How To: Select the Best Method to Create Users

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This How To looks at the different options and methods for adding Users to Hornbill. Depending on your environment and requirements, there are a number of different approaches for adding users to your Hornbill Instance which can be anything from the manual creation of a single user to the automated provisioning of users from a scheduled import.

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Quick Check

Checkbox.png I just need to create one user
Checkbox.png I need to do a one-time import from CSV
Checkbox.png I want to schedule an import of users from Microsoft Active Directory
Checkbox.png I want to schedule an import of users from an external data source
Checkbox.png I want accounts to be automatically created when users login using SAML authentication

Create an Individual User Account

When either a single user or a small handful of accounts that are needed, manually adding these can be the most practical option when you are dealing with a small number.

  • Often used to create the first few accounts that will be used when initially setting up a Hornbill instance
  • Use to add an individual user that is not automatically added as part of a scheduled import
  • Manually adding accounts does not include any configuration options for automatic updates to the account
  • Done using the Administration Portal. No additional configuration required

How To:Create an Individual User Account

Create Multiple User Accounts using CSV Upload

When a large number of user accounts need to be created, a CSV file can be a quick and simple way to achieve this. A CSV template is provided which includes some of the standard fields that are required to create a new user account.

  • A user account is created when the upload is initiated via Hornbill Administration
  • The account is created using the contents of the CSV template selected
  • The CSV upload is designed only for the creation of new accounts. It is not capable of updating existing user accounts
  • This particular CSV import cannot be scheduled

How To:Create Multiple User Accounts using CSV Upload

Hornbill User Import Utilities

Application User and Basic User accounts can be created based on the content of another data source such as your Directory Service or an MSSQL database using one of Hornbill's Open integration Utilities. A user import utility is the preferred choice for an implementation involving Service Manager. All Hornbill user import utilities can be scheduled to create new, and update existing, end user accounts.

  • These can be scheduled using Windows Scheduler
  • Options to allow for both create and update of users
  • Installed within your environment and securely connects to your Hornbill instance
  • Ability to maintain a greater range of user account properties
  • Ability to make associations between user accounts and site records and also department (group) membership based on the contents that exist in your directory services
  • A user account is created at the time the chosen utility is scheduled to run

The available User Import tools include:

This utility provides a simple, safe and secure way to create new Hornbill User Accounts and update existing ones by synchronizing with accounts held in your Active Directory or other industry standard LDAP capable directory service.
This utility provides a simple, safe and secure way to create user accounts on the Hornbill platform by synchronizing with accounts held in your Database.
The utility provides a simple, safe and secure way to create user accounts on the Hornbill platform by synchronizing with accounts held in your Azure AD

Auto Provisioning via SSO

In a Collaboration only environment this is a very effective approach. The creation of user accounts can be automated as part of the Single Sign-on (SSO) configuration meaning no physical import is required if SAML is available. Your users are self-provisioned automatically when they first navigate to your Hornbill instance.

  • No Import of users required. Accounts are created as they login
  • Site associations are limited to a single site specified in the Auto-Provisioning template.
  • Only a single user template can be used in conjunction with a Hornbill Security profile (Single sign on configuration).
  • Updates to existing user accounts are supported
  • The account is created based on the contents of your directory services transported through the attributes specified in the outgoing claim of your Identity Provider. The directory attribute-to-Hornbill mappings are stored in the Hornbill SSO Profile.

Information regarding the configuration of Hornbill for use with Single Sign On can be found here: Single Sign On with SAML 2.0