It is possible that there will be changes in the department, job, etc., of the employees in your organization. With the user template you will be able to update the information of the employees in Zapiens.


General recommendations

How to update new segments?

Duplicate emails in your new template 

Duplicate emails in your company in Zapiens


General recommendations


To update existing users in Zapiens, follow the recommendations below:

  1. Download the user template and fill in the columns with the updated information

  2. Fill in the columns: Admin, Theme admin and Themes to manage; in the following way:

    • If there have been no changes they can be left blank and all information about them will be kept in the Administration Area

    • If there have been any changes you will only have to include the change for that person or people and the added information will be updated in the Administration Area


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How to update new segments?


If you have created "exclusive segments" in Zapiens, for example: 

  • Segment: Training groups 

  • Segment values: Group 1, Group 2, Group 3, etc


We offer you advice on how to manage the segments, although you can do it in a different way:

  1. You have to work with both excel, the new user template previously downloaded and the exported user list

  2. In the new user template:

    1. Create a new sheet in Excel (do not rename it, leave the default name "Sheet 1") and

    2. Copy and paste in "Sheet 1" the list of exported users from the Administration Area

    3. Use the excel formula: =VLOOKUP(B2;'Sheet1'!A:Y;23;FALSE) to find the segment values of Sheet1

    4. In the new user template, copy and paste the formula into the first row of the segment column(s). Remember to change the formula references for each column

    5. Once the formula is pasted, mouse on the lower right corner of the cell and drag the formula to the lower cells of the column or columns



Note: If the value (#N/A) appears it means that that user is in your new user template but not in the Zapiens Administration Area. That is, it is a new user. 


Note: What does the formula =VLOOKUP(B2;'Sheet 1'!A:Y;23;FALSE) mean? Start looking for values in row B2 (users' emails) of Sheet 1 taking into account columns A through Y and show the values in column number 23 that correspond to the segment you need to update.


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Duplicate emails in your new user template


We offer you a tip to manage possible duplicate emails, although you can do it differently: 


In your new template, use the "Conditional Formatting" function

  1. Select both column B (Email)

  2. In the "Start" section of the excel, click on the function: "Conditional Formatting"

  3. Click on "Highlight cell rules" and select "Duplicate values"

  4. In the pop-up window, click on "OK" and the cells with duplicate emails will be displayed in red

  5. Check the rows with duplicate emails. Remember that in Zapiens there can't be two people with the same email


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Duplicate emails in your company in Zapiens


In case you want to check if in your new user template there are emails that already exist in your company in Zapiens and therefore are duplicated, we offer you an advice. 

Use the "Conditional formatting" function in your new user template:

  1. Create a new column to the right of column B (Email)

  2. Copy and paste the email column from the user list in the Administration Area

  3. Select both column B and new column C

  4. In the "Start" section of the excel, click on the function: "Conditional Formatting"

  5. Click "Highlight cell rules" and select "Duplicate values"

  6. In the pop-up window, click on "OK" and the cells in both columns, with duplicate emails, will be shown in red. Check the red rows of the new user template as there are already users with the same emails in the Administration Area


Check out our article Create users with excel


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