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User Import Guide (Admins)

Total Expert User Import Guide 



Document Purpose 

This document describes the information needed to import new Loan Officers, Marketing, and Admin users into the Total Expert (TE) platform. The more information you provide for the import, the more you will be able to take advantage of TE’s various features. 

Import File Template

To download a sample template of that can be used to import new TE user records:

  1. Select Import Data in the navigation menu.
  2. In the Templates for Imports section on the right side of the page, click the Users button.
  3. Save the file to a known location.


The following table outlines TE data fields used for user import. 

Visible in UI – This column identifies which information is visible in the TE user interface (UI). 

Total Expert Fields – These are TE common field names. 

Description – This column has brief information on the expected data. See the Data Content Definitions section for additional details. 

Data Type – This column is the expected data type. 

 

Visible in UI 

Total Expert Fields 

Description 

Data Type 

No 

user.organization_id (required) 

TE will provide this ID for your organization. 

type: tinyint 
length: 10 

User’s setting 

user_info.cost_center 

The cost center is used to separate users for branding purposes (see notes below). 

type: varchar 
length: 100 

User’s setting 

user_info.location_id 

The location ID is used to separate users on a branch level for branding purpose. 

type: varchar 
length: 100 

User’s setting 

user.role_id (required) 

Used to assign the same set of user permissions to a set of similar users. Example roles: Loan Officer, LOA, Admin, Compliance, Training. 

type: varchar 
length: 255 

User’s setting 

user.type_id (required) 

2 – Lender – Always 2 

type: varchar 
length: 50 

User’s setting 

user_info.f_name (required) 

The user’s first name. 

type: varchar 
length: 50 

User’s setting 

user_info.l_name (required) 

The user’s last name. 

type: varchar 
length: 50 

User’s setting 

user.email (required) 

The user’s primary email address. 

type: varchar 
length: 50 

User’s setting 

user_info.job_title 

The user’s job title. 

type: varchar 
length: 100 

User’s setting 

user.username 

The user’s login user name. For a new user, this is generated by import based on the email address. 

type: varchar 
length: 30 

The plain text password is not visible 

user.password 

This should be left blank 

type: varchar 
length: 255 

User list 

user.status (required) 

0 – Inactive User 

1 – Active User 

type: tinyint 
length: 1 

User list 

user.is_trial (required) 

0 – Full Account 
1 – Trial Account 

type: tinyint 
length: 1 

User’s setting 

user.external_id 

An ID used to link with an external data source, such as an LOS. 

type: varchar 
length: 128 

User’s setting 

user_settings_marketing.profile_img 

The user’s headshot. A complete file name is required. Preferred sizing is 200px by 300px.  1mb Max 

type: varchar 
length: 500 

User’s setting 

user_info.company 

User’s company name. This information will be visible on marketing materials, websites, and emails. 

type: varchar 
length: 100 

User’s setting 

user_info.website 

The user’s website address. Must have https:// 

type: varchar 
length: 255 

User’s setting 

user_info.phone_cell 

The user’s cell phone number. The preferred format is (555)555-1234. 

type: varchar 
length: 25 

User’s setting 

user_info.phone_office 

The user’s office phone number. The preferred format is (555)555-1234. 

type: varchar 
length: 25 

User’s setting 

user_info.phone_fax 

The user’s fax number. The preferred format is (555)555-1234. 

type: varchar 
length: 25 

User’s setting 

user_info.address 

The first line of the user’s address. 

type: varchar 
length: 100 

User’s setting 

user_info.address_two 

The second line of the user’s address. 

type: varchar 
length: 100 

User’s setting 

user_info.city 

The city associated with the user’s address. 

type: varchar 
length: 50 

User’s setting 

user_info.state 

The state abbreviation associated with the user’s address. 

type: varchar 
length: 2 

User’s setting 

user_info.zipcode 

The ZIP code associated with the user’s address. 

type: varchar 
length: 10 

User’s setting 

user_info.timezone_name Required 

Select the option that most closely matches the user’s location: 

America/New_York – (Eastern) 

America/Chicago – (Central) 

America/Denver – (Mountain) 

America/Phoenix – (Mountain (No DST)) 

America/Los_Angeles – (Pacific) 

America/Anchorage  (Alaska) 

America/Adak – (Hawaii) 

Pacific/Honolulu – (Hawaii (no DST)) 

 

type: varchar 
length: 50 

User’s setting 

user_settings_marketing.license_title 

Loan Officer NMLS# for the user. 

type: varchar 
length: 100 

User’s setting 

user_settings_marketing.agent_bio 

A short text biography of the user. Use only if this text is included in print marketing. If there are any page breaks, the bio will not import correctly. 

text 

User’s setting 

user_settings_marketing.social_facebook 

The URL of the user’s Facebook page. 

type: varchar 
length: 255 

User’s setting 

user_settings_marketing.social_twitter 

The URL of the user’s Twitter page. 

type: varchar 
length: 255 

User’s setting 

user_settings_marketing.social_google 

The URL of the user’s Google page. 

type: varchar 
length: 255 

User’s setting 

user_settings_marketing.social_linkedIn 

The URL of the user’s LinkedIn page. 

type: varchar 
length: 255 

User’s setting 

user_settings_marketing.social_youtube 

The URL of the user’s YouTube page. 

type: varchar 
length: 255 

User’s setting 

user_settings_marketing.application_url 

The URL where the user has online applications. 

type: varchar 
length: 255 

User’s setting 

user_settings_marketing.short_name 

A token to be added to the user’s custom URL. See example below. 

type: varchar 
length: 100 

User’s setting 

user_settings_marketing.disclaimer 

User-specific disclaimer that is unique to any organization/state disclaimer.  

type: varchar 

User’s setting 

License_AK 

The user’s appropriate state license number in Alaska. 

type: varchar 
length: 255 

User’s setting 

License_AL 

The user’s appropriate state license number in Alabamba. 

type: varchar 
length: 255 

User’s setting 

License_AR 

The user’s appropriate state license number in Arkansas. 

type: varchar 
length: 255 

User’s setting 

License_AZ 

The user’s appropriate state license number in Arizona. 

type: varchar 
length: 255 

User’s setting 

License_CA 

The user’s appropriate state license number in California. 

type: varchar 
length: 255 

User’s setting 

License_CO 

The user’s appropriate state license number in Colorado. 

type: varchar 
length: 255 

User’s setting 

License_CT 

The user’s appropriate state license number in Connecticut. 

type: varchar 
length: 255 

User’s setting 

License_DC 

The user’s appropriate state license number in the District of Columbia. 

type: varchar 
length: 255 

User’s setting 

License_DE 

The user’s appropriate state license number in Delaware. 

type: varchar 
length: 255 

User’s setting 

License_FL 

The user’s appropriate state license number in Florida. 

type: varchar 
length: 255 

User’s setting 

License_GA 

The user’s appropriate state license number in Georgia. 

type: varchar 
length: 255 

User’s setting 

License_HI 

The user’s appropriate state license number in Hawaii. 

type: varchar 
length: 255 

User’s setting 

License_IA 

The user’s appropriate state license number in Iowa. 

type: varchar 
length: 255 

User’s setting 

License_ID 

The user’s appropriate state license number in Idaho. 

type: varchar 
length: 255 

User’s setting 

License_IL 

The user’s appropriate state license number in Illinois. 

type: varchar 
length: 255 

User’s setting 

License_IN 

The user’s appropriate state license number in Indiana. 

type: varchar 
length: 255 

User’s setting 

License_KS 

The user’s appropriate state license number in Kansas. 

type: varchar 
length: 255 

User’s setting 

License_KY 

The user’s appropriate state license number in Kentucky. 

type: varchar 
length: 255 

User’s setting 

License_LA 

The user’s appropriate state license number in Louisiana. 

type: varchar 
length: 255 

User’s setting 

License_MA 

The user’s appropriate state license number in Massachusetts. 

type: varchar 
length: 255 

User’s setting 

License_MD 

The user’s appropriate state license number in Maryland. 

type: varchar 
length: 255 

User’s setting 

License_ME 

The user’s appropriate state license number in Maine. 

type: varchar 
length: 255 

User’s setting 

License_MI 

The user’s appropriate state license number in Michigan. 

type: varchar 
length: 255 

User’s setting 

License_MN 

The user’s appropriate state license number in Minnesota. 

type: varchar 
length: 255 

User’s setting 

License_MO 

The user’s appropriate state license number in Missouri. 

type: varchar 
length: 255 

User’s setting 

License_MS 

The user’s appropriate state license number in Mississippi. 

type: varchar 
length: 255 

User’s setting 

License_MT 

The user’s appropriate state license number in Montana. 

type: varchar 
length: 255 

User’s setting 

License_NC 

The user’s appropriate state license number in North Carolina. 

type: varchar 
length: 255 

User’s setting 

License_ND 

The user’s appropriate state license number in North Dakota. 

type: varchar 
length: 255 

User’s setting 

License_NE 

The user’s appropriate state license number in Nebraska. 

type: varchar 
length: 255 

User’s setting 

License_NH 

The user’s appropriate state license number in New Hampshire. 

type: varchar 
length: 255 

User’s setting 

License_NJ 

The user’s appropriate state license number in New Jersey. 

type: varchar 
length: 255 

User’s setting 

License_NM 

The user’s appropriate state license number in New Mexico. 

type: varchar 
length: 255 

User’s setting 

License_NV 

The user’s appropriate state license number in Nevada. 

type: varchar 
length: 255 

User’s setting 

License_OH 

The user’s appropriate state license number in Ohio. 

type: varchar 
length: 255 

User’s setting 

License_OK 

The user’s appropriate state license number in Oklahoma. 

type: varchar 
length: 255 

User’s setting 

License_OR 

The user’s appropriate state license number in Oregon. 

type: varchar 
length: 255 

User’s setting 

License_PA 

The user’s appropriate state license number in Pennsylvania. 

type: varchar 
length: 255 

User’s setting 

License_PR 

The user’s appropriate state license number in Puerto Rico. 

type: varchar 
length: 255 

User’s setting 

License_RI 

The user’s appropriate state license number in Rhode Island. 

type: varchar 
length: 255 

User’s setting 

License_SC 

The user’s appropriate state license number in South Carolina. 

type: varchar 
length: 255 

User’s setting 

License_SD 

The user’s appropriate state license number in South Dakota. 

type: varchar 
length: 255 

User’s setting 

License_TN 

The user’s appropriate state license number in Tennessee. 

type: varchar 
length: 255 

User’s setting 

License_TX 

The user’s appropriate state license number in Texas. 

type: varchar 
length: 255 

User’s setting 

License_UT 

The user’s appropriate state license number in Utah. 

type: varchar 
length: 255 

User’s setting 

License_VA 

The user’s appropriate state license number in Virginia. 

type: varchar 
length: 255 

User’s setting 

License_VT 

The user’s appropriate state license number in Vermont. 

type: varchar 
length: 255 

User’s setting 

License_WA 

The user’s appropriate state license number in Washington. 

type: varchar 
length: 255 

User’s setting 

License_WI 

The user’s appropriate state license number in Wisconsin. 

type: varchar 
length: 255 

User’s setting 

License_WV 

The user’s appropriate state license number in West Virginia. 

type: varchar 
length: 255 

User’s setting 

Team1 

You may assign any users to 4 teams (see note below) for initial import. More can be added manually once the user is created in the system 

type: varchar 
length: 50 

User’s setting 

Team1_Manager 

The full name of the user’s manager. This user must exist in the import file. 

type: varchar 
length: 50 

 

Data Content Definitions 

user.organization_id (required) – This is a numerical value assigned to the organization within the TE platform that your project manager will provide you with or fill out. 

user_info.cost_center – Cost Center is generally used to denote different business units. Logic can be used based on this field to dictate branding or disclaimer changes for content. 

user_info.location_id – Used similarly to Cost Center on a branch level. 

user.role_id (required)  Is used to define the user role assigned to that user; a user role determines the specific permissions allowed to users with that role. Therefore, you should outline the ID associated with the permission set. The Implementation Project Manager will provide a list of user roles and their corresponding IDs. If additional user roles are needed, contact your Project Manager. 

user.type_id – The value for type_id will always be 2. 

user_info.f_name (required)  Enter the user’s first name. The first name will appear on any marketing materials. 

user_info.l_name (required– Enter the user’s last name. This last name will appear on any marketing materials. 

user.email (required– Enter the user’s primary email address. Users will use this email address to log in to the platform. This email address will also appear on any marketing materials, and it will be the “From address for any emails the user sends from TE. 

Note 
Each user must have a unique email address. If you enter an email address that is already in use by a TE user and attempt to save the entry form, you will see an error message at the top of the screen and the new user will not be created. 

user_info.job_title – The user’s job title. 

user.username – Leave this blank. TE will automatically create a username based on the user’s email address during the import. 

user.password – This should be left blank. 

user.status – You can choose to import either Active or Inactive users. 

  •  Inactive 

  •  Active 

user.is_trial – The default value is always 0. This is used for internal purposes at TE. 

user.external_id – Unique identifier that allows TE to link a user with a different data source such as LOS or a data warehouse. 

user_settings_marketing.profile_img – This field is for LO's profile images (headshots). Enter a URL for each LO's image or file name (case sensitive) if supplied in a zip file. 

user_info.company – User’s organization name. This information will be visible in marketing materials. 

user_info.website – If your users want to share a website within their profile (user-specific or corporate), the URL must be in a full URL address (for example, https://totalexpert.com. If the website URL is missing HTTPS in the beginning, it will not import correctly, and it will not display properly on marketing materials. 

user_info.phone_cell – User’s cell phone number. This information will display on marketing materials 

user_info.phone_office – User’s office phone number. This information will display on marketing materials. 

user_info.phone_fax – User’s fax number. This information will display on marketing materials. 

user_info.address – User’s business street address. This information will display on marketing materials. 

user_info.address_two – User’s business street address if address requires a second line, such as suite number. This information will display on marketing materials. 

user_info.city – User’s business municipality of business location. This information will display on marketing materials. 

user_info.state – User’s business state location. This information will display on marketing materials. 

Note 
Since the state field has a 2-character limit, TE recommends using the state’s postal abbreviation. 

user_info.zipcode – User’s business zipcode location. This information will display on marketing materials. 

user_info.timezone_name (required– Users cannot log in to TE unless they have a time zone associated with their profile. Use the drop-down menu in the Excel template to populate this column, as this directly correlates to terminology within the TE platform. For example, use America/New York or America/Chicago instead of Eastern or Central. 

user_settings_marketing.license_title – Enter the appropriate licensing information for the user. 

user_settings_marketing.agent_bio – Enter a short marketing text blurb about the use. 

user_settings_marketing.social_facebook – Enter the full URL for the user’s corresponding account pages, for example, https://www.facebook.com/joesmithThis link will display on marketing materials. 

user_settings_marketing.social_twitter – Enter the full URL for the user’s corresponding account pages, for example, https://www.twitter.com/joesmithThis link will display on marketing materials. 

user_settings_marketing.social_google – Enter the full URL for the user’s corresponding account pages, for example, https://www.google.com/joesmithThis link will display on marketing materials. 

user_settings_marketing.social_linkedIn – Enter the full URL for the user’s corresponding account pages, for example, https://www.linkedin.com/joesmithThis link will display on marketing materials. 

user_settings_marketing.social_youtube – Enter the full URL for the user’s corresponding account pages, for example, https://www.youtube.com/joesmithThis link will display on marketing materials. 

user_settings_marketing.application_url – Enter the full URL for the user’s corresponding account pages, for example, https://www.example.com. 

user_settings_marketing.short_name – This field is to insert a LO-specific value into an external-facing link; for example, mortgagecompany.com/mobileapp/jdoe - jdoe would be the short name. 

user_settings_marketing.disclaimer– Enter the license number under each related state field that a loan officer is licensed to generate disclaimers. 

License_AK through License_WY – Populate the license number under each related state field that a loan officer is licensed in. This information is used to drive corporate state disclaimers. 

Team1 – Teams allow you to group users for in-platform functionality, such as sharing leads within a team or assigning tasks to team members. Team managers can also log (spoof) into team members’ accounts to view statistics (this is audit tracked). Reporting data and media settings and access can also be detected at a team level. Typical examples are Division, Region, Branch, and LO Team (LO supported by LO Assistant or multiple users on a team). 

Note 
TE recommends the team’s name be 50 characters or fewer. 

Team1_Manager – Name the individual (manager or LOA) handling tasks on the loan officer’s behalf. 

 

Where Does the Information Display in Total Expert 

The more user profile details are in TE, you will have better brand exposure in marketing materials. 

Below is how user profile information and social media links might appear in email communication. 

 

Total Export Headshot Guide 

Best practices for headshots: 

  • Image includes the head and shoulders, (partial shoulder is fine) 

  • Plain or blurred background 

  • Not cropped too closely to the head 

  • Should be in color, in focus, have proper lighting, good composition, and expert color correction and retouching 

  • Files must be .jpg or .png 

Below are examples of recommended headshots: 

 

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Headshot Orientation:
We ask that your headshots are consistent in their orientation and ratio. Our recommended orientation is portrait (vertical).
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File Size: 
We recommend the file be at least 300 dpi, with the image at least 600x900 piels (2:3) with a maximum file size of 1MB. If your intend on professional printing larger items like banners or signs please discuss this with your Total Expert Content Operations Coordinator as a larger file size may be needed.

 


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Example of Expert Content footer:

Below are some examples of where the headshots will appear in your Total Expert web and print content.  




Lead Capture App (web) 

 

Expert Content Footer(print) 

 

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