Summary
The User Group Import integration creates and updates your KnowledgeCity user groups automatically from a file that you place on an FTP location. You configure the connection to the file once and set a schedule, and the integration reads the file on that schedule to keep your group structure current. This removes the need to build and maintain groups by hand as your organization changes.
Introduction
The User Group Import integration is part of the KnowledgeCity Integrations product. It reads user group information from an import file, then creates new groups and updates existing ones so that your KnowledgeCity groups reflect the source file. Instead of a one-time upload, the integration retrieves the file from an FTP location on a schedule you define, so the process repeats without manual effort.
This integration is typically used by administrators who maintain group structures in another system and want KnowledgeCity to stay aligned with that source. It solves the problem of manually creating and editing groups every time the organization changes by turning a prepared file into a repeatable, scheduled operation.
Key Concepts
- Import file: the source file that lists the user groups you want to exist in KnowledgeCity. The integration reads this file to decide which groups to create and which to update.
- FTP location: the file transfer server and path where the import file is stored. The integration connects to this location to retrieve the file on each run.
- Schedule: the recurring timing you set for the integration, which determines how often it connects to the FTP location and processes the file.
- Create groups: the action of adding groups that appear in the file but do not yet exist in KnowledgeCity.
- Update groups: the action of modifying groups that already exist so their details match the file.
- Automatic synchronization: the ongoing effect of running the import on a schedule, which keeps your KnowledgeCity groups aligned with the source file over time.
Steps to Follow
Prepare the Import File
You begin by assembling the file that describes your user groups, with one entry per group. Include the group information you want KnowledgeCity to hold, and make sure the values that identify each group are accurate and consistent, because they determine whether an entry is treated as a new group or a match to an existing one. Keep the file in the format the integration expects so that every run can be read cleanly.
Place the File on the FTP Location
You then put the prepared file on the FTP location that the integration will read. Use a stable path and filename so the integration can find the same file on every scheduled run. Whenever your group structure changes, you update this file in place, and the next scheduled run picks up the new contents.
Configure the FTP Connection
You configure the integration with the details it needs to reach the FTP location, including the server and the path to the import file. This connection is what lets the integration retrieve the file automatically, so confirm that the details are correct and that the file is reachable before relying on the schedule.
Set the Schedule
You set the schedule that controls how often the integration runs. On each scheduled run, the integration connects to the FTP location, reads the current file, and applies the changes to your groups. Choose a frequency that matches how often your source data changes so that KnowledgeCity stays current without running more than you need.
Let the Integration Create and Update Groups
Once the connection and schedule are in place, the integration handles the rest on each run. It creates groups that appear in the file but do not yet exist, and it updates groups that already exist so their details match the file. Because this happens on the schedule you set, your group structure stays aligned with the source file automatically.
Verify the Results
You confirm that the integration is working as expected by reviewing your groups after a scheduled run. Check that new groups were created and that existing groups reflect the latest file contents. Whenever you change the source data, update the file on the FTP location and let the next run apply it, spot-checking the outcome so you can catch and correct any entries that did not process.
Conclusion
The User Group Import integration turns a prepared file on an FTP location into a scheduled, repeatable way to create and update your KnowledgeCity user groups. By configuring the connection once and setting a schedule, you keep your group structure aligned with your source data automatically, without editing groups one at a time.