Unified management based on member list: Invite, Remove, and Update

Notta's Enterprise Plan allows administrators to execute member invitation, removal, and role/group updates all at once. This enables efficient member management even in large organizations, eliminating the need to perform multiple operations individually.

Prerequisites for using this feature
Plan: Available only on the Enterprise Plan
Role: Configurable only by Owner and Admin
Platform: Notta Web

Key benefits and impact of the feature

Basic member management operations—such as member invitation, removal, and role/group updates, which are also available in the Business Plan—must be performed separately through individual workflows. For detailed steps on each operation, please refer to the following help articles:

• • Member invitation and removal
  • Role updates
  • Group updates

The Enterprise Plan, however, allows you to execute these operations simultaneously in a single workflow. This feature significantly streamlines member management for large organizations and drastically reduces administrative effort.

Step 1: Create and prepare the member list

1. Log in to Notta Web version from your computer.
2. Click your profile image in the top right corner and select Invite members, or click Invite members in the bottom left corner.
   
3. The window for inviting new members (Invite-Only screen) may pop up automatically. If it does, please click the ✖️ (close button) in the upper right corner to dismiss it.
4. Click Bulk Invite Members, and then select Sync Full Member List.
   

5. Download the member list (CSV file). When downloading the template, you can choose either Current Member List or Blank Template.

   • Current Member List: Select this if you want to update or remove members based on your organization's existing member roster. We recommend using this list as a base and only making the necessary modifications.
   • Blank Template: Select this if you want to create a member list from scratch.
     

6. Open the file with a CSV-compatible editor (such as Excel) and make the following changes as needed:

   • New Invitation: Add a new row and enter the correct email address and other details.
   • Member Removal: Delete the entire row of the member you wish to remove.
   • Role/Group Change: Modify the information in the "Role" or "Group" columns for the corresponding member's row.

   Member List Format and Input Requirements
   

   • Lines starting with "#" are treated as comments and will not affect the upload and validation process.

   • The file must contain one row including the three columns: "Email", "Role", and "Group". This row is recognized as the header row, and subsequent rows are processed as actual user information.

   • In the "Email" column, please enter a valid email address.

   • In the "Role" column, please enter one of the following: "Owner", "Admin", or "Member". If left blank, it will automatically be set as "Member".

   • This feature does not support transferring the Owner role. Therefore, the user listed as "Owner" must be the current Workspace Owner.

   • In the "Group" column, enter the name of the group(s) you want the user to belong to. Specifying a group is optional and can be left blank. If you specify multiple groups, separate them with a comma (,).

   • You can process a maximum of 20,000 entries per operation.

Step 2: Upload the file and review changes

1. Upload the edited member list to Notta. The system will automatically run an initial check upon file upload.

   • If errors are detected: An error message will appear. Download the error file for details, correct the file, and upload it again.
     
   • If no errors are detected: Proceed to the next step (Final Review of Changes).
     

2. After the initial check is complete, Notta displays the member list to be added, removed, or updated. The sections below explain how to interpret the lists for each change type (Addition, Removal, Update).

   New Member Addition

   

   1. New Additions Count: The "New Addition" label at the top of the list displays the total number of users to be added.
   2. Invitation Link Expiration: Set the expiration period for the invitation link directly within the Link Expiration field.
   3. Review Member Information: Check the email address, role, and group settings for each member.
   4. View More Data: Click Expand # data in the bottom right corner to view the rest of the hidden member list.

   Member Removal

   

   1. Removal Count: The "Delete" label at the top of the list displays the total number of users to be removed.
   2. Review Member Information: Check the email address, role, and associated groups for each member to be removed.
   3. Data Ownership Transfer (Required): Ownership of data held by the removed user will automatically transfer to the workspace Owner. You cannot skip this ownership transfer or change the transfer destination. Note that if the removed user rejoins the workspace later, their original ownership will not be restored.
   4. Organize Scattered Data: You can configure how to handle data not saved in a folder. If you check Move to member's new folder, the system automatically creates a new folder named after that member and collects and stores all files created by that member that do not belong to any folder.
   5. View More Data: Click Expand # data in the bottom right corner to view the rest of the hidden member list.

   Member Role/Group Update

   
   

   1. Update Count: The "Update" label at the top of the list displays the total number of users whose information is being changed.
   2. Review Changes: In addition to the email address for each member, you can check the role and group settings both before and after the change.
   3. View More Data: Click Expand # data in the bottom right corner to view the rest of the hidden member list.

3. After the final review of the list content, click Confirm changes.

   Note: Updating or deleting members may affect their access permissions to certain features or data. To minimize potential disruption to ongoing work, we recommend performing these actions during periods of low Notta usage within your organization.

   

Step 3: Execute bulk operation

1. To maintain data integrity, member management operations by other administrators are temporarily restricted while the batch operation is in progress. You can monitor the progress in the lower-right corner of the screen.
   

2. Once the process is complete, the administrator will receive an email notifying them of the results.

3. If any errors occur during the bulk operation, Notta will provide an error file detailing the issues. If no error notifications appear on the screen, the bulk operation has been successfully completed.