Recruitment Marketing Public

Introduction

It's easy to import a CSV file of existing candidates from an ATS or email marketing system into the Recruitment Marketing module.

Preparing the CSV file

A valid CSV file has the following characteristics:

• A header line is optional.
• Each candidate is on its own line.
• A candidate must have a valid email address column.
• A candidate can optionally have a First Name and a Last Name column.

Recruitment Marketing processes large CSV files very efficiently, and can comfortably import tens of thousands of candidates within a single file.

Here is an example of a valid CSV file of candidates: candidates.csv

Importing candidates

1. From the side menu, under CRM click Import.
2. Click the New button.
3. Select the Import Type of CSV
   Note: The JSON format has been deprecated due to lack of usage.
4. Click the Browse... button to select the relevant CSV file button to upload.
5. Select whether or not the CSV file has a header row.
   Note: If you select Yes and the file does not have a header, then the first candidate record may be skipped, or the entire file may fail to import
6. Define the columns with the following options - these should exactly match the structure of the CSV file you are uploading. See below for the default fields. Additional custom fields can be created, see 'Configuring Candidate Custom fields' below for more information.
   • Candidate First Name
   • Candidate Last Name
   • Candidate Email
   • Candidate Phone Number
   • Candidate Address
   • Ignore - select if a column is not in use
7. From the Country drop down, select a country if one is required to assign to each candidate.
8. Type in a Tag that will be added to every candidate that is imported
   Note: While optional, this is recommended as it allows you to find all the imported candidates by doing an advanced search for the specified tag.
9. The List actions option allows you to assign all the candidates from this CSV to either a new or existing static list.
10. The Retrieve ATS candidate data option allows customers with integrations to selected ATS systems to supplement the data in their CSV file with additional data relating to that candidate directly from their ATS. See below for details.
11. Under Advanced settings:
    • Set the File encoding to the appropriate value.
      Note: it can be helpful to specifically save the file as either UTF-8 or ISO-8859-1 using a spreadsheet tool such as Microsoft Excel prior to importing to ensure that the data is formatted correctly.
    • Make newline characters consistent in CSV file - check this box in the event that the file has inconsistent representations of new lines.
      Note: as with the file encoding, it can be helpful to specifically save using a spreadsheet tool such as Microsoft Excel prior to importing to ensure that the data is formatted correctly
12. Check the box to indicate that you have relevant permission from the candidates being uploaded.
13. Click the Save button to begin the import process.

Configuring Candidate custom fields

If you are looking to import custom data as part of the CSV import, you will need to first create a Candidate custom field(s). This custom field will need to be of the type 'string_ field_x' (mapping name).

To create:

1. Go to the Menu
2. Click Company Settings
3. Click Candidate custom fields
4. Click New and fill out the details as required:
   1. What is the name of this field? - enter a name.
   2. Mapping Name - select 'string_field_x'.
   3. Is this field required? - tick to enable if this is a mandatory field.
   4. Enter an optional placeholder - help text that appears inside of the text box of the label field
   5. Label (if different from field name) - the text which appears above the text box
   6. Show this in Advanced Search - whether this field option will appear as part of the candidate advanced search (Recruitment Marketing admin console).

When you import the CSV file, your newly created candidate custom field will be available from the Import Candidates page from one of the available drop down menus.

Retrieving ATS Candidate Data

Customers with active integrations to specific ATS systems are able to select to supplement the data they have uploaded in the CSV file with additional information relating to that candidate which may exist in their ATS system.

This feature is currently available for customers with the following ATS integrations:

• Workday API Integration

The data available from each ATS integration varies and is detailed below.

Workday API Integration

When the candidates in the CSV file are processed, the Recruitment Marketing system will query the Workday API to see if a candidate with the same email address exists within the Workday ATS.

If a matching candidate is found, the following data will be set against that candidate if not already populated:

• First name
• Last name
• Phone number
• Location

Additionally, if the matched candidate has any applications within Workday, the system will retrieve the details of those applications, and create a corresponding entry on the candidate timeline with the CRM. For each application, the following data will be ingested if available in the API response:

• Most recent ATS application status for the application
  Note: historical statuses are not included
• Resume document attached to the application
• Experiences (Employments)
• Educations
• Skills

Refer to the Workday API Integration article for details on how the Experience and Education data is mapped from the Workday objects.

Monitoring Candidate Imports

Depending on the number of candidate records to be imported, it may take some time for the process to complete. You can refresh the Candidate Import History screen as much as you like to monitor progress.

If any errors occur during the import, you can view details on them by clicking on the blue error number under the #Failures column.

Notes:

• You can safely log out of your account while the import is being processed, and it will continue to run in the background.
• The candidate's email address is the unique identifier. The system will look for this and update the record if there is new information to add i.e. adding them to a list or adding a tag. If there is no new information for the record then it is not overwritten.