Why do we use the CSV import?
The CSV import is used to collectively transfer mailboxes into the Control Panel instead of creating mailboxes individually. This is especially helpful during the initial setup but can also be used for later updates. The CSV import is particularly suitable for environments where mailboxes are not automatically synchronized via Microsoft 365 or LDAP.
Important! In order for services such as the quarantine report for users to be applied, the associated mailbox must be present in the Control Panel.
Preparing the file
Use the provided .xlsx template below and fill in the data completely. Then export the file as a UTF-8 encoded CSV file. The import file must have the extension .csv, be UTF-8 encoded, and be no larger than 100 MB. The columns are separated by semicolons. The first row of the CSV file contains the column names and determines which data will be imported.
For the technical CSV import, the columns email, aliases, and environment must be present.
The email column contains the primary email address of the mailbox and must not be empty in any row. The email addresses must be correctly formatted and belong to domains registered in the Control Panel for the customer.
The aliases column must be present in the file even if no alias addresses are to be imported. If multiple alias addresses are specified for a mailbox, they are separated by commas.
The environment column indicates which environment the mailbox is assigned to. For the primary environment, use primary. If a secondary environment is used, it must have been created in the Control Panel before import and specified in the CSV file with its name from the Control Panel.
For more information, please see the following article in our manual: CSV Files for Mailbox Import
(Optional) CSV import using the Security Awareness Service
The CSV import is relevant for the Security Awareness Service when users are not automatically synchronized via Microsoft 365 or LDAP. The Security Awareness Service uses the maintained data for e-trainings, simulated phishing emails, and group-based evaluations, among other things.
Import fields for the Security Awareness Service
For an awareness project, the fields first_name, last_name, language, position, and groups should be maintained additionally.
The fields first_name and last_name ensure that users are managed in the Control Panel with complete basic data. This is especially important for the Security Awareness Service because certain functions of the spear-phishing engine can only be optimally used if at least 60 percent of users have their first and last names maintained.
The language field sets the language for content of the Security Awareness Service. Use the designated language codes from the template or the manual.
The position field contains the user's position within the organization. This information is used to create simulated phishing emails and helps depict more realistic scenarios.
The groups field assigns users to groups. These groups serve group-based evaluations and should therefore be chosen thoughtfully. If a user is to be assigned to multiple groups, the group names within a cell are separated by semicolons and enclosed in quotation marks, for example "Sales;Management". The recommended minimum size of a group is 15 employees.
Performing the CSV import in the Control Panel
Open the Settings > Mailboxes section in the Control Panel and select CSV Import there. You can also process additions and removals through updates via CSV.
For more information, please see the following article in our manual: Importing mailboxes from a CSV file
Avoiding common errors
- Make sure the file is really exported as a UTF-8 encoded
.csvand does not contain any additional worksheets from the original.xlsxtemplate. - Ensure that all mandatory fields are present.
- Check whether the domains for all email addresses are registered in the Control Panel.
For further information, please see the following article from our manual: Mailbox Import Errors