FrogLearn - Users - How to Change Multiple Passwords for non-AD Users/Parents
Posted by , Last modified by on 13 September 2016 12:24 PM
When you wish to change passwords for users in bulk, this needs to be done via a CSV import via the Users application.
The first step is to open up the Users application. This application lists all (active and inactive) users on your platform that have been added manually or via an MIS Import.
Please Note: You cannot change passwords for users who authenticate using Active Directory/ADFS or any third party authentication methods.
Exporting User Accounts
When changing passwords in bulk, you first need to export your users accounts to a CSV file so this can be opened in Excel. With the Users application open, click the actions cog at the top right of the app then click on "Export". It is important to remember that passwords cannot be exported from the FrogLearn platform.
Your browser will then download all of your users into a CSV file onto your local machine. This can take a few moments if you have a large number of users on your platform. The next step is to add your passwords.
Adding Passwords to the CSV
With the CSV file open, you will see there is a "password" column. Passwords cannot be exported from Frog so this will be blank for all of your users. In addition to these as previously mentioned, only accounts that have an authentication type of "Frog" can have their passwords updated via a CSV file. Please do not delete any columns in this CSV file that was exported. It is probably best advised to remove any accounts from this CSV file that you do not wish to update, in order to minimise the chances of any import issues.
What you can now do is add some passwords for your "Frog" authenticated accounts in the password column. Schools can choose any password for these accounts however it is best advised these are randomly generated. The following formula should work in excel to produce a random 5 digit number for a password.
What you can also do if you wish, is change the entry in the column "Force Password Change At Next Login" from N to Y. If you do this, it means users will be asked to change their password to one of their choice when they first login.
When you are happy with your CSV file, save your changes and navigate back to your FrogLearn window.
Importing User Accounts
The next step is to import this CSV file with the updated passwords, back into the FrogLearn platform. Within the Users application, click on the cog at the top right of the app click on "Import" from the available dropdown.
You will be presented with the following window. It will warn you that files must be in the correct format (CSV file).
The UUID field is the unique identifier (number) for a user that must be populated in order to update existing accounts. This field is only used when updating existing accounts and is the unique identifier that is used to ensure accounts are updated with information and that new accounts are not created.
An example screenshot can be found below containing the minimum required fields for a CSV import to work. As you will have exported your users these will already be populated.
Within Frog, after clicking Import from the cog menu, click the blue upload button and you will be presented with the following file upload window. Here you can either ‘drag or drop’ your CSV file into the selection area or click on choose files to find this file on your local machine. Once you select the file the progress bar should complete and turn green as in the screenshot below.
Clicking done will return you to the CSV Import window. Providing the file uploaded okay, you will be taken to step 2 of this process. Step 2 is the validation of the uploaded CSV file containing your new users. If there are any issues with any of the inputted data this window will inform you. In the screenshot below you can see that there is a validation error with the user account in the CSV file so the account will not be created.
Please Note: If your browser times out/stops responding after uploading the CSV file containing your users (during the validation phase) then please try splitting your CSV file into multiple CSV files in order to distribute your users to ensure the browser will not encounter a timeout problem.
At the bottom right of the CSV Import window, if there are any problems, a “Download Error Log” will be present. If clicked, your browser will download a text file to your local machine. Inside this file it will inform you of any issues with the data and where the problem is in the CSV file. An example can be found below.
Please Note: The column headers are not imported as users into Frog so ALWAYS add 1 row number onto any reported errors. In below example the problem is in Row 2.
The error log should provide you with the information required to open up your CSV file in Excel, correct the mistakes then re-upload the CSV file into Frog in order to validate the file again. Considering you are currently updating passwords and have not modified other fields it's unlikely you will receive any severe errors with your data that prevents the updating of these accounts. Providing you adhere to the formatting rules (such as required fields) in the CSV file you will receive a screen similar to below. It may be the case that you can import all accounts on your CSV file but one or more fields are incorrect so won’t be imported. If this is the case you could navigate to the Users application after importing your users, find the account and update the fields/fields manually.
The next step is to click the “Import Users” button. It may take a few moments to complete this process but then you will be presented with the following screen.
Once step 3 has been completed your user accounts will now have their updated passwords and you will have a CSV file containing these. You can then as a school, distribute these accordingly.
Extra: Parent Account
Frog is able to export a parent/child CSV report for parent accounts that has additional information such as which parent accounts are linked to which children. This CSV can be merged up in Excel with the CSV containing your passwords which will help to identify which parents have students in which yeargroups etc; particularly useful if you wish to release parent accounts to only one year group at a time (e.g. at Parents evening).
The fields in this CSV file (at time of writing this guide) are as follows: