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SmartRecruiters

Bulk User Download and Upload

 

This guide provides an overview of how to download, upload, and edit Users in bulk in the SmartRecruiters platform. In addition, it contains instructions for how to enable your Users permission in bulk for SmartRecruiters add-on modules: SmartCRM, SmartPal, SmartAssistant, and SmartMessage. 

 

Requires:
  • SmartRecruit



Introduction
The Bulk User Download & Upload tool empowers teams of any scale to join the SmartRecruiters platform quickly and easily with access to the products they need. 

What does Bulk User Download & Upload do?
Bulk User Download & Upload allows Admins to…

  • Download a CSV template with required and optional fields for Users. See end of this page for details. 

  • Download a password-protected list of active and inactive Users in SmartRecruiters. 

  • Upload a local CSV containing User data in order to…

    • Add new Users

    • Edit existing Users

    • Activate or Deactivate Users

    • Enable or Disable SR add-on module access (SmartCRM, SmartAssistant, SmartMessage, SmartPal)

  • View the status and details of past Bulk User Uploads

  • View success and error messages for uploaded Users
     

What does it not do?
Bulk User Download & Upload cannot…

  • Filter subsets of Users or omit fields from download.

  • Download Users more than once per hour for each SmartRecruiters environment. 

  • Manage CSV User lists greater than 10MB in size.

  • Enable company-level access for SmartCRM, SmartAssistant, SmartMessage, SmartPal


For whom?
Bulk User Download & Upload is ideal for Admins at medium to large companies who would like to take a ‘no-code’ approach to viewing, adding, or editing many Users quickly.
NOTE: Currently, Delegated Admins do not have access to this tool

For what part of my hiring journey?
Bulk User Download & Upload can be used any time for changes to Users in SmartRecruiters, but it has the greatest value for recently-joined companies who want to populate their Users from an existing source.

What problem does it solve?
Bulk User Download & Upload provides teams an intuitive way of managing Users at scale. It has many of the same capabilities as the SmartRecruiters API, custom integrations, and access management software, but with greater ease of use.

Customer Readiness
Key Steps: In preparation to use the tool, please view the template & fields below to format your User data

How to Find It?
From your Avatar (top right), go to the Settings / Admin Page
Under Permission Click User Management
 

How to Use It?

  1. From the User Management Page, click Bulk user upload
    1.png

  2. A. Click DOWNLOAD TEMPLATE to get a CSV with User data headers.
    B. Click DOWNLOAD USERS to get a password-protected CSV with all your environment’s Users listed. Limit one per hour per environment. The password will be sent to the email address you use in SmartRecruiters. Data security is important, please treat downloads with care and never share them. 
    Screen Shot 2022-07-21 at 9.06.53 AM.png
     

  3. Open the CSV file in the editor* of your choice. Add or edit User Data in the CSV file and specify add-on product access. Save and export as CSV.
    3.png
    NOTE: Spreadsheet editors like Google Sheets -shown above-, Microsoft Excel, Numbers are recommended. These tools will mask delimiters ( , ; comma or semicolon) to display data in columns. Plain text editors like Notepad or Google Docs could also be used, but are not recommended. These tools display delimiters and are not organized into columns. 

  4. Click UPLOAD CSV and then Choose a file (or drag and drop), and confirm with IMPORT USERS
    Screen Shot 2022-07-21 at 9.09.43 AM.png
     

  5. Check that your data columns match the correct User fields and confirm with IMPORT USERSScreen Shot 2022-07-21 at 9.11.14 AM.png
     

  6. View your Bulk User Upload status, history, and details with the dropdown menu.Screen Shot 2022-07-21 at 9.13.03 AM.png

  7. Click rightmost icon to download CSV results with status and success/error messages for each User.
    7.png

     

Tips & Tricks:
* Please check that you’re in the correct SmartRecruiters environment (Production vs Sandbox)!
* Do not share downloaded User lists; be sure to delete exported lists when they are no longer needed. 
* Windows does not support AES-256 encryption for zip file for downloads. Using tools like 7zip or WinZip will resolve this. 
* For error 'User already exists' when a User isn't found, check other environments and change the duplicate User's email if found
* Welcome emails will be sent to users added with Bulk User Upload if WebSSO is not enabled. 
* Test the tool for a small number of users first before adding a larger numbers of users.
* Many file types can be converted to CSV. Check to see if your external User data is convertible to CSV.
* Be sure that you are using commas as delimiters / separators. Sometimes, office tools will change to semicolons.
* Office tool sometimes delete leading 0’s in numbers. Be sure your leading zeroes don’t get dropped!
* Don't use special text characters, and only use commas as delimiters. This tool uses UTF-8.
* Not sure what SR add-on modules are enabled? Try editing a user manually to view enabled products, or ask your CSM.
* Is your file size larger than 10MB? Try splitting it up!
* You can use email aliases if you choose (name+alias@companyemail.com).
Hiring Team roles cannot be established for Users through this tool. Hiring Teams are set up per job.


FAQ
For security reasons, I want Bulk User Download disabled for my environment. Can we opt out?

Yes. If you would like to have the Bulk User Download tool disabled for security reasons, please contact your CSM. 

I received a messaged that I cannot download Users until after a waiting period. What is this?
You or another Administrator on your team may have recently downloaded a list. Please wait for the next available opportunity. 

I want to edit Users in bulk. How can I do that with this tool?
You must provide all the required info in your CSV upload (first, last, email, ssoIdentifier*). If you don't know this info, Users can be retrieved with Bulk User Download: export a User list, isolate the Users to edit, and upload your edited User list. 

Will my created Users receive a welcome email? Who gets notified?
If WebSSO is enabled (SSO Identifier required) created Users will NOT recieve a welcome email.
If WebSSO is disabled, a welcome email will be sent and Users will be asked to create and login with a password. 


How do I know what values to input into each of the columns?
Acceptable inputs for each column can be found at the end of this Help Center article.

I have an existing sync for my Users in SmartRecruiters. Is this tool right for me?
We recommend against keeping simultaneous integrations for User management. This may lead to interference and Users being overwritten in some cases. Please consult your CSM if you’re unsure about your existing syncs or integrations. 

How many Users can I download or upload at once?
This tool supports files up to 10MB in size- several thousand users. We recommend splitting up larger files if needed. Large downloads will be split up into 10MB files.

I don’t have access to SmartCRM, SmartPal, SmartAssistant, or SmartMessage. What can I do?
While these products may be visible in your CSV template, they might not be enabled for your company. Please contact your CSM to ensure these products are enabled before granting Users access.

What about Users not in an upload list– will they be impacted?
No - Bulk User Upload will only add or edit User profiles if they are included in the CSV upload file. When uploading, there is no need to include existing Users without changes.

Why can't I update ExternalData field for my existing Users with Bulk User Upload?
When present, ExternalData field is used as a unique identifier for matching Users. Attempting to edit ExternalData with an upload will result in an error: REJECTED, USER_ALREADY_EXISTS. If ExternalData must be changed or added for existing Users, using the API is the recommended path at this time. 


Additional Resources:

User Management

Add New User to SmartRecruiters

Change a user's name, email, or password


User Template Fields & Required Data
Defaults values will be applied to newly added Users. 
Optional fields left blank will be ignored if User exists.

Data Field

Notes

firstname

required
Accepted Values
No restrictions
Accepted Characters: /[]()a-zA-Z0-9 \"-'.&
Errors
FIRSTNAME_EMPTY
FIRSTNAME_INVALID
FIRSTNAME_TOO_LONG
FIRSTNAME_TOO_SHORT

lastname

required
Accepted Values
No restrictions
Accepted Characters: /[]()a-zA-Z0-9 \"-'.&
Errors
LASTNAME_EMPTY
LASTNAME_INVALID
LASTNAME_TOO_LONG
LASTNAME_TOO_SHORT

email

required
Must be a valid email address in your company domain
Needs to be unique, globally across SmartRecruiters
Accepted Values:
Any email address for your company domain
Accepted Characters: a-zA-Z0-9._%+-@
Errors
EMAIL_EMPTY
EMAIL_INVALID
EMAIL_TOO_LONG

externalData

strongly recommended as a unique identifier
Required if editing email addresses field in Bulk User Upload
Also know as EmployeeID, UniqueID, HrisID, etc. (distinct from SmartRecruiters User ID)
Once created, must be edited using the API
Current value can be dropped using the input none, not recommended
Accepted Values:
any EmployeeID, UniqueID, HrisID, etc.
Accepted Characters: a-zA-Z0-9
Errors
EXTERNAL_INVALID
EXTERNAL_TOO_LONG

ssoIdentifier

required, but only if SSO is enabled
Accepted Values
No restrictions
Accepted Characters: No restrictions
Errors
SSO_DISABLED: Clear SSO ID values from column, or enable SSO
SSO_ENABLED_BUT_IDENTIFIER_IS_NOT_PRESENT: Include it, or disable SSO
SSO_ID_TOO_LONG

activation

optional: defaults to Active
Accepted Values
TRUE / FALSE, Active / Inactive, 1 / 0 - case insensitive
Accepted Characters: see values
Errors
ACTIVATION_TOO_LONG

systemRole

optional: defaults to Basic / RESTRICTED
Accepted Values:
two sets shown below, case sensitive
Admin / Extended / Standard / Basic / Employee / (Custom)
ADMINISTRATOR / EXTENDED / STANDARD / RESTRICTED / EMPLOYEE / (Custom)
Accepted Characters: a-zA-Z0-9
Errors
ROLE_UNKNOWN
ROLE_INVALID
ROLE_TOO_LONG
ROLE_TOO_SHORT

accessGroup

optional: defaults to ‘NA’ / none
Current value can be dropped using the input none
Accepted Values:
any Access Groups listed in your SmartRecruiters environment
Accepted Charactersa-zA-Z0-9
Errors
ACCESS_GROUP_UNKNOWN
ACCESS_GROUP_INVALID
ACCESS_GROUP_TOO_LONG

languageCode

optional: defaults to en
Accepted Values:
Must be expressed in ISO 639-1 format (2 letters), lowercase. 
List of available languages is maintained here.
Accepted Charactersa-zA-Z_-
Errors
LANGUAGE_CODE_TOO_LONG
LANGUAGE_INVALID_FORMAT
LANGUAGE_CODE_UNKNOWN

countryCode

optional: defaults to ‘NA’ / none
requires city, cannot be used alone
Current value can be dropped using the input none
Not currently available for download

Accepted Values: Must be expressed in 2 digit ISO Code format (2 letters), lowercase
Accepted Charactersa-zA-Z0-9
Errors
LOCATION_COUNTRY_CODE_UNKNOWN
LOCATION_COUNTRY_CODE_INVALID_FORMAT
LOCATION_COUNTRY_CODE_TOO_LONG
LOCATION_CITY_AND_COUNTRY_CODE_REQUIRED

city

optional: defaults to ‘NA’ / none
requires countryCode, cannot be used alone
Current value can be dropped using the input none
Not currently available for download

Accepted ValuesNo restrictions
Accepted Characters/[]()a-zA-Z0-9 \"+'
Errors
LOCATION_CITY_INVALID_FORMAT
LOCATION_CITY_TOO_LONG
LOCATION_CITY_AND_COUNTRY_CODE_REQUIRED

SmartCRM

optional: defaults to ‘NA’ / none
requires your company have SmartCRM enabled
Accepted Values
TRUE / FALSE, Active / Inactive, 1 / 0 - case insensitive
Accepted Characters: see values
Errors
SEAT_SMART_CRM_DEACTIVATED
SEAT_SMART_CRM_INVALID_FORMAT
SEAT_SMART_CRM_TOO_LONG

SmartAssistant

optional: defaults to ‘NA’ / none
requires your company have SmartAssistant enabled
Accepted Values
TRUE / FALSE, Active / Inactive, 1 / 0 - case insensitive
Accepted Characters: see values
Errors
SEAT_SMART_ASSISTANT_DEACTIVATED
SEAT_SMART_ASSISTANT_INVALID_FORMAT
SEAT_SMART_ASSISTANT_TOO_LONG

SmartMessage

optional: defaults to ‘NA’ / none
requires your company have SmartMessage enabled
Accepted Values
TRUE / FALSE, Active / Inactive, 1 / 0 - case insensitive
Accepted Characters: see values
Errors
SEAT_SMART_MESSAGE_DEACTIVATED
SEAT_SMART_MESSAGE_INVALID_FORMAT
SEAT_SMART_MESSAGE_TOO_LONG

SmartPal

optional: defaults to ‘NA’ / none
requires your company have SmartPal enabled
Accepted Values
TRUE / FALSE, Active / Inactive, 1 / 0 - case insensitive
Accepted Characters: see values
Errors
SEAT_SMART_PAL_DEACTIVATED
SEAT_SMART_PAL_INVALID_FORMAT
SEAT_SMART_PAL_TOO_LONG

(Non-Specific Error Cases)

Errors
ERR_COMPANY__NOT_PARSABLE_FILE
ERR_COMPANY__NOT_PARSABLE_FILE_INCORRECT_FILENAME_OR_EXTENSION
ERR_COMPANY__NOT_PARSABLE_FILE_HEADER_TOO_LONG
ERR_COMPANY__NOT_PARSABLE_FILE_HEADER_MISSING_OR_INCORRECT_COLUMN
ERR_COMPANY__NOT_PARSABLE_FILE_HEADER_DUPLICATED_COLUMNS
ERR_COMPANY__NOT_PARSABLE_FILE_HEADER
ERR_COMPANY__NOT_FOUND_DATA_TO_DOWNLOAD
ERR_COMPANY__NOT_FOUND_BULK
ERR_COMPANY__NOT_PARSABLE_FILE_HEADER_MAPPING_DUPLICATED_VALUES
GENERIC_PARSE_ERROR
REJECTED ERROR_INVITATION_EMAIL ERROR_USER_ACTIVATION ERROR_USER_ACCESS_GROUP ERROR_USER_SEATS ERROR_EMPLOYEE_UPDATE ERROR_LOCATION_UPDATE ERROR_SSO_IDENTIFIER_UPDATE ERROR_ACCESS_GROUP_UPDATE USER_ALREADY_EXISTS ACTIVATION_KEY_NOT_AVAILABLE LANGUAGE_DISABLED INVALID_USER_NAME SSO_IDENTIFIER_ALREADY_EXISTS
UNKNOWN_VIOLATION

 

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