Maintenance > Data Import Tool

Description

To provide Agencies with the ability to onboard primary record data, a new Data Import tool has been created. This tool is an ideal substitute for the more complicated data migration script process, where a basic record import is required. For example if an Agency acquires another business with base data, the tool can be used to import Candidates, Clients and Contacts.

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

To utilise the Data Import tool, where a user has been granted permission to this item (as described below in configuration), select tile Data Import tile in Recruitment Manager Maintenance.

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.

Where several batches of data have been imported, the search criterion above the list can be used to find particular batch items if required.

Benefits

This tool provides a solution to data import where the elements of data to be imported do not require a full data migration strategy.

Configuration

To provide a user with the ability to use the Data Import tool, open the user's security profile (Maintenance > Security), and in the Maintenance section, select the new Security Permission item 'Data Import'. Once this permission is true, the user will see the Data Import tile in Recruitment Manager Maintenance.