Automatic Import from an Existing CSV File

HP Insights supports automated data updates through a monitored folder approach. A monitored folder is a designated directory on the server where a Print Scout (running in Print Server mode) continuously watches for new CSV files. When a file is placed in this folder, the Scout automatically detects it, uploads the data to HP Insights, and moves the file to an `Uploaded` subfolder after processing. This method removes manual steps in the web console and is ideal for recurring HR imports. By using a monitored folder, administrators can streamline workflows, ensure timely updates, and maintain accurate user information without intervention.

If you want to use an external data source other than Active Directory, for example an HR solution, follow these steps:

  1. Using your HR system, export your print user information into a CSV file.

    Note: Automatic import must use a CSV file whose headers exactly match the default values that are expected within HP Insights. See Step 5 for more information.

  2. Install a Print Scout on a server OS (it will be in Print Server mode by default), or explicitly install with PRINT_SERVER=yes if installing on a workstation.

    Note: A Print Scout may only be configured to perform automatic imports if it is installed in Print Server mode. Print Server mode is the default for Print Scouts installed on server class operating systems. You can view a Print Scout's current mode in the Deployment column in the Discover > Print Scout context.

  3. Configure the Print Scout setting in the web console.

    1. Navigate to the Discover > Print Scout tab.

    2. Select the Print Scout you've installed in Print Server mode.

    3. Click the Collect button.

    4. In the Print User Info Collection dialog box that opens, check the `Make this Scout a Print User Info Collector` box and then select `Monitored Folder – import CSV File.`

    5. Click Save.

  4. Restart the HP Print Scout Service. This action creates a monitored folder named UserDataUpload in C:\Program Data\HP\PrintScout\Stores on the server where the Print Scout (running in PrintServer mode) is installed and configured for collection via a monitored folder.

  5. Create CSV (UTF-8) file with the following schema for import into the monitored folder. Copy the CSV file containing the print user information to the UserDataUpload in the location specified in Step 4.

    Name,EmailAddress,FullName,Manager,Domain,Position,PhoneNumber,DepartmentName,Region,Site,Building,Floor,Area

    Data Description

    Name

    The user’s login name or username (often matches the account name used for authentication).

    EmailAddress

    The user's primary email address.

    FullName

    The full name of the user.

    Manager

    The user’s assigned manager.

    Domain

    The network or Active Directory domain associated with the user account (e.g., company.local, corp.company.com).

    Position

    The user’s position (e.g. Manager, COO) in the organization.

    PhoneNumber

    The phone number assigned to the user.

    DepartmentName The department or team name the user belongs to (e.g., “IT”, “Documentation”).
    Region The geographical region for the user (e.g., “APAC”, “North America”).
    Site The site or campus name (e.g., “Auckland Office”).
    Building The building name or code within the site.
    Floor The floor number where the user is located.
    Area The specific area or zone within the floor (e.g., “West Wing”, “Zone A”).

  6. Note that an `Uploaded` directory will be created with a copy of the uploaded csv file.

Once you copy the CSV file to the UserDataUpload folder, the Print Scout will import the data to the HP server after about a minute. The information for print users who have printed at least once will be updated in HP Insights.

All of the imported files will be moved to the Uploaded folder. The next time you want to update print user information, all you need to do is copy your new CSV file to the UserDataUpload folder. The Print Scout monitors this folder; any time a new import file appears in this folder, it's automatically uploaded to the HP Insights server.