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Bulk User Onboarding to WhatsApp Native

This document provides step-by-step instructions to help you onboard users in bulk to WhatsApp Native.

Before you start​

  • You are using the LeapXpert version 2.5.0 onwards.
  • You have enabled the following permissions:
    • Bulk Integrate Users - Admin can create, view history and logs (Administrative).
    • Bulk Import Users - View import history & details (Administrative).
    • View list of Org Units (Administrative).
  • You have enabled the WhatsApp Native archived on the Org Admin portal. (com.leapxpert.whatsapp.archived.channel.enabled) Alt text
  • You need to set the maximum number of users allowed per bulk user onboarding.
    • To configure this, go to Company Settings > Feature Configurations and search for "Define maximum number of records (users) per Bulk Integration run". Alt text

Note:

  • The default value is 100, but you can configure it to any number you prefer.
  • The bulk import cannot proceed if the number of users you want to import exceeds this limit. In this case, you will see an error message.

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Bulk user onboarding to WhatsApp Native - step-by-step guidance​

For admins​

To send bulk integration via email for users, do as follows:

  1. Sign in to the Organization Admin portal.
  2. Go to Provisioning > Import Users. Alt text
  3. Select Import File and upload the .csv file containing the list of users.
  4. Browse file and toggle the button to add the user's phone number to the Corporate Phone Number list. Alt text
  5. Once done, click Import.
  6. Before conducting the Bulk Channel Integration, check if users have been added to the Corporate Phone Number.
    • If users are successfully added, you can proceed to the bulk integration.
    • Otherwise, inspect the issue and re-add users to the Corporate Phone Number. Alt text
  7. Access the Bulk Channel Integration by option 1 or 2:
    • Option 1: Click Bulk Channel Integration in the prompt.
    • Option 2: Go to Provisioning > Bulk Channel Integration > click Bulk Channel Integration button.

Option 1: Start the bulk onboarding process right after the Bulk Import​

8.1 The recently imported .csv file is automatically selected. Select the channel "WhatsApp" and click Confirm. Alt text 9.1 You will then see a prompt notifying you of the number of users to whom the invitation email will be sent. Click Send email to confirm. Alt text
10.1 Once the process begins, you'll receive a summary of the results, showing:

  • How many users received the invitation.

  • How many were skipped.

  • How many failed.

  • To view the status of the email sending, click View details.

  • To view each member's integration status, click View Corporate Phone Number. You will be directed to the Corporate Phone Number page. Alt text

Option 2: Start the Bulk onboarding anytime from the Bulk Channel Integration page​

8.2 Navigate to the Corporate Phone Number and check if users are added or not. Alt text
9.2 Go to Provisioning > Bulk Channel Integration > click Bulk Channel Integration button. Alt text
10.2 You can choose the .csv file or the users list in the organizational units (OU).

  • 10.2.1 If you choose "Link for an imported users list", select the .csv file you have recently uploaded from previous steps in the dropdown list. Alt text
  • 10.2.2 If you choose "Only link for a selection of organizational units", select the OU which contains the users you want to send the bulk integration email. Alt text

Note: Ensure that the selected OU includes the role with the necessary permissions to support the bulk integration process.

11.2 Select "WhatsApp Native" and click Confirm. Alt text
12.2 You will then see a prompt notifying you of the number of users to whom the invitation email will be sent. Click Send email to confirm. Alt text
13.2 Once the process begins, you'll receive a summary of the results, showing:

  • How many users received the invitation.
  • How many were skipped.
  • How many failed.

Alt text

  • To view the invitation email sending, click View details.
  • To view each member's integration status, click View Corporate Phone Number. You will be directed to the Corporate Phone Number page. Alt text

(*) Integration Log​

The admin can view the Integration Log of the Bulk Integration anytime from the Org Admin portal.

To view the Integration Log, do as follows:

  1. From the Org Admin portal, go to Provisioning > Bulk Data Upload > Bulk Channel Integration.
  2. Click menu "..." of any integration items.
  3. Click View Integration Log. Alt text

In some cases, users cannot receive the invitation. When this happens, the integration record will display a status of Failed or Skipped, along with a detailed explanation of the issue.

  • A user will fail to receive an invitation in the following cases:

    • The user is archived or has not been created.
    • The user's email address does not exist.
    • The system cannot find the user's corporate phone number.

  • A user will be skipped in this case:

    • The user is already linked.

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For AM users​

  1. The AM user will receive the invitation email. Click Link Your WhatsApp Account or copy the link. Alt text
  2. Open your WhatsApp and scan the QR code. Alt text
  3. Once you finish, the screen will change as below. Alt text

You have successfully completed the bulk integration via email to WhatsApp Native.

Limitations​

  • The user cannot stop the bulk user onboarding process.
  • A company is allowed to conduct the bulk user onboarding once at a time.
  • If someone else in your company is also conducting the bulk user onboarding, your process will be pending until they complete the bulk integration. Alt text