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SmartRecruiters

Job Sync Integration

 

SmartRecruiters is pleased to offer a connector that allows customers to maintain their jobs in synchronization with SmartRecruiters in real-time. This integration enables customers to create, update, hold, cancel, publish and unpublish jobs using the Job Sync connector.

Job Sync Integration

Requires:
  • SmartRecruit
  • +
  • SmartConnect

This is a paid offering.  Please contact your CSM or Account Manager for additional information.
NOTE: Job Sync is currently undergoing maintenance and testing, and may not be avaialble for all customers. 

Overview

SmartRecruiters is pleased to offer a connector which will allow customers to maintain their jobs in synchronization with SmartRecruiters in real-time. This integration enables customers to create, update, hold, cancel, publish and unpublish jobs using the Job 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 2021-08-13 at 6.35.38 AM.png

NOTE: If the customer will use single select custom job fields on the jobs then the Configuration Sync Integration is required. The Configuration Sync will make sure to insert all the data foundational values to the custom-created job fields.
 

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

There are two file formats supported: CSV or JSON.  
In order to create a Job in SmartRecruiters the following fields would be needed:

  • Job Title (*required)
    This is the title of the job to be posted into SmartRecruiters
    Example: Senior Marketing Analyst 

  • Ref Number (*required)
     This is a unique identifier between systems.
    Example: REF101

  • Target Hiring Date (*required)
    This is the targeted hiring date written in the format YYYY-MM-DD. (e.g., 2020-01-30)
    Example: 2021-06-22T10:27:29.204Z 

  • Status (optional)
    * Job Status can be handled automatically or manually. If manual, manage statuses from Jobs portal 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:
    - Active, Inactive (Cancelled in SR)
    - Publish, Unpublish

  • Location - Country Code (*required)
    * Two digit ISO Code, Available country codes are 2 digit ISO Code

  • Location - City (*required)

  • Location - Region Code (optional)
    Region Codes are a subdivision of 2 digit ISO Country Codes. (e.g., Canada’s region codes include: AB, BC, MB, NB, etc.)

  • Location - Postal Code (optional)
    Numeric Postal Code

  • Location - Street Address (optional)

  • Department (*required)
    A Department must be chosen from an available list provided by SR.
    * This field can be mapped while setting up the connector or you can choose a default value

  • Industry (*required)
    An Industry must be chosen from an available list provided by SR.
    * This field can be mapped while setting up the connector or you can choose a default value

  • Function (*required)
    Function must be chosen from an available list provided by SR.
    * This field can be mapped while setting up the connector or you can choose a default value

  • Experience Level (*required)
    An Experience Level must be chosen from an available list provided by SR.
    * This field can be mapped while setting up the connector or you can choose a default value

  • Type of Employment (optional)
    A Type of Employment must be chosen from an available list provided by SR.
    * This field can be mapped while setting up the connector or you can choose a default value

  • EEO Category (optional)
    * This field can be mapped while setting up the connector or you can choose a default value

  • Compensation (Min and/or Max) (optional)
    Compensation is a numeric amount (e.g., 50000).

  • Cost Center (optional)
    A department within a business to which costs can be allocated.

  • Job Code (optional)
    Code representing the job or jobs. This is distinct from Ref Number.

  • Custom Fields created in SmartRecruiters (optional)
    * These can be of type text or single select

  • Standard Hiring Team Role - Hiring Manager (optional)
    * Employee ID must be provided (can be more than one separated by a ‘coma’. Ex: EID1234,EID3455) 

  • Standard Hiring Team Role - Recruiter (optional)
    * Employee ID must be provided (can be more than one separated by a ‘coma’. Ex: EID1234,EID3455) 

  • Standard Hiring Team Role - Interview Team (optional)
    * Employee ID must be provided (can be more than one separated by a ‘coma’. Ex: EID1234,EID3455) 

  • Standard Hiring Team Role - Executive (optional)
    * Employee ID must be provided (can be more than one separated by a ‘coma’. Ex: EID1234,EID3455) 

  • Standard Hiring Team Role - Coordinator (optional)
    * Employee ID must be provided (can be more than one separated by a ‘coma’. Ex: EID1234,EID3455) 

  • Custom Hiring Team Role created in SmartRecruiters (optional)
    * Custom Roles must be configured through the connector. Employee ID must be provided (can be more than one separated by a ‘coma’. Ex: EID1234,EID3455) 

Screen Shot 2021-08-13 at 9.21.50 AM.png

Special Characters:
(', ')', '[', ']', ''','\"', '.', '/', '-', '.', ',', '&', '@', '_', '#, '$, '*'') these special characters are not supported by SmartRecruiters.

File path: Indicate the directory path where the file will be located (ex: /integrations/job_sync/)
SmartRecruiters recommends that a project folder is created for each integration. Example: /job_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]_job_date.csv

Updating data: The integration allows customers to update all the data points that have been provided on the file. We do not recommend updating the “REF Number”. Activation and Deactivation of values can happen using a status flag (indicated above) or by file drop off (removing the value from the file).

NOTE: Delta Files (files containing only recent data to be created or updated) are supported. Choose this option while setting up the connector

NOTE: This integration, once activated, will create or update jobs 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. 


 

SmartRecruiters Job Sync Integration Configuration

Make sure that the Job Fields already exist in SmartRecruiters before configuring the connector in SmartConnect.

Screen Shot 2021-08-09 at 12.47.26 PM.png

 

 

Configuration Integration Set-Up in SmartConnect

 

Create New Job Sync

To create a new Job Sync between your HRIS and SmartRecruiters via SmartConnect, please follow these instructions:

 

1. Click on “Job Sync” on the left navigation menu
Screen Shot 2021-08-13 at 6.18.55 AM.png

2. Then click on “Create Sync”
Screen Shot 2021-08-13 at 6.19.25 AM.png

3. Within the setup popup, you will be prompted to enter a few setup details:

 

Transfer Protocol options:

  1. Endpoint, choose this option if you will be pushing or pulling a JSON formatted payload for SmartConnect to consume.

  2. FTP, choose this option if you will be providing a CSV (i.e. comma separated file) formatted file from your FTP server.

  3. SFTP, choose this option if you will be providing a CSV (i.e. comma separated file) formatted file from your SFTP server.

  4. SmartRecruiters SFTP, choose this option if you will be providing a CSV (i.e. comma separated file) formatted file from a SmartRecruiters SFTP server.

  5. For more information, please refer to the Transfer Protocol Options section within this document.

 

Method options:

  1. This option is only visible when you choose “Endpoint” as your Transfer Protocol in the previous step

  2. A GET option means that SmartConnect will be pulling a JSON formatted payload from a web service endpoint that you will be required to provide below

  3. A POST options means that the external system (i.e. HRIS, third-party, etc.) will be pushing a JSON formatted payload into SmartConnect via a web service endpoint that will be provided by SmartConnect towards the end of these instructional setup.

 

Payload Format options:

  1. If you chose “Endpoint” as your Transfer Protocol in the previous step, this will auto-populate to JSON. We recommend keeping it as JSON.

  2. Otherwise, if you chose anything other than “Endpoint” as your Transfer Protocol in the previous step, this will auto-populate to CSV. We recommend keeping it as CSV.

 

Project Name:
A short description to identify the specific Job Sync Integration, so that it is easily identifiable when updating and/or deleting the setup.

 

Smart Project:
To identify the SmartConnect project, nothing is required to be modified here, simply for debugging purposes when bugs/issues occur and/or when requesting additional support.

 

SmartRecruiters API Token

The API token needed to execute the Job Sync Integration. Please reference the SmartRecruiters API Token section within this document for instructions on how to generate one.

NOTE: You only need to generate 1 (one) SmartRecruiters API Token for each SmartRecruiters instance. However, if you have multiple syncs scheduled to execute at the same time, then we suggest generating a SmartRecruiters API Token for each sync running in parallel.

 

Variables

This will vary depending on the Transfer Protocol and/or Method options selection done in the previous steps:

  1. ftp_host, the host name or IP address of the FTP server. This is required to pull CSV (comma separated) files into SmartConnect for Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step.

  2. ftp_path, the path or directory (including the filename) within the FTP or SFTP server where the CSV (comma separated) file(s) is/are to be pulled from. This variable is only visible and required when the Transfer Protocol is “FTP” or “SFTP” in the previous step. Please refer to the Additional Variables Information section of this document for more information about what values are acceptable for ftp_path.

  3. ftp_username, the username to access the FTP, SFTP or SmartRecruiters SFTP server identified above in ftp_host. This is required to pull CSV (comma separated) files into SmartConnect for Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step.

  4. ftp_password, the password to access the FTP, SFTP or SmartRecruiters SFTP server identified above in ftp_host. This is required to pull CSV (comma separated) files into SmartConnect for Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step.

  5. ftp_path_in, the path or directory (including the filename) within SmartRecruiters SFTP server where the CSV (comma separated) file(s) is/are to be pulled from. This variable is only visible and required when the Transfer Protocol is “SmartRecruiters SFTP” in the previous step. Please refer to the Additional Variables Information section of this document for more information about what values are acceptable for ftp_path_in.

  6. ftp_path_out, the path or directory within SmartRecruiters SFTP server where the CSV (comma separated) file(s) is/are to be placed after the execution of the Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “SmartRecruiters SFTP” in the previous step. Please refer to the Additional Variables Information section of this document for more information about what values are acceptable for ftp_path_out.

  7. ftp_key, an optional variable to be populated, as it is only required if the SFTP or SmartRecruiters SFTP server requires it to establish a successful connection. This variable is only visible and required when the Transfer Protocol is “SFTP” or “SmartRecruiters SFTP” in the previous step.

 

Test FTP button:

This is only visible when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step. And, it is for your convenience to use to test that the credentials and connection setup are correct.

 

Run log options:

  1. Email Log, when this is selected you will need to provide emails (defined below) in comma separated format, in which those emails will be sent the log file of the execution of the Job Sync Integration.

  2. File Log, when this is selected the log file of the execution of the Job Sync Integration will be generated and placed in the ftp_path or ftp_path_out depending on whether the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous steps.

  3. Comma-delimited email addresses, email addresses that will receive the log file of the execution of the Job Sync Integration.

  4. Email Log and File Log are exclusive of each other, you have the option to only receiving the file log of the execution of the Job Sync Integration in email(s) defined and/or in the FTP/SFTP/SmartRecruiters SFTP server path defined in the previous steps.

 

Create Sync:

Click on “Create Sync” once you’ve completed the setup you desire.

4. “Edit job sync: Operations” popup
Screen Shot 2021-08-13 at 6.19.57 AM.png

 

Operations will either be “JSON to JSON - Job Sync” as you see below:

Screen Shot 2021-08-13 at 6.20.26 AM.png

 

Or, it will be “J - 30.30.00 - CSV to JSON” as you see below:

Screen Shot 2021-08-13 at 6.21.06 AM.png

This will depend on the chosen Transfer Protocol option in the previous step #3, under the choice made for Transfer Protocol.

 

Edit Mappings:

Screen Shot 2021-08-13 at 6.21.06 AM.png

Click on “EDIT MAPPINGS” to proceed to do field mappings of your payload data.

5.a. “Edit Mappings” popup

You are now ready to actually perform the mapping of your intended payload data to SmartConnect. 

CSV (comma separated) file mapping

IF the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters FTP” your Source Sample payload data will be a CSV (comma separated) file, as seen below: (or similar)

Screen Shot 2021-08-13 at 6.21.52 AM.png

Follow the instructions outlined below to perform the mapping between Source (CSV payload data) and Target (SmartRecruiters):

  1. Before you actually perform the mapping a few decisions need to be made. Is your payload exactly the same from the one you see under the Source Sample section? Meaning, your CSV consists of these column/header names AND in the order that you see below, marked within the red bounding box:

Screen Shot 2021-08-13 at 6.22.40 AM.png

  1. If your answer is yes, then proceed to Step #4

  2. If your answer is no, is it possible to change your CSV payload to conform exactly as the Source Sample outlines? 

    1. If your answer is yes, proceed to Step #4

    2. If your answer is no, proceed to Step #2

  1. Click on the blue pencil icon next to the dropdown labeled as Source Sample
    Screen Shot 2021-08-13 at 6.23.06 AM.png

  2. The next few instructional steps will be referencing these bounding circles and boxes numbered from 1 to 5 as seen below:

Screen Shot 2021-08-13 at 6.23.34 AM.png

  1. IF you have a sample CSV file that represents your payload data, please click on “Select a CSV File” (1), locate that said file within your desktop and follow the on-screen instructions. If it was a success, you will see the CSV file you have chosen to upload reflected within the bounding box marked 2. Additionally, if the chosen uploaded file includes a header in it’s first row/line, then make sure “Use first line as field name” is selected (5).

  2. IF you do not have a sample CSV file that represents your payload data, you may create one manually, the representative/sample would be payload data in comma separated structure as you see within the bounding box marked 2. Only the first row/line containing the column/header name is required, it is NOT required to represent the additional rows, that is optional. Additionally, if the eventual CSV file includes a header in it’s first row/line, then make sure “Use first line as field name” is selected (5).

  3. Once you are done with either of the above actions, click on “Update Structure” (3), which will then update the Structure section (4).

  4. Lastly, click on “Update” on the bottom right corner of the popup. Alternatively, if you require more time click “Cancel” and you can set this up at a later time if you so choose.

  1. To perform the mapping of your Source (CSV payload data) to Target (SmartRecruiters) you have two options:

    1. Drag and drop fields. Left click and hold the intended field within the Source Sample section and drag to the intended field within the Target Sample section, like below:

Screen Shot 2021-08-13 at 6.24.00 AM.png

  1. Click the circle next to the intended field within the Source Sample section and click the circle next to the intended intended field within the Target Sample section AND click on “Map Selected Fields”, like below:

Screen Shot 2021-08-13 at 6.25.01 AM.png

  1. Either option will yield a list of field mappings represented under the “Map Selected Fields” button.

  2. Once you have done all the field mappings, click on “Save” on the bottom right of the popup.

JSON format mapping

IF the Transfer Protocol is “Endpoint” your Source Sample payload data will be in JSON format, as seen below: (or similar)

Screen Shot 2021-08-13 at 6.25.40 AM.png

Follow the instructions outlined below to perform the mapping between Source (JSON payload data) and Target (SmartRecruiters):

  1. Before you actually perform the mapping a few decisions need to be made. Is your payload exactly the same from the one you see under the Source Sample section? Meaning, your JSON payload consists of these element names that you see below, marked within the red bounding box:

Screen Shot 2021-08-13 at 6.26.12 AM.png

  1. If your answer is yes, then proceed to Step #4

  2. If your answer is no, is it possible to change your JSON payload to conform exactly as the Source Sample outlines? 

    1. If your answer is yes, proceed to Step #4

    2. If your answer is no, proceed to Step #2

  1. Click on the blue pencil icon next to the dropdown labeled as Source Sample

Screen Shot 2021-08-13 at 6.26.38 AM.png

  1. The next few instructional steps will be referencing these bounding circles and boxes numbered from 1 to 4 as seen below:

Screen Shot 2021-08-13 at 6.26.59 AM.png

  1. IF you have a sample JSON file that represents your payload data, please click on “Select a JSON File” (1), locate that said file within your desktop and follow the on-screen instructions. If it was a success, you will see the JSON file you have chosen to upload reflected within the bounding box marked 2

  2. IF you do not have a sample JSON file that represents your payload data, you may create one manually, the representative/sample would be payload data in JSON format as you see within the bounding box marked 2. Only a representation/sample of the data is required, it is NOT required to insert the actual payload data, that is optional. 

  3. Once you are done with either of the above actions, click on “Update Structure” (3), which will then update the Structure section (4).

  4. Lastly, click on “Update” on the bottom right corner of the popup. Alternatively, if you require more time click “Cancel” and you can set this up at a later time if you so choose.

  1. To perform the mapping of your Source (JSON payload data) to Target (SmartRecruiters) you have two options:

    1. Drag and drop fields. Left click and hold the intended field within the Source Sample section and drag to the intended field within the Target Sample section, like below:

Screen Shot 2021-08-13 at 6.28.04 AM.png

  1. Click the circle next to the intended field within the Source Sample section and click the circle next to the intended intended field within the Target Sample section AND click on “Map Selected Fields”, like below:

Screen Shot 2021-08-13 at 6.28.49 AM.png

  1. Either option will yield a list of field mappings represented under the “Map Selected Fields” button.

  2. Once you have done all the field mappings, click on “Save” on the bottom right of the popup.

5.b. Back in the “Edit job sync: Operations” popup, click on “Next Step”

Screen Shot 2021-08-13 at 6.29.16 AM.png

 

5.c. “Edit job sync: Mappings” popup

In this popup you can further configure the mapping of your intended payload data. This step will configure the mapping of your HR values to SR values. Although you may have configured which of your HR job fields map to SR job fields, SR has a standard selection of values that are accepted in each of those fields. Therefore, your custom job field values in each mapping (from your HR system) may need to be mapped to SR acceptable values. 

 

Under “Configure Job Properties Mapping” there are two sections titled “Required Job Properties” and “Optional Job Properties”. The following instruction applies to both.

Edit Job Properties Mapping

For each Job Property that needs values mapped, click on “EDIT MAPPING” to proceed to do value mappings for the specific field of your payload data.

Screen Shot 2021-08-13 at 6.29.40 AM.png

 

In the new mappings popup for the field you selected to do customizations on, you can type in your HR value to the left of the SR value it should be mapped to (2). You also have the option of using the search bar (1) at the top right of the popup to find the SR value you want to add a mapping to. To add more mappings, simply click on the green plus button (3). After completing your mappings between your HR values and SR values you can “save” (4). Other mappings are completed in an identical way. 

Screen Shot 2021-08-13 at 6.30.02 AM.png

Above is an example of configuring the mapping for the “Industry” job property field. The HR value “Software” is mapped to the SR value ”computer_software”.

Export Mapping and Import Mapping

The “EXPORT MAPPING” button allows you to download your current mapping configuration as a CSV file. 

The “IMPORT MAPPING” button allows you to upload a CSV file containing the mapping configuration. 

6. “Edit job sync: Schedules” popup

In this popup you can set up the cadence or schedule(s) of the Job Sync Integration. Please follow the instructions outlined below:

  1. Click on “Add Schedule”

Screen Shot 2021-08-13 at 6.30.23 AM.png

  1. Click on the empty field below the label “Add Start Date” and choose a starting date of when you want to schedule the first run of the Job Sync Integration.

Screen Shot 2021-08-13 at 6.30.49 AM.png

  1. Click on the empty field below the label “Add frequency” and choose a frequency or how often you would like to run the Job Sync Integration.

Screen Shot 2021-08-13 at 6.31.29 AM.png

  1. Once you are happy with your new schedule, click “Save” on the bottom right of the popup.

 

7. “Finish Sync”

At this juncture, you have completed all the necessary steps in creating your first set up for Job Sync Integration, you need to only simply click on the “Finish Sync” button.

Screen Shot 2021-08-13 at 6.31.54 AM.png

You will be returned to the Job Sync screen, but this time you will see a box representing the newly created Job Sync Integration.

Screen Shot 2021-08-13 at 6.32.17 AM.png

Update Job Sync

To update a Job Sync between your HRIS and SmartRecruiters via SmartConnect, please follow these instructions:

1. Identify and update

This section will be referencing these bounding circles and boxes numbered from 1 to 4 as seen below:

Screen Shot 2021-08-13 at 6.32.41 AM.png

First identify the project that you want to update, these will be marked with the Project Name (1) that you have once created during the “Create New Job Sync” steps, outlined within this document. 

 

IF you want to update the Project Name, Variables, SmartRecruiters API Token and/or connectivity information and credentials, click on “1 operations” (2).

 

IF you want to update the field Mappings, click on “Mappings” (3).

 

IF you want to update the Schedule of the project, click on the section marked with the red bounding box 3.

 

IF you simply want to see the Logs of the execution of the Job Sync Integration click on “Logs” (4). NOTE: the logs are not as extensive as the one you optionally procure when you opt-in to receive File Log and/or Email Log. This section will only provide you with error messages that are returned by the SmartRecruiters API, enhancements will be made in the future to make this section more user and reader friendly.

2. Edit job sync popup

As you may have noticed Transfer Protocol and Method options are no longer part of this popup. If you require to change the Transfer Protocol and/or Method options you will be required to create a new job sync (please follow the steps outlined in Create New Job Sync within this document).

 

Project Name:
A short description to identify the specific Job Sync Integration, so that it is easily identifiable when updating and/or deleting the setup.

 

Smart Project:
Now uneditable, this is to identify the SmartConnect project, nothing is required to be modified here, simply for debugging purposes when bugs/issues occur and/or when requesting additional support.

 

SmartRecruiters API Token

The API token needed to execute the Job Sync Integration. Please reference the SmartRecruiters API Token section within this document for instructions on how to generate one.

NOTE: You only need to generate 1 (one) SmartRecruiters API Token for each SmartRecruiters instance. However, if you have multiple syncs scheduled to execute at the same time, then we suggest generating a SmartRecruiters API Token for each sync running in parallel.

 

Variables

This will vary depending on the Transfer Protocol and/or Method options selection done in the Create New Job Sync steps:

  1. ftp_host, the host name or IP address of the FTP server. This is required to pull CSV (comma separated) files into SmartConnect for Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step.

  2. ftp_path, the path or directory (including the filename) within the FTP or SFTP server where the CSV (comma separated) file(s) is/are to be pulled from. This variable is only visible and required when the Transfer Protocol is “FTP” or “SFTP” in the previous step. Please refer to the Additional Variables Information section of this document for more information about what values are acceptable for ftp_path.

  3. ftp_username, the username to access the FTP, SFTP or SmartRecruiters SFTP server identified above in ftp_host. This is required to pull CSV (comma separated) files into SmartConnect for Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step.

  4. ftp_password, the password to access the FTP, SFTP or SmartRecruiters SFTP server identified above in ftp_host. This is required to pull CSV (comma separated) files into SmartConnect for Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step.

  5. ftp_path_in, the path or directory (including the filename) within SmartRecruiters SFTP server where the CSV (comma separated) file(s) is/are to be pulled from. This variable is only visible and required when the Transfer Protocol is “SmartRecruiters SFTP” in the previous step. Please refer to the Additional Variables Information section of this document for more information about what values are acceptable for ftp_path_in.

  6. ftp_path_out, the path or directory within SmartRecruiters SFTP server where the CSV (comma separated) file(s) is/are to be placed after the execution of the Job Sync Integration. This variable is only visible and required when the Transfer Protocol is “SmartRecruiters SFTP” in the previous step. Please refer to the Additional Variables Information section of this document for more information about what values are acceptable for ftp_path_out.

  7. ftp_key, an optional variable to be populated, as it is only required if the SFTP or SmartRecruiters SFTP server requires it to establish a successful connection. This variable is only visible and required when the Transfer Protocol is “SFTP” or “SmartRecruiters SFTP” in the previous step.


 

Test FTP button:

This is only visible when the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous step. And, it is for your convenience to use to test that the credentials and connection setup are correct.

 

Run log options:

  1. Email Log, when this is selected you will need to provide emails (defined below) in comma separated format, in which those emails will be sent the log file of the execution of the Job Sync Integration.

  2. File Log, when this is selected the log file of the execution of the Job Sync Integration will be generated and placed in the ftp_path or ftp_path_out depending on whether the Transfer Protocol is “FTP”, “SFTP” or “SmartRecruiters SFTP” in the previous steps.

  3. Comma-delimited email addresses, email addresses that will receive the log file of the execution of the Job Sync Integration.

  4. Email Log and File Log are exclusive of each other, you have the option to only receiving the file log of the execution of the Job Sync Integration in email(s) defined and/or in the FTP/SFTP/SmartRecruiters SFTP server path defined in the previous steps.

 

Previous Step:

This will take you to the previous set up screen.

 

Next Step:

This will take you to the next set up screen.

3. “Edit job sync: Operations”

Screen Shot 2021-08-13 at 6.33.05 AM.png
If you want to edit the mapping, click on “Edit Mappings” and follow the steps on mapping as outlined above in the Create New Job Sync; Edit Mappings section within this document.

4. “Edit job sync: Schedules”

Screen Shot 2021-08-13 at 6.33.29 AM.png
If you want to edit an existing schedule, click on the orange pencil icon next to the schedule that requires editing. From there follow the steps outlined above in the Scheduling section within this document for guidance.

Alternatively you also have the option to add any number of additional schedules, by clicking on the “Add Schedule” button. Follow the steps outlined above in the Scheduling section within this document for guidance.

5. “Finish Sync”
Screen Shot 2021-08-13 at 6.33.52 AM.png

At this juncture, you have completed all the necessary steps in updating your Job Sync Integration, you need to only simply click on the “Finish Sync” button.

Delete Job Sync

To delete an existing Job Sync between your HRIS and SmartRecruiters via SmartConnect, please follow these instructions:

1. Identify and delete

This section will be referencing these bounding circles and boxes numbered from 1 to 2 as seen below:

Screen Shot 2021-08-13 at 6.34.14 AM.png

First identify the project that you want to delete, these will be marked with the Project Name (1) that you have once created during the “Create New Job Sync” steps, outlined within this document. Once you’ve identified the correct project to delete, click on the “x” (2).

2. Confirm deletion

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To confirm the deletion of the project or Job Sync Integration proceed and click on “Delete”, otherwise click on “Cancel” to return to the previous screen.

 

Using SmartRecruiters SFTP

SmartRecruiters offers users/enterprises 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 access to 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(es) that will be used to connect. The IP address(es) will get whitelisted in order to get 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:

  1. -- SFTP host URL
    -- Username

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

  3. Inside /in create a new folder and name it after the connector 
    NOTE: We recommend that the folder name is job_sync

*The SFTP’s data centers are currently hosted in Europe. Please let your CSM or Implementation Manager know if you require the data centre to be located in the USA.

 

Terminology

FTP: file transfer protocol

SFTP: secure file transfer protocol

SSH Key: Secure Socket Shell (SSHKey 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

 

Additional Variables Information

fetch_auth

When “Basic” is the Auth Method option, then a username and password will be required to access the web service endpoint url that will return a JSON formatted payload. The username and password is a representation of the username and password (credentials). The format expected within this variable field is username:password (username and password separated by a colon). Replace username with the actual username that will be used to access the intended web service endpoint url, likewise for password.

 

When “Bearer” is the Auth Method option, then an access token will be required to access the web service endpoint url that will return a JSON formatted payload.

ftp_path

The path or directory (including the filename) within the FTP or SFTP server where the CSV (comma separated) file(s) is/are to be pulled from. These could be in the format of:

  • /path/to/specific_file.csv - Pointing to a specific file, in this case: specific_file.csv

  • /path/to/wild/files* - Pointing to files of the format: files01.csv, files02.txt, files, etc.

  • /path/to/files*.csv - Pointing to files of the format: files01.csv, files02.csv, etc.

 

The file(s) pulled from ftp_path will be placed in the same path or directory, with a prefix of [DONE], so that the next time the sync executes, it does not process the same file again. Additionally, log files (with a prefix of [LOG]) of the sync execution will also be placed in the same path or directory.

ftp_path_in

Similar to ftp_path, the only difference is it only applies to when the Transfer Protocol option is “SmartRecruiters SFTP”.

ftp_path_out

The path or directory within the SmartRecruiters SFTP server where the CSV (comma separated) file(s) is/are to be placed after the execution of the sync. These should be in the format of:

  • /path/to/ - Pointing to a specific path or directory

 

The file(s) pulled from ftp_path_in will be placed in this directory, so that the next time the sync executes, it does not process the same file again. Additionally, log files of the sync execution will also be placed here.