Managing Job Fields In Bulk

Objective

After completing this lesson, you will be able to manage job field values and dependencies at scale using the Job Field Bulk Download and Upload feature.

Job Fields and Dependency Modification in Bulk

The SmartRecruiters Job Field Bulk Download & Upload feature makes it easy to manage job fields at scale. It lets you download all active and archived job field values and dependencies into a CSV file, update them, and upload the changes back into the system. This is especially helpful for large organizations that need to efficiently update job field values and their dependencies.

The Job Field Bulk Download & Upload feature allows users with Job Field Management access to perform the following actions:

  • Download a CSV file containing all active and archived Job Field Values.
  • Download a CSV file containing all Job Field Dependency relationships.
  • Upload a CSV file to create, edit, activate or archive Job Field Values.
  • Upload a CSV file to establish Job Field Dependency relationships.
  • View the status and details of past uploads for both Values and Dependencies.
  • View success and error messages for uploaded Values and Dependencies files.

When to Use Bulk Management

While manual updates are suitable for small changes, the bulk upload feature is ideal when:

  • You need to update numerous job fields at once.
  • You need to manage complex dependency relationships.
  • You want to ensure consistency across a large number of job postings.

Note

Make sure there are no duplicate values in the file. SmartRecruiters will return an error if a picklist contains duplicate values, even if those values are archived. Best practice is to remove any values that already exist in SmartRecruiters from the upload file.

Modify Job Field Values in Bulk

Steps

  1. Navigate to Settings.

  2. Select Job Fields.

  3. Select Bulk Upload within the Job Fields page.

  4. Select Download Values to download your current job fields. The downloaded job values CSV file includes columns for:

    1. Type of field: Whether it's an org or job field.
    2. Field ID: The unique identifier for the field.
    3. Field label: The display name of the field.
    4. Value ID: The unique identifier for each value within the field.
    5. Value labels: The display name of each value.
    6. Archived: Indicates whether a field is active (false) or archived (true).
    Displays the Job field bulk upload page, any previous file imports, and buttons for Download values, Download dependencies, and Upload CSV.​

  5. Open the CSV file.

  6. Add or edit Job Field Values in the CSV file.

  7. Save your file in CSV format.

  8. Select Upload CSV.

  9. Choose or drop in the file you wish to import.

    Displays the Upload CSV page, options for adding the file to upload, selecting the Values or Dependencies option, and the Cancel and Import Field buttons.​

  10. Select Values.

  11. Select Import File to confirm.

    Note

    This tool utilizes a selective File Drop-off functionality for values. For every field with values listed in the CSV file, any missing values will be archived. If a field and its values are omitted from the CSV, they will not be archived. Empty files will not lead to archived values.

Modify Job Field Dependencies in Bulk

Steps

  1. Navigate to Settings.

  2. Select Job Fields.

  3. Select Bulk Upload.

  4. Select Download Dependencies.

    Note

    The downloaded dependencies CSV file includes columns for the parent field and value, and the child field and value. These columns define how job field values are related.

  5. Open the CSV file.

  6. Add or edit Job Field Dependencies in the CSV file.

  7. Save the file as a CSV.

  8. Select Upload CSV.

  9. Choose the file you wish to import.

  10. Select Dependencies to indicate the file type.

  11. Select Import File to confirm.

    Note

    This tool utilizes a selective File Drop-off functionality for dependencies. For every parent field listed in the CSV, dependency relationships will be removed when a child field is missing.

Best Practices for Using the Bulk Import Feature

  • Make sure your job fields exist before managing the Values & Dependencies.
  • New job fields are not active until you add at least one value.
  • Be sure you have established the overall dependency structure for your job fields.
  • Please check that you’re in the correct SmartRecruiters environment (production vs sandbox).
  • The tool stops the upload at the first error encountered. If your file contains an error, some values and dependencies may not get updated.
  • Make sure your ValueIDs are unique to avoid duplicate errors.
  • It is recommended to manage values first and then dependencies.
  • Archiving values and removing dependencies can impact downstream values and dependencies, as well as reporting and jobs.
  • When opening your CSV in an editor, do not select Convert text to numbers, dates, and formulas, as this may corrupt ID values.
  • Be sure that you are using commas as delimiters/separators. Sometimes office tools convert to semicolons, resulting in incorrect formatting.
  • Office tools will sometimes delete leading zeros (0) in numbers. To be sure your leading zeroes don’t get dropped, format in plain text.
  • Watch out for special text characters. This tool uses UTF-8 with 1 byte per character; other characters may cause errors.
  • If your file size is larger than 14MB, try splitting it up.
  • Test the tool for a small amount of data before doing large numbers of creations, edits, or deactivations.

Job Field Bulk Download and Upload Tool Limitations and Restrictions

Job Field Bulk Download & Upload does not perform the following actions:

  • Create entirely new job fields; it can only create values within job fields that already exist and have at least one value.
  • Establish dependency relationships among job fields.
  • Download only selected field values or dependencies; the tool exports everything.
  • Create or edit special job fields (org fields) for Country/Region.
  • Create, edit, or download free text (free-entry) fields; the tool only works for Single Select (dropdown list) fields.
  • Edit field IDs and value IDs, and field types; only labels and archived status may be changed.
  • Create new custom ValueIDs; new ValueIDs are automatically replaced by randomly generated IDs by SmartRecruiters. If clients want their values ID to match their HRIS IDs, then the API should be used for having custom Values IDs and field names IDs.
  • Manage duplicated job field values.
  • Show errors for each row of data; only displays the first error encountered.

Watch this video for more information about downloading and uploading job fields in bulk.

This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

Summary

  • The Bulk Upload & Download feature in SmartRecruiters allows for efficient management of job fields and their dependencies at scale.
  • Downloading the existing job fields and dependencies as a CSV is crucial before making any modifications to ensure the correct IDs are used.
  • Modifications can be made directly in the CSV file, including adding new values and defining dependency relationships.
  • Uploading the modified CSV back into SmartRecruiters updates the job fields and dependencies in the system.
  • The bulk management feature is most beneficial for large organizations needing to make widespread changes to their job fields.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn