Description
Non-Employee Risk Management now supports bulk import, allowing delegated admins to onboard and update non-employee records via CSV—making management faster and easier.
A top request from Non-Employee Risk Management customers is the ability for delegated administrators—both internal and external—to efficiently manage non-employee records in bulk.
With this new feature, business users can now import a CSV file, automatically triggering workflows to create or update non-employee profiles. Whether accessing the application as an employee or through the Collaboration Portal as an external collaborator, users can streamline onboarding and maintenance with ease.
New Capabilities
- Create Profiles via CSV Import: Non-Admin users are able to import a CSV file containing profiles that they wish to create, and the attributes that they wish to populate on these profiles. This is useful when onboarding multiple new profiles at once, such as onboarding business partners for a specific project or staffing a new location with contract employees.
As a part of the import process, users will select the Create workflow that will be run against all of the line items in the file. This workflow-based approach to CSV import provides a extensible, auditable, secure way for end users to create profiles. - Update Profiles via CSV Import: Non-Admin users are able to import a CSV file containing a list of existing profiles that they wish to modify. A common example would be if a group of non-employees assigned to a project had their contract dates extended. Like the Create profile process, users would select the Update workflow that they wish to launch for the profiles listed in the CSV.
- Attribute recommendations for column headers: Users don’t need to have the exact attribute names included as headers in their file. When a file is selected for import, Non-Employee Risk Management will recommend attributes to map to the column headers, based on the text in the column, the attributes set on the workflow, and what the importing user has permission to update. The user can also override the recommendations if they wish. These selections are remembered the next time the user goes to import a file with the same workflow selection.
- Collaboration Portal capability: This feature is also available in the Non-Employee Risk Management Collaboration Portals, so that third-party users tasked with onboarding or managing profiles can complete these processes via CSV import. As with the Lifecycle application, this import would launch workflows for all of the profiles listed in the CSV, ensuring that proper organizational procedures for approval are followed, and audit records are created.
Problem
Previously, the ability to import Profiles into Non-Employee Risk Management was limited to Admin users, and did not allow for workflow extensibility. This admin CSV import could be used to create large numbers of profiles at a time, but typically it still involved providing that non-employee data to an Administrator, who then had to complete a manual step to map the columns of the CSV file to available attributes. These profiles would be created outside of the established Non-Employee Risk Management workflow process, so there was no extensibility around approvals, data collection, or triggering additional processes.
In order to onboard non-employees efficiently, “delegated administrative” users, who typically lack full Admin rights in Non-Employee Risk Management, had a need to create or update large numbers of profiles at a time themselves. This could allow them to quickly add contractors that would be working on a given project or location without emailing spreadsheets to an Admin, or completing the same form dozens (or hundreds) of times. These users typically only have access to certain workflows and attributes that are relevant to their job duties.
Solution
- New workflow configuration setting ”Bulk Import Usage” available on Create and Update workflows
- Turning this toggle to on will allow a specific Create or Update workflow to be launched from a CSV Import.
- It can be enabled when creating a Create or Update workflow.
- It can be enabled when modifying a Create or Update workflow.
- CSV Import option
- Users of the Non-Employee lifecycle application (an organizations internal users) will see the new option available under Lifecycle → Profiles. Clicking this button will take the user to the import page where they can select the file for import.
- This option will also be available on the Profiles page in Collaboration Portals for external users.
- Select Action → Create or Update
- This determines the type of workflow that will be launched for the profiles in the file.
- Workflow Select:
- List of available workflows of the selected type, allowed for bulk import, for which the user has permission.
- File Selection:
- Can drag or open the CSV file - file is validated for format and size (cannot exceed 1000 rows).
- First row as column headers:
- Defaults to ON - disabling this feature will disable the attribute recommendations, but users can manually select attributes for each column
- Column Attribute Recommendations and File Preview:
- When column headers are present, attributes for which the user has permission are recommended as Column Attributes.
- For Profile Search/Select attributes, the user should select the locator by which the Profiles should be identified. This locator will correspond to the values set in this column of the file.
- These Column Attributes can be changed by the user. If these are updated, the updated values will be reflected on the next import for this workflow selection.
- Users can view a preview of the file content below the headers.
- Update workflow only: Select a unique identifier
- Attribute that will be used to locate the existing Profiles for update. Must be one of the attributes selected for a column (i.e., must be present in the file). It’s recommended to select an attribute that has been configured for duplication prevention.
- Importing the file will perform a secondary validation, and proceed to queue workflows.
- After importing the file, users will be presented with a status modal, indicating the status of the workflows being queued.
- If errors are detected in secondary validation, the workflows for these line items will not be queued, and an error report can be downloaded.
- Status of queued/launched workflows can be viewed from the Requests page.
Who is affected?
All Non-Employee Risk Management tenants
Action Required
In order to take advantage of this new feature, you will need to enable workflows to work with CSV import buy selecting the “Bulk Import Usage” option, and ensuring that the relevant users have permissions to run the workflow.
NOTE:
- Not every workflow option is ideal for the Bulk CSV Import process.
- If Request Forms are included in the workflow, this could create a non-ideal user experience, as a workflow will be processed for each profile listed in the CSV file.
- For example, if step 2 of a Create workflow presents a Request Form to the requestor, and the workflow is initiated with a CSV import of 100 profiles, that requestor will receive 100 forms to complete.
- For more guidance on how to better design workflows to work with the Bulk CSV Import feature, please contact SailPoint Professional Services.
Important Dates
Feature enabled in Customer Sandbox tenants: Feb 10, 2025
Feature enablement to begin for customer production tenants: Feb 17, 2025