Upload Users

Learning Objectives

After completing this unit, you’ll be able to:

• Upload new users in bulk.
  
• Update existing users in bulk using the Salesforce Spiff system.
  

Introduction to Salesforce Spiff

Salesforce Spiff is a powerful, automated commission management platform designed to streamline how sales teams handle compensation. By integrating seamlessly with Salesforce, Spiff eliminates the need for manual commission calculations, enabling teams to focus on growing revenue. As a Salesforce Spiff admin, you often need to manage many users, which can be time-consuming if done manually. Learning how to upload users in bulk allows you to efficiently manage your team, saving time and reducing potential errors.

In this unit, you discover how to upload new users and make bulk updates to existing user records using Salesforce Spiff’s Mass Data Management feature, which is essential for maintaining an organized and efficient system.

Mass Data Management

Spiff simplifies the process of manual data uploads by allowing you to manage users, plans, teams, currency rates, and quotas in bulk using the Mass Data Management tool. Whether you’re adding new records, editing existing ones, or performing both tasks in a single upload, this module helps you navigate the user upload process effectively.

Upload New Users

Uploading new users in bulk is an essential process when onboarding a large number of users into Salesforce Spiff. By using this feature, you can quickly create user accounts for entire teams, saving time compared to manually entering each user individually. This process is useful for new hires, company expansions, or when migrating from another system. It ensures that all necessary user information, such as emails and roles, is properly set up, enabling users to access the platform with the correct permissions.

To add new users:

1. Navigate to the Admin tab, then click Users.
   
2. Select the upload icon at the top-right corner of the screen.
   
3. In the modal that appears, click Download the example file. This file contains the required fields for user uploads. The required fields are:
   
   • External_id: Unique for each record
     
   • email: User’s email
     
   • name: User’s name
     
   • role: company_admin, finance, editing_manager, manager, representative, deactivated, or it_support
     
   • Note: If your organization supports currency conversions, you also need to include preferred_currency_code using the three-letter ISO codes.
     
4. Fill in the required fields for each new user. Remember to delete any example data in the template to avoid uploading incorrect records.
   
5. Return to the Upload button at the top-right corner and either drag the completed file into the designated area or click Browse your computer.
   
6. Once the upload starts, a notification appears. You can track the status of the upload by clicking the notification link, which takes you to the File Import Status page. Here, you see information about the upload, including whether it was successful or if errors occurred.
   

Edit Existing Users Records

Editing existing user records in bulk allows you to efficiently manage updates to user information as teams grow, shift, or change roles. This feature is particularly helpful for maintaining accurate and up-to-date user data when employees switch departments, update their contact information, or change their responsibilities within the organization. By automating these updates, the potential for manual errors is reduced, and overall data consistency is improved, keeping your user records accurate without needing to update users individually.

To update existing user records:

1. Navigate to the Admin tab, then click Users.
   
2. Select the download icon at the top-right corner of the screen. This exports all current user records in CSV format.
   
3. You can then update these fields: email, name, role, and preferred_currency_code. Note that other fields from the export, such as created date or plan assignments, cannot be edited via this upload method.
   
4. Ensure the file format matches the example template. You can do this by:
   
   • Removing unnecessary columns (Name, Created Date, Status, Plan Assignments, and so on).
     
   • Renaming column headers to match the example template or copying and pasting your data into the example file.
     
5. Once you’ve edited and formatted the file, return to the Upload button at the top-right corner and either drag the completed file into the designated area or click Browse your computer.
   
6. Once the upload starts, a notification appears. You can track the status of the upload by clicking the notification link, which takes you to the File Import Status page. Here, you see information about the upload, including whether it was successful or if errors occurred.
   

File Import Status

The File Import Status Table provides details about each upload, including important information like Status (Complete or Imported with Errors), Validation Alerts that link to the error message, and time stamps of the imports. If a file contains errored records, only the errored records are rejected.

In this unit, you learned how to upload and update users in bulk using Salesforce Spiff’s Mass Data Management feature and how to upload and update users in bulk. By following these steps, you can manage large groups of users efficiently and accurately. In the next unit, learn how to upload plan assignments, ensuring that users are linked to the correct commission plans based on their roles.