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Batch Actions

Overview

Batch Actions help administrators manage and modify potentially large groups of users simultaneously. You will find the Batch Action icon on the License Information page. 

The Batch Actions include:

  • Assign projects
  • Reset Passwords
  • Export Users
  • Update Users
  • Activate Users
  • Deactivate Users
  • Resend Invite Emails

Why Use Batch Actions?

Some Administrators may be in charge of very large numbers of users and having to act upon each of these users one by one can become very costly. Batch Actions can vastly cut down the time administrators spend when modifying users and their information in qTest.

Prerequisites

Users will need to be a Site Administrator in order to be able to access the Administration features and use Batch Actions.

Use Cases

If a Site Administrator wants to assign multiple users to multiple projects using the Batch Action feature, follow these steps:

  1. In qTest Manager, select Administration from the username drop-down menu.
    Select_Admin.png
  2. The Licenses tab page displays. Here, select the checkbox(es) associated with the users whom you want to be added to your project(s).
  3. Select the Batch Action icon. From the drop-down menu, select Assign to Projects.
  4. The "Add Users to Projects" dialog displays. Select the Project(s) from the menu on the left, and then select the right arrow. 
    Assign_projects.png
  5. Select Save. Your selected users have now been added to the selected project(s).

Site Administrators can now also bulk edit user profiles for one user within multiple projects. This can be helpful for adding a user to multiple projects. For example:

  • Use "Add to Projects" if a user has already been assigned to Project P-1 with user profile UP-1: If you add the user again to P-1 with another User Profile (i.e., UP-2), this will not affect the user. The user profile in P-1 is still UP-1.
  • Use"Edit Projects and Profiles:" As opposed to the above, this will update the user's user profile in P-1 to UP-2. This can also be used for adding a user to other projects.
    Bulk_Actions_example_2.png

The Batch Action associated with updating user information allows site administrators to export an Excel file from qTest. Users can then modify the Excel file and re-import the file into qTest. qTest will read the file and can update the following user information accordingly:

  • Email
  • SSO username
  • LDAP username
  • First Name
  • Last Name
  • Status
  • Auth system
  • Projects (separated by a new-line character)
  • User profile
  • User Last Login (date and time of the most recent login, in the configured Internalization format)
  • Activation Link column - activation link for "New" users, only include the data if the status of the user is New
  • Reset Password Link - Active reset password links (active users have NOT accessed them to reset password)

Note: If an internal user was once authenticated by an SSO system, his or her old SSO username would be included in the export file.

Admins can also check logs for exact error reports for each user. These logs can be exported into Excel, modified, and then re-imported back into qTest Manager to send an invitation with the correct information.

User Authentication

Site Administrators can now batch manage User Authentication. The following actions can be performed in batches: 

  • The system now supports admin importation of user info from an XLS file. Here, an admin can change auth system information.
  • Admins can now save the external username of an internal user. That way, the admin can reuse these usernames if there is a switch from LDAP to SSO authentication. Previously, these external usernames were not imported when changing the authentication system, and if changing back, the admin had to re-enter external usernames.
  • Users are automatically activated when an admin changes their authentication system from Internal to LDAP/SSO using the import tool.

Example Use Case:

When changing the authentication system from LDAP to SSO, in most cases, SSO usernames will be the same as LDAP usernames. The site admin may want to export users with LDAP usernames first and then re-use the LDAP usernames as SSO usernames.

In qTest, enabling SSO will automatically disable LDAP, and all LDAP usernames are cleared out. In this case, the site admin should export users BEFORE disabling LDAP or enabling SSO.

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