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SmartRecruiters

Configuration Sync Integration

 

SmartRecruiters' Configuration Sync connector allows customers to maintain their Foundational Data in synchronization with SmartRecruiters in Real-time. This integration enables customers to create, update, activate/deactivate values and create dependencies within values. Please contact your CSM for additional information.

Configuration Sync Integration

Requires:
  • SmartRecruit

This is a paid offering. Please contact your CSM for additional information

SmartRecruiters is pleased to offer a connector that will allow customers to maintain their Foundational Data in synchronization with SmartRecruiters in Real-time. This integration enables customers to create, update, activate/deactivate values and create dependencies within values  using the Configuration Sync connector.

SmartRecruiters API Token: This integration requires an API Token. Navigate through the following links in order to generate a key:

 Settings / Admin → Apps & Integrations → CREDENTIALS
Screen Shot 2021-07-21 at 12.42.45 PM.png

Data Transfer Protocols
FTP or API Endpoints supported. Choose from the following options:

  • Customer’s FTP or SFTP (SSH encryption available)
  • Customer’s API Endpoint
  • SmartRecruiters API Endpoint
  • SmartRecruiters SFTP (see the end of this page for setup)

SFTP & FTP Method

  • File consumption (the customer will upload the file into the FTP or SFTP and the integration will consume the file based on a scheduled frequency)

Endpoint HTTP Methods 

  • GET (Fetch): The integration will pull data from an Endpoint (in real time or on a schedule)
  • POST: The customer will push data to SR’s Endpoint (in real time)

Data Payload

The are two file formats supported: CSV or JSON.  The Customer will have to provide one payload for the Configuration piece (inserting,updating and deactivating values in SmartRecruiters ) and another one for creating dependencies between values

Foundational Data Sync

File Requirements

  • Value Type (*required)
    *Label must match the JobField in SmartRecruiters
    Example: Job Location

  • Value ID (*required)
    Example: SF101

  • Value Label  (*required)
    Example: San Francisco 

  • Status (optional)
    * Activation/Deactivation can be set to automatic or manual. If manual, manage values status  from Job Fields configuration  in SmartRecruiters. If automatic, status can change either by file drop off (file will contain only active values) or with a status flag. The following status flags are supported:
    -True or false
    -Active or Inactive
    -A or I
    -1 (true) or 0 (false)
    Screen Shot 2021-07-21 at 12.43.19 PM.png

Unique identifier: Value ID

Special Characters:
( '\', '/' ) these special characters are not supported by SmartRecruiters.

File path: Indicate the directory path where the file will be located (ex: /integrations/configuration_sync/)

NOTE: SmartRecruiters recommends that a project folder is created for each integration. Example: /configuration_sync

File naming convention: There is no need to name your file, it should be placed inside the directory that has been specified on the “File path”. Once the integration processes the file it will rename it to: [DONE]_Configuration_date.csv

Updating data: The integration allows customers to update the label of each job field value and the status (active or inactive). Activation and Deactivation of values can happen using a status flag (indicated above) or by file drop off (removing the value from the file). The value ID can not be updated, as this is the unique identifier between systems

NOTE: Delta Files (files containing only recent data to be created or updated) are NOT supported . Configuration files should always contain all the values

NOTE: This integration, once activated, will create or update job field values in SmartRecruiters. In case of existing values it will cause updates if  there are data differences between platforms. The customer’s HRIS should always be the source of truth. If values have been previously created manually most likely they will not have a unique identifier, in this case the customer should work with the Support Team in order to fix values.

SmartRecruiters Integration Configuration

NOTE: Make sure that the Job Fields already exist in SmartRecrtuiers before adding values through the integration
Screen Shot 2021-07-21 at 12.43.54 PM.png

Configuration Integration Set-Up in SmartConnect

1. Click on “Create Sync” in order to start the process of configuring the connection
Screen Shot 2021-07-21 at 12.44.21 PM.png

2. Selecting Transfer Protocol Methods. See below for the FTP & SFTP or the API Endpoint option

  • Protocol Method: Choose the Transfer Protocol Method
    Screen Shot 2021-07-21 at 12.45.03 PM.png
    - Endpoint (API Method)
    - Customer’s FTP o SFTP (SSH encryption available)
    - SmartRecruiters SFTP (SSH encryption available)

  • Format: Choose a file format (CSV is recommended if using an FTP or SFTP)
    Screen Shot 2021-07-21 at 12.45.32 PM.png

  • Project Name: Choose the desired name of the project
    Screen Shot 2021-07-21 at 12.45.57 PM.png

  • Insert SmartRecruiters API Token
    Screen Shot 2021-07-21 at 12.46.26 PM.png

FTP & SFTP Option: (For customers using their own FTP or SFTP)
Screen Shot 2021-07-21 at 12.47.12 PM.png

  • Choosing Integrations:
        You can choose to either have Foundational Data and Dependencies separately by creating a connector for each integration (this case would apply if the files are located in different sources or if you only would like to have Foundational Data maintenance and not Dependencies). Or you can choose to have both together in one connector in case the files are located in the same source.
    Screen Shot 2021-07-21 at 12.47.43 PM.png

  • When using the Foundational Data integration you have the option to choose to Activate/Deactivate values by file drop-off. This means that your payload will only contain active values.
    Screen Shot 2021-07-21 at 12.49.43 PM.png

NOTE: When selecting these options it will add/remove the options in order to specify the file path
Screen Shot 2021-07-21 at 12.48.14 PM.png

  • Connectivity Variables: Insert the host URL, Username, Password and Path where the file will be locatedScreen Shot 2021-07-21 at 2.49.59 PM.png

NOTE: The SSH Key is Optional on SFTP
Screen Shot 2021-07-21 at 4.34.21 PM.png

SmartRecruiters  SFTP Option: (For customers using SmartRecruiters SFTP)

  • Connectivity Variables: Insert the host URL, Username, Password, Path IN (where the file will be located) and Path OUT (where processed files and logs will be sent)
    Screen Shot 2021-07-21 at 4.35.13 PM.png
    NOTE: The SSH Key is Optional if needed
    Screen Shot 2021-07-21 at 4.34.21 PM.png

Endpoint Option:

3. File Configuration

  • The customer can choose to receive the integration run logs via email or through the FTP/SFTP
    Screen Shot 2021-07-21 at 4.36.05 PM.png
    Email Log: will allow customers to specify multiple email addresses 
    File Log: will allow customers to receive the integration logs via FTP or SFTP
    Screen Shot 2021-07-21 at 4.36.33 PM.png

4. The User has to map the data points from the file to match the fields in SmartRecruiters

  • Select on “Edit Mappings” in order to open the field mapping section
    Screen Shot 2021-07-21 at 4.37.03 PM.png

  • Click on “ + SELECT A NEW SAMPLE FILE” to use a sample file that contains the schema you will use OR you can also map the fields manually by dragging and dropping the fields from  the left to the right or clicking on the select circle from the left then selecting the matching field on the rightScreen Shot 2021-07-21 at 4.37.39 PM.png

  • Upload your CSV or JSON file
    Screen Shot 2021-07-21 at 4.38.23 PM.png

  • Check the box “First line as header” if the Row 1 of your file contains the field names otherwise leave it unchecked:Screen Shot 2021-07-21 at 4.39.23 PM.png

  • Review and click on “SAVE”:
    Screen Shot 2021-07-21 at 4.39.56 PM.png

  • Mapping the fields from the source (customers fields specified on the file) and the target (SmartRecruiters fields):
    Option 1: Drag fields from the left column to match the fields on the right column
    Option 2: Click on a field from the left column, then click on the desired field from the right column and click “MAP SELECTED FIELDS”:Screen Shot 2021-07-21 at 4.40.33 PM.png

  • Verify the selected mappings and click on “SAVE”:
    Screen Shot 2021-07-21 at 4.41.01 PM.png

  • Click on “→NEXT STEP” to continue to the Scheduling section:
    Screen Shot 2021-07-21 at 4.41.30 PM.png

5. The user has to create a schedule for the integration to start running

  • Click on “+ ADD SCHEDULE” 
    Screen Shot 2021-07-21 at 4.42.50 PM.png

  • Select a schedule name (optional, there will be a defaulted one)
    Screen Shot 2021-07-21 at 4.43.27 PM.png

  • Select a Start Date for the Integration to start working:
    Screen Shot 2021-07-21 at 4.43.54 PM.png

  • Add the Frequency in which the integration will run
    Screen Shot 2021-07-21 at 4.44.21 PM.png

  • Verify the schedule and click on “SAVE”
    Screen Shot 2021-07-21 at 4.44.48 PM.png

  • Click on “FINISH SYNC” to complete the setup process
    Screen Shot 2021-07-21 at 4.45.27 PM.png

  • Users are able to run the integration manually by clicking on “MANUAL START SYNC” after setting up the schedule

    Screen Shot 2021-07-21 at 4.45.56 PM.png

Dependencies Sync

File Requirements

  • Parent Value Type (*required)
    *Label must match the JobField in SmartRecruiters
    Example: Job Code

  • Parent Value ID (*required)
    Example: 0001

  • Parent Value Label  (*required)
    Example: Sales BG

  • Child Value Type (*required)
    *Label must match the JobField in SmartRecruiters
    Example: Job Location

  • Child Value ID (*required)
    Example: SF101

  • Child Value Label  (*required)
    Example: San Francisco

Screen Shot 2021-07-21 at 6.48.34 PM.png
In this example the value “San Francisco” will be dependent on the value “Sales BG”. 

Unique identifier: Parent Value ID and Child Value ID

Special Characters:
( '\', '/' ) these special characters are not supported by SmartRecruiters.

File path: Indicate the directory path where the file will be located (ex: /integrations/dependencies_sync/)

NOTE: SmartRecruiters recommends that a project folder is created for each integration. Example: /dependencies_sync

File naming convention: There is no need to name your file, it should be placed inside the directory that has been specified on the “File path”. Once the integration processes the file it will rename it to: [DONE]_Dependencies_date.csv

Updating data: The integration allows customers to update dependencies between values that have already been created in SmartRecruiters by the Configuration Sync. Insertion and Removal of value mappings happen by inserting a dependency to the file or by removing it from the file

NOTE: Delta Files (files containing only recent data to be created or updated) are NOT supported . Dependencies files should always contain the full list of active dependencies 

NOTE: Dependencies removal will happen upon file drop off. If a dependency is removed from the file, it will remove the dependency within values in SmartRecruiters

NOTE: This integration, once activated, will create or remove dependencies between job field values in SmartRecruiters. In case of existing values it will cause updates if  there are data differences between platforms. The customer’s HRIS should always be the source of truth. If dependencies have been previously created manually most likely they will not be removed by the integration as they do not have a unique identifier, in this case the customer should work with the Support Team in order to fix values.

SmartRecruiters Integration Configuration

NOTE: Make sure that the Job Fields Dependencies already exist in SmartRecrtuiers before mapping values through the integration

Screen Shot 2021-07-21 at 6.49.23 PM.png

 

Dependencies Integration Set-Up 

1. Click on “Create Sync” in order to start the process of configuring the connector
Screen Shot 2021-07-21 at 6.50.05 PM.png

2.Selecting Transfer Protocol Methods. See below for the FTP & SFTP or the API Endpoint option

  • Protocol Method: Choose the Transfer Protocol Method
    Screen Shot 2021-07-21 at 6.50.39 PM.png
    - Endpoint (API Method)
    - Customer’s FTP o SFTP (SSH encryption available)
    - SmartRecruiters SFTP (SSH encryption available)

  • Format: Choose a file format (CSV is recommended if using an FTP or SFTP)
    Screen Shot 2021-07-21 at 6.51.11 PM.png

  • Project Name: Choose the desired name of the project
    Screen Shot 2021-07-21 at 6.51.43 PM.png

  • Insert SmartRecruiters API Token
    Screen Shot 2021-07-21 at 6.52.11 PM.png

FTP & SFTP Option: (For customers using their own FTP or SFTP)
Screen Shot 2021-07-21 at 6.52.41 PM.png

  • Choosing Integrations:
        You can choose to either have Foundational Data and Dependencies separately by creating a connector for each integration (this case would apply if the files are located in different sources or if you only would like to have Foundational Data maintenance and not Dependencies). Or you can choose to have both together in one connector in case the files are located in the same source.
    Screen Shot 2021-07-21 at 6.53.32 PM.png
    NOTE: When selecting these options it will add/remove the options in order to specify the file path
    Screen Shot 2021-07-21 at 6.54.00 PM.png

  • Connectivity Variables: Insert the host URL, Username, Password and Path where the file will be located
    Screen Shot 2021-07-21 at 6.54.34 PM.png

NOTE: The SSH Key is Optional on SFTP
Screen Shot 2021-07-21 at 6.55.14 PM.png

SmartRecruiters SFTP Option: (For customers using SmartRecruiters SFTP)

  • Connectivity Variables: Insert the host URL, Username, Password, Path IN (where the file will be located) and Path OUT (where processed files and logs will be sent)
    Screen Shot 2021-07-21 at 6.55.55 PM.png
    NOTE: The SSH Key is Optional if needed
    Screen Shot 2021-07-21 at 6.55.14 PM.png

Endpoint Option:

3. File Configuration

  • The customer can choose to receive the integration run logs via email or through the FTP/SFTPScreen Shot 2021-07-21 at 6.56.48 PM.png
    Email Log: will allow customers to specify multiple email addresses
    File Log: will allow customers to receive the integration logs via FTP or SFTP 
    Screen Shot 2021-07-21 at 6.57.16 PM.png

4. The User has to map the data points from the file to match the fields in SmartRecruiters

  • Select on “Edit Mappings” in order to open the field mapping section
    Screen Shot 2021-07-21 at 6.57.52 PM.png

  • Click on “ + SELECT A NEW SAMPLE FILE” to use a sample file that contains the schema you will use OR you can also map the fields manually by dragging and dropping the fields from  the left to the right or clicking on the select circle from the left then selecting the matching field on the rightScreen Shot 2021-07-21 at 6.58.22 PM.png

  • Upload your CSV or JSON file
    Screen Shot 2021-07-21 at 6.59.23 PM.png

  • Check the box “First line as header” if the Row 1 of your file contains the field names otherwise leave it unchecked:Screen Shot 2021-07-21 at 7.33.20 PM.png

  • Review and click on “SAVE”:
    Screen Shot 2021-07-21 at 7.34.03 PM.png

 

  • Mapping the fields from the source (customers fields specified on the file) and the target (SmartRecruiters fields):
    Option 1: Drag fields from the left column to match the fields on the right column
    Option 2: Click on a field from the left column, then click on the desired field from the right column and click “MAP SELECTED FIELDS”:Screen Shot 2021-07-21 at 7.34.48 PM.png

  • Verify the selected mappings and click on “SAVE”:
    Screen Shot 2021-07-21 at 7.35.18 PM.png

  • Click on “→NEXT STEP” to continue to the Scheduling section:
    Screen Shot 2021-07-21 at 7.35.48 PM.png

5. The user has to create a schedule for the integration to start running

  • Click on “+ ADD SCHEDULE” 
    Screen Shot 2021-07-21 at 7.36.14 PM.png

  • Select a schedule name (optional, there will be a defaulted one)
    Screen Shot 2021-07-21 at 7.36.44 PM.png

  • Select a Start Date for the Integration to start working:
    Screen Shot 2021-07-21 at 7.37.45 PM.png

  • Add the Frequency in which the integration will run
    Screen Shot 2021-07-21 at 7.38.19 PM.png

  • Verify the schedule and click on “SAVE”
    Screen Shot 2021-07-21 at 7.38.58 PM.png

  • Click on “FINISH SYNC” to complete the setup process
    Screen Shot 2021-07-21 at 7.39.26 PM.png

  • Users are able to run the integration manually by clicking on “MANUAL START SYNC” after setting up the schedule 

    Screen Shot 2021-07-21 at 7.39.52 PM.png

 

Using SmartRecruiters SFTP

SmartRecruiters offers customers an SFTP (paid offering) in case they do not have one on their end. The following steps are required in order to request access to it:

NOTE: If you already have a SmartRecruiters SFTP that is being used on a different connector then move on to Step 4.

  1. Contact your CSM or Implementation Manager and request the SFTP service

  2. Provide them with a password that will allow to access the SFTP
    NOTE: The username will be automatically created for the customer
    NOTE: The password will be used for SmartRecruiters to login and access the file as well

  3.  Provide them with the IP address/addresses that will be used to connect. These IP addresses will get whitelisted  in order to access granted.
    *CSM or Implementation Manager will submit a request for an SFTP using the provided information. Once it has been approved, the customer will receive the following details:
    -- SFTP host URL
    -- Username

  4. Log in to the SFTP and you will find two folders /in and /out

  5. Inside /in create a new folder and name it after the connector 
    NOTE:  if you plant to have Configuration and Dependencies the two directories must be created

We recommended that the folder name is configuration_sync for the Configuration and dependencies_sync for the Dependencies integration.

*The SFTP’s data centers are currently hosted in Europe. Please let know your CSM or Implementation Manager in case that it is a requirement on your end for the data center to be located in the USA

 

Terminology

FTP: file transfer protocol

SFTP: secure file transfer protocol

SSH Key: Secure Socket Shell (SSH) Key Management, also called Secure Shell Management, is a special network protocol leveraging public-key cryptography to enable authorized users to remotely access a computer or other device via access credentials called SSH keys

API: application programming interface

Endpoint: a URL that enables the API to gain access to data on a server

Unique Identifier: an id that is shared between systems in order to identify a user