Importing Multiple Roles into an Access Request

Requestors can use tab delimited text files to upload multiple roles at once instead of searching for roles individually and then adding each role to the request.

Multiple roles can be collected in a tab delimited text file and imported into the access request. The same functionality is available for Template Based Request, and Copy Request.

Imported roles are subject to the same validation that occurs when roles are added individually. This is a faster way to upload multiple roles that preserves the role validation features.

Procedure

Overview

From the User Access tab page on the Access Request screen, click the Import Roles button to download the template provided for the tab delimited text file. You open the file for editing using either Notepad or Microsoft Excel. You then enter the desired role data into the indicated fields on the template. Finally, you upload the template into your access request.

Follow the steps below to import multiple roles into an access request using this functionality.

  1. 1. On the Access Request screen, fill in the Reason for Request and the Request Details.
  2. On the User Access tab page, click Import Roles.
    • a. The Import Roles screen displays.
  3. Step 1 is to download the tab delimited text file template. Click the link under the Template heading.

    • The app downloads a file named RequestRoleImportTemplate.tab

      The Import Roles Screen

      .

  4. You can open the downloaded template in Microsoft Excel by choosing Data → Get External Data→ From Text and following the prompts. Below is an illustration of the downloaded template file.

    Format of Template File

  5. Step 2: you enter the desired role data into the template. The following fields are available for input:
    Imput Fields for Role Import Template

    Field

    Alphanumeric or Numeric

    Length

    Valid Values

    Mandatory?

    Role Name

    A/N

    100

    N/A

    Yes

    System

    A/N

    32

    N/A

    Yes

    Valid From

    Numeric

    8

    YYYYMMDD

    Yes

    Valid To

    Numeric

    8

    YYYYMMDD

    Yes

    Environment

    A/N

    3

    DEV - Development

    TST - Test

    PRD – Production

    ALL – (Default for business roles)

    Yes

    Provisioning Action

    Numeric

    3

    006 – Assign (Default)

    009 – Remove

    010 – Retain/Change Date

    Yes

    Comments

    A/N

    255

    N/A

    No
  6. Step 3: Once you have entered all your data into the template, enter the template file name (RequestRoleImportTemplate.tab) into the field Source file for roles as shown in the illustration .
  7. Step 4: Click Next to validate the roles.
  8. The application shows a list of valid and invalid roles as illustrated below. You may remove roles, if desired. You can either fix invalid roles or you can ignore them. The app will not import invalid roles into the access request.
  9. Step 5: Once you are happy with the list of roles to be imported, click Next.
  10. Step 6: click Add to Request.
  11. Step 7: your selected roles are imported into the access request.
  12. On the Access Request screen, click Submit to process the request.