Job Field Bulk Download and Upload

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

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

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.