Import and update app account data manually

Import details of app accounts from a .csv file or Excel spreadsheet.

You can import account information for a particular app using an Excel spreadsheet or .csv file. This is useful for apps that do not benefit from a direct integration and for which usage data is not available from your identity provider (IdP).

Importing app account data into Trelica helps you to build a complete picture of app usage within your organization. By recording who has access to particular apps you can:

• Monitor account engagement and optimize license allocations.
• Make sure new starters have access to the apps they need.
• Manage removing access to apps when people leave your organization.

Importing account data for apps without integrations

If app account data is not available from an integration, we recommend updating account data via an import at least once a month. 

You can use an import both to record new app accounts and to update details for existing app accounts. When importing app account data regularly, it's important to use a consistent data format and apply the same field mappings each time. Many apps allow you to export app account details to an Excel spreadsheet or .csv file, which you can then import to Trelica directly. 

To import account information for a particular app:

1. Open the Apps inventory and select the app for which you want to import account data.
2. Select the Accounts tab. Any app accounts that have previously been recorded in Trelica are listed. This may include accounts discovered by an existing IdP integration (such as Okta, Google Workspace or Microsoft Entra ID) and accounts that have been added manually.
3. Expand the context menu and select Import. The app account import wizard is displayed.
4. Select the file containing the account data for the app. Any app accounts that have previously been recorded in Trelica via an import should be included in the file. Any accounts created from a previous import that are not included in the file will be deleted.
5. Date and time exported records when the account data was exported from the app. This information is used to determine the accuracy of the app account data. Change the date and time as required and then select Next.
6. The Mapping step is displayed. Trelica attempts to map the fields in the file to fields in Trelica. To add or change mappings, open the drop-down boxes and select from the lists. Data from any fields that are not mapped is not imported.
   • Email - The email address of the app account. This must be provided for each account in the file.
     If you are recording a new app account and the email address matches an existing person record, the app account details are associated with that person. If the email address does not match an existing person, a new person is added to the People directory.
     If you are updating an existing app account and the data does not include an account ID (see below), Trelica uses the email address to match details to existing app accounts.
   • Status - Indicates whether the account in the app is active, suspended, deactivated or archived. If a status is not provided, new accounts are set to active by default. To update the status of an existing account, a new value must be provided.
   • Role - The account's permission level in the app. This is useful for recording which accounts have administrator access or other elevated permissions.
   • License - The type of license assigned to the account. Recording which tier or license type has been allocated to each app account is useful for understanding usage and calculating potential savings. Where applicable, make sure the text matches the license plan name displayed on the App Licenses tab.
   • Last login - The date of the account's last login to the app. This information is useful for determining account engagement so that you can optimize app licenses.
   • Created date - The date the account was created in the app.
   • Full name - If app account owner's names are split into first name and last name in the file, select Full name is split into columns for first and last name from the options below the mapping table.
   • Account ID - A unique identifier, such as a user name. This may be provided in addition to the account's associated email address. When updating existing app account details, account ID is used in preference to email address to match the imported data to existing records.
7. Once you have finished mapping the fields, select Import. The progress of the import and the changes that are made as a result of the import are displayed.
8. Once the import is complete, select Review. The App Accounts list is displayed, filtered to active and suspended accounts. To view all app accounts, clear the Status filter.

Select an app account to view their details, including a link to their Person profile.

To update an individual app account's details, expand the context menu and select Edit in Trelica. To make changes to multiple app accounts, import a new file.

Importing usage data for apps with integrations

As a general rule, we do not recommend importing app usage data manually if app account data is already available from an integration. This is because the imported data would be overwritten the next time the integration runs.

If the app account data supplied by an integration is incomplete, you can import the missing data manually. When importing missing data, please note the following:

• The import file must include a unique identifier for each app account, such as the account's associated email address.
• Only the column containing the unique identifier and the column(s) containing the missing data should be mapped to fields in Trelica. If the file contains other data points that are already provided by the integration, either remove them from the file or unmap those columns before completing the import.
• If you are importing missing data regularly, make sure you use the same file format and mappings each time.