Skip to main content
SmartRecruiters

Job Field Bulk Download and Upload

 

Job Field Bulk Download & Upload

This guide provides an overview of how to download, upload, edit, archive, and activate Job Field Values & Dependencies in bulk within the SmartRecruiters platform.

Requires: SmartRecruit

Introduction

The Job Field Bulk Download & Upload tool empowers Administrators and Delegated Administrators to establish configuration settings quickly and easily at scale by allowing mass actions for job field values as well as job field dependencies via CSV files.

What does Job Field Bulk Download & Upload do?

The Job Field Bulk Download & Upload tool 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 uploaded Values and Dependencies
     

What does Job Field Bulk Download & Upload not do?

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

  • Download only selected field values or dependencies; the tool exports everything. 
  • Create or edit special Job Fields (Org Fields) for Country, Brand, and Department
  • Create entirely new Job Fields - it can only create values within Job Fields that already exist
  • Create, edit, or download Free Text (free entry) fields; the tool only works for Single Select (a dropdown list) fields.
  • Establish dependency relationships among Job Fields - it can only establish dependency relationships for the values within job fields
  • Edit field IDs and value IDs, and field types - only labels and archived status may be changed
  • Manage duplicated Job Field Values


Who is the Job Field Bulk Download & Upload designed for?

Job Field Bulk Download & Upload is ideal for Admins and Delegated Admins at medium to large companies who would like to take a ‘no-code’ approach to setting up, maintaining, and auditing Job Field values and dependencies within SmartRecruiters.

Where does Job Field Bulk Download & Upload fit in my hiring journey?

Job Field Bulk Download & Upload can be used any time for reporting or for changes to Job Field Values & Dependencies in SmartRecruiters. However, it has the greatest value for recently-joined companies who want to quickly populate their job field configuration from an external source.

What problem does Job Field Bulk Download & Upload solve?

Job Field Bulk Download & Upload provides teams an intuitive way of managing Job Field Values & Dependencies at scale. It has many of the same capabilities as the SmartRecruiters API and custom integrations, but with no coding required. 

Customer Readiness

Key Steps

In preparation to use the tool, please review the tables at the end of this page (under the Required Data section) which outlines the formats for your Job Field data. Also, ensure that the Job Fields you wish to manage within Values & Dependencies already exist within you SmartRecruiters environment. 

How to Find It?

From your Avatar (top right), go to the Settings / Admin Page
Under Configuration Click Job Fields

How to Use It?

NOTE: Instructions include steps (A) for values, and (B) for dependencies. Managing both simultaneously is not recommended. 

1. From the Job Fields Page, click Bulk Manage

180f6648-64e4-41e3-9369-3a523d18452d.png
 

2A. Click DOWNLOAD VALUES to get a CSV populated with your active and archived Job Field Values
2B. Click DOWNLOAD DEPENDENCIES to get a CSV populated with your Job Field Dependency relationships
30603997-ad1c-4faa-b44e-d074198ca6df.png

3A. Open the CSV file. Add or edit Job Field Values in the CSV file. Save and export as CSV.
3B. Open the CSF file. Add or edit Job Field Dependencies in the CSV file. Save and export as CSV.

NOTE: When opening in Excel or Google Sheets, DO NOT "Convert text to numbers, dates, and formulas," as this may corrupt ID values
 

4. Click UPLOAD CSV, then Choose or drop in the file you wish to import.

Screen Shot 2022-06-09 at 12.08.51 PM.png

5. Select either VALUES or DEPENDENCIES to indicate which you are uploading, and confirm with IMPORT FILE

NOTE: A. 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 entirely, then they will not be archived. Empty files will not lead to archived values.

NOTE: B. This tool utilizes a selective ‘File Drop-off' functionality for dependencies. For every Parent field listed in the CSV, dependency relationships will be removed in the case of missing Child fields.
 

6. View your Job Fields Upload status, history, and any applicable error details with the dropdown menu.

7. Check your Job Fields to see your successful updates reflected. 
 

Tips & Tricks:

  • 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 & dependencies may not get updated. 
  • For Error Codes and their descriptions, please see the bottom of this article.
  • It is recommended to manage Values first and then Dependencies
  • New fields are not active until you add at least one value, be sure to add when creating.
  • Archiving values and removing dependencies can impact downstream values and dependencies, as well as reporting.
  • When opening your CSV in an editor, do not “convert text to numbers, dates, and formulas” as this may corrupt ID values!
  • Be sure that you are using commas "," as delimiters. Sometimes, office tools will change to semicolons, resulting in incorrect formatting. 
  • Office tools will sometimes delete leading 0’s 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; other characters may cause errors.
  • Is your file size larger than 10MB? Try splitting it up!
  • Test the tool for a small amount of data before setting up connections with more data.

FAQ

Are there limits?

  • There is a limit of 200 Job fields, active and archived
  • Admins for SmartRecruit can also add up to 22 custom Org Fields, for a total of 25 fields, by adding the SmartGlobal add-on.
  • Each field can have up to 6,000 values.
  • Each value is limited to 200 characters.


How many Job Field Values & Dependencies can I upload at once?
Uploading is limited by file size, and creating/updating several thousand fields is possible. For large files, we recommend splitting up into multiple uploads. See Limitations above for more info.

What about Job Field Values & Dependencies not in an uploaded list– will they be impacted?
For Values, this tool utilizes a selective ‘File Drop-off' functionality. 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 entirely, then they will not be archived. Empty files will not lead to archived values.

For Dependencies, this tool utilizes a selective ‘File Drop-off' functionality for dependencies. For every Parent field listed in the CSV, dependency relationships will be removed in the case of missing Child fields.


Additional Resources:

Set up Job fields

What is an Org Field?

Set Job and Org Field Dependencies

Create custom Job or Org fields

Job fields report

Bulk User Upload
 

Fields & Required Data

NOTE: All columns and cells must have values. Formatted fictional sample data is shown below.
 

Values
"Earth is an active planet"
"Pluto is an archived planet"
"Paris is an active city"
"New York is an active city"
"The Louvre is an active venue"
"The Highline is an active venue"

Type

FieldID

FieldLabel

ValueID

ValueLabel

Archived

JOB / ORG
Cannot be changed after creation

Identifier, Must be unique per field

Field Display name

Identifier, Must be unique per value

Value Display name, editable

TRUE for archived /
FALSE for active

ORG

pl68396336

Planet

ea68396337

Earth

FALSE

ORG

pl68396336

Planet

pl00596036

Pluto

TRUE

ORG

cy11294036

City

pr66840734

Paris

FALSE

ORG

cy11294036

City

ny33958391

New York

FALSE

ORG

vn28239402

Venue

lv57392063

The Louvre

FALSE

ORG

vn28239402

Venue

hl77663876

The Highline

FALSE


Dependencies
"Paris is a city, on the planet Earth"
"New York is a city, on the planet Earth"
"The Louvre is a venue, in the city Paris"
"The Highline is a venue, in the city New York"

ParentFieldID

ParentFieldLabel

ParentValueID

ParentValueLabel

ChildFieldID

ChildFieldLabel

ChildValueID

ChildValueLabel

Identifier, Must be unique

Field Display name

Identifier, Must be unique

Value Display name

Identifier, Must be unique

Field Display name

Identifier, Must be unique

Value Display name

pl68396336

Planet

ea69487629

Earth

cy11294036

City

pr66840734

Paris

pl68396336

Planet

ea69487629

Earth

cy11294036

City

ny33958391

New York

cy11294036

City

pr66840734

Paris

vn28239402

Venue

lv57392063

The Louvre

cy11294036

City


ny33958391

New York

vn28239402

Venue

hl77663876

The Highline



Error Codes

error_code Description
CUSTOM_FIELD_DEPENDENCIES_API_UNEXPECTED_ERROR Unexpected API error caused by dependency between parent field parentFieldName with id: parentFiledId and child field childFieldName with id: childFieldId
NOT_FOUND_CUSTOM_FIELD_PARENT_FIELD_NOT_FOUND Parent field not found for dependencies between parent field parentFieldName with id: parentFiledId and child field childFieldName with id: childFieldId.
NOT_FOUND_CUSTOM_FIELD_CHILD_FIELD_NOT_FOUND Child field not found for dependencies between parent field parentFieldName with id: parentFiledId and child field childFieldName with id: childFieldId.
FIELDS_NOT_IN_RELATION No link exists between parent field parentFieldName with id parentFiledId and child field childFieldName with id: childFieldId.
EMPTY_PARENT_FIELD_VALUE_ID Parent field ID is empty in the dependency between the parent field parentFieldName and the child field childFieldName with id: childFieldId.
PARENT_FIELD_VALUE_DOES_NOT_EXIST Parent field value does not exist in the dependency between the parent field parentFieldName with id parentFiledId and the child field childFieldName with id: childFieldId.
MISSING_VALUES_CONFIG Missing values config in dependencies between the parent field parentFieldName with id parentFiledId and the child field childFieldName with id: childFieldId.
CHILD_FIELD_VALUE_DOES_NOT_EXIST Child field value does not exist in dependency between the parent field parentFieldName with id parentFiledId and the child field childFieldName with id: childFieldId.