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. 

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
   

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. 
   
    

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.
   
   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
   
    

5. Check that your data columns match the correct User fields and confirm with IMPORT USERS
    

6. View your Bulk User Upload status, history, and details with the dropdown menu.

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

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.