I created a new Org today and I had to then add all the users into my CRM 2013 new org.
New Day new import
The first step was to export the users. I selected First Name, Last Name, User Name. To do this I created an Advanced find, selected all the users and then clicked the export button.
You can select other details like Phone number, Title and other details you may want to bring across.
I am importing into a CRM 2013 On Premise Environment. The reason I am mentioning this is the required fields are different for On-Premise CRM and CRM online
Here is the Data, I saved the file as XML Spreadsheet 2003 (gulp 12 years ago!). This is an excel spreadsheet but with type of .xml. The reason I choose this is because it seems to import easier and Microsoft CRM does a good job of automatically mapping the fields if the fields have the same name as the target fields e.g. First Name.
This is the minimum amount of data I need to import users (these are demo data users)
The entity we are importing to is called SystemUser but the display name is User.
A top tip is to name your import file the same name as the display name of the entity you want to import and CRM will automatically recognise what entity you want to import to, which saves you time selecting the entity.
The required fields for importing users are
Interestingly Full Name doesn’t seem to be a field, I think this is because it gets automatically set by CRM adding together the first and last name.
User Name is the really important field if you are importing to an On Premise CRM the user name must be
1. Go to Settings –> Data Management –> Import
2. Select Import Data
3. Choose the file User.xml
4. Next, Next
5. Choose Default mapping
6. Map the fields, if you have added Full Name select ignore
7. Press Next, Next until you get to submit
Don’t forget to assign security roles to your users. BUT before you do that make sure you assign the users to the correct Business unit.
If you gave the user a security and then changed business unit the user would lose it’s security role. The reason for this is every time you change a user’s business unit it removes all security roles.
Read more about that in this blog post
CRM 2013 – MB2-703 – Business Units and Security Roles Study Information
You may not need to change the business unit because it will default to the primary business unit.
Manage User Roles
The quickest and easiest way to assign user roles to multiple users is to go to the User view Enabled users
Selected (check) the users you want to assign the same user role to
Click the Manage User Roles button
Assign those users a role
If you want some different instructions on importing users try these blogs
Importing Users into Dynamics CRM 2013 / Dynamics CRM 2015