Importing users

You can import user data from a file to add multiple user accounts to your organization's database at one time.

Note: Import users from a given file only if all the users in that file should have access to the same locations and have the same security rights in Dentrix Ascend.

To import users

1. On the Settings menu, under Location, select User Accounts.

   The User Accounts page opens.

2. On the New User menu, select Import Users from File.

   

   The Import Users from File dialog box appears.

   

3. If you do not already have a properly formatted .csv file to import users from, to download a template that you can fill in with user data, click (or tap) the Click to download the Excel import template link.

4. Open the .csv file in a spreadsheet program, such as Excel.

   

   Note: The first row of the spreadsheet contains the column headers for the data to be imported. Each subsequent row with data entered will correspond to an individual user account.

5. For each user account that you want to create, enter the applicable information in a separate row.

   Enter the following:

   • First Name - The first name of the user.

   • Last Name - The last name of the user.

   • Username - The name that the person must use to log in. Each user in your organization must have a unique user name. Only letters and numbers are allowed; spaces and special characters are not. The maximum allowed length is 56 characters. Also, the user name cannot be "Admin" or "Administrator."

   • Email - The email address of the user.

   • Phone Number - The primary contact phone number of the user (for example, a home phone number).

   • Provider (YES/NO) - If the user performs dental procedures (such as a general dentist or a hygienist), type YES. Otherwise, type NO.

   • Shortname - (Provider only) An abbreviated name that will be used to identify the provider throughout Dentrix Ascend. The allowed length is 4 to 6 characters.

   • Address - (Provider only) The street address of the provider's work address.

   • City - (Provider only) The city of the provider's work address.

   • State - (Provider only) The two-character abbreviation for the state of the provider's work address.

   • ZIP Code - (Provider only) The ZIP Code of the provider's work address.

   • NPI - (Provider only) The provider's NPI (for electronic claims).

   • DEA - (Provider only) The provider's DEA number (for prescriptions).

   • DEA Exp. Date - (Provider only) The expiration date of the provider's DEA number (for prescriptions).

   • TIN - (Provider only) The provider's TIN (or SSN).

   • State ID - (Provider only) The provider's state license number (for prescriptions and other purposes).

   • State ID Exp. Date - (Provider only) The expiration date of the provider's state ID (for prescriptions).

   

6. Save the .csv file.

7. In the Import Users from File dialog box, drag the .csv file from an open window to the dialog box, or click (or tap) Browse to select the .csv file.

   The Roles and Locations tab is now selected.

   

8. Specify the users' security role for your location or, if your organization has multiple locations, for each location that the users should have access to.

   Do the following:

   1. Select a User role for all the users being imported.

   2. If your organization has multiple locations, select the Location that you want to grant these users access to. The users must have access to at least one location.

   3. If your organization has multiple locations, for each additional location that these users should have access to, click (or tap) Add New Role, and then repeat steps a-b.

   Note: For each user who is a provider, the Charting Provider switch will automatically be set to Yes for each location the user has access to. If you do not want a provider to appear on provider selection lists in the clinical areas of Dentrix Ascend when someone is logged in to the corresponding location you can change this setting for that user's account manually.

9. If any of the users being imported are providers, to set their working hours to match a location's hours, from the Set Provider working hours to [location] hours list, select one of the locations that the users can access.

10. Click (or tap) Next.

11. If a location was not selected from the Set Provider working hours to [location] hours list, a confirmation message appears. To use empty working hours for the providers being imported, click Continue.

    The Review Users to be Imported tab is now selected.

    

    Note: If there are missing or invalid data, a message appears in red, and the fields with errors are red and have red error icons. If there are errors, you must cancel the import and correct the errors in the .csv file.

    

12. Click (or tap) Import.

    When the user accounts are created, the "Import complete!" message appears.

    

13. Click (or tap) View User Accounts to return to the User Accounts page. The accounts for the users imported appear in the list now.

    Once you create the user accounts, each user will receive an email message with a link to create a password that he or she can use to log in to Dentrix Ascend.

14. Edit any of the user accounts to enter information that was not imported or to modify information that was imported.