This feature provides Agencies with the ability to onboard primary record data. This tool is an ideal substitute for the more complicated data migration script process, where a basic record import is required for less complicated imports. For example if an Agency acquires another business with base data, the tool can be used to import Candidates, Clients and Contacts.
The data is limited to 5,000 rows, however if you require more please contact support to discuss. Please be aware that importing volumes greater than this may impact system performance for your users.
Data can be imported into the following records:
Skill Groups
Skill Types
Skill Keywords
Skill Keyword Synonyms
Parent
Client
Client Contacts
Cost Centre
Contract Job Order
Temporary Job Order
Permanent Job Order
Candidate
Candidate Skills
Candidate Work References
Security & Access
Provide access to the Data Import tile in Recruitment Manager > Maintenance, by assigning the security permission Data Import to the applicable user's security role. This feature does not apply Data Groups to lists within the Data Import Templates - therefore a user that is given this permission and utilises the templates, will be able to assign data group items like 'Office Code' for any active office, irrespective for their own Data Group access.
Data Import Steps
Three steps are required to migrate basic data into FastTrack360:
Download the applicable template by clicking on the Download Template action. You will be prompted to select a location to save the file.
If you use Internet Explorer to download a template, the IE controls will insert 'Copy of' into the file name. This will need to be removed before you upload the completed template as per step 3 below - to remove this issue, we suggest you use a different browser like Chrome when utlising the Data Import tool.
If you use Chrome to download a template, the Chrome controls may be set to block pop ups. Where this occurs a small icon displays with a cross - to continue download, click on the icon and select the 'Always allow pop-ups ...' setting and then Done.
2. Add the data to the template. When you open the saved file, the template loads into an excel spreadsheet where you add the data row by row. The detail in the header indicates the type of field the data will be imported into, if the element is mandatory, and the total field length. Any picklist items that are configurable like 'Skill Group', are dynamically included when the file is downloaded.
Please read the header details to ensure you have entered the data in the correct format and as instructed. In some cases the field may be mandatory where a condition is met - for example as shown below, the item is mandatory where 'T Sheet Frequency' value is 'Weekly'. It is time consuming to have to correct errors, so always follow a measure twice, cut once strategy when entering data to save yourself time.
3. Import the data by selecting the Import Data action. In the pop up, upload the data file as per prompts.
In Maintenance > Data Import item Maximum Data Import Row limit displays the maximum allowable number of rows per data file. If you try to import a file that is greater than this limit, you will see a hard warning and you will need to reduce the number of rows, and re-attempt import. If you require a greater limit, please log a request (ticket) with Customer Service. Importing large files of data may have an impact on system performance, so you should ideally run the import process after hours so users are not adversely impacted.
When the file has been loaded, it displays in the batch list with an initial status of Queued. Process stages include:
Queued
Processing
Success
Success (with Error)
Error
Fatal
The system creates records for each correct row, where an error is found, for example missing mandatory field, or the record is a duplicate, the row is skipped. Where errors in rows have been detected, in the Error Report column a downloadable file displays. The error report is the same file format as the import template, listing all error rows, with a new column injected at the end containing descriptions of the errors found in the row. Save this file and use the information in the error column to fix each row. When completed, use the amended file to run the Import Template process to finalise your data import.
When using a data import feature, a background process injects the data directly into the related fields in the record page. As such the normal in product logic that works when adding a new record, does not run - this means that the maintenance defined default settings are not applied. For example the defaults established in Maintenance > General Items > Pay/Bill Settings > Timesheet Details, will not apply where a data import has been used to create the record. These items (where not available in the import template) will need to be applied via editing the record after import.