors in the optional fields or other non-essential data will remain unchanged. This process allows you to complete the upload for the most critical data while addressing non-critical issues separately.