Importing Candidates

Importing Candidates

You can import candidates in bulk from a comma separated values (csv) formatted spreadsheet. Each column must have a header that correctly identifies it using the database's own terms. A list of valid column headers is provided at the end of this topic. To import, select Import Candidates from the New menu on the home screen. The process is simple, just select your file and press import. The import process will verify that your column headers are valid. If any column header is not valid, the process will terminate and present an error indicating which header it could not reconcile. The data in each column will be imported as-is, so you should ensure your data is correct. You are not likely to import very many columns; most likely just first name, last name, email address, SSN, and perhaps some others. For the most part, we rely on the candidate to provide most of the data. Pay attention to date and SSN values and ensure that your data is formatted correctly. For example, SSNs must in ###-##-#### format and dates must be in MM/DD/YYYY format.  

While you can technically import more columns than listed below, there is little reason to do so and you run the risk that your data may not validate correctly. For example, hair and eye color must be one of the valid selections. So we recommend not importing columns other than those lists below. You can import as few as needed. We think that First Name, Last Name, and Email Address should be imported at a minimum to be useful.

Your column headers must use the same case as shown and do not include the << >> symbols.

Value
Header
 Last name:
 <<Candidate.LastName>>
 First name:
 <<Candidate.FirstName>>
 Middle name:
 <<Candidate.MiddleName>>
 Date of birth:
 <<Candidate.DateOfBirth>> Data must be in MM/DD/YYYY format
 Email address:
 <<Candidate.EmailAddress>>
 Social Security No.
 <<Candidate.SSN>> Data must be in ###-##-#### format
 Ethnicity:
 <<Candidate.Ethnicity>> Data must be from the available selections (see drop list on Candidate screen)
 Gender:
 <<Candidate.Gender>> Data must be from the available selections (see drop list on Candidate Screen)
 Address:
 <<Candidate.HomeAddress>>
 City:
 <<Candidate.HomeCity>>
 State:
 <<Candidate.HomeState>>
 Zip Code:
 <<Candidate.HomeZip>>
Home Phone
<<Candidate.HomePhone>> (no format requirements)
Work Phone:
<<Candidate.WorkPhone>> (no format requirements)

All imported candidate will be imported in Preliminary status because no investigator has been assigned, so they do not appear on any investigator's dashboard but can be viewed by selecting Preliminary Candidates under the Search/View menu.
It is possible to assign investigators as part of the import process. To do so, add a column to your data file with the column header of Candidate.Investigator.ID. For each row, enter the ID of the investigator you wish to assign. The ID is the database-specific record ID for the investigator and can be found by selecting the menu with your name, then Account Settings, then the Investigators tab. If the ID column is not present, use the ellipsis to select Columns, then check the ID column to add it to the view. If an Investigator ID column is added, the candidate will be assigned to the investigator and their status will be Active. You can assign each candidate to a different investigator or no investigator. Again, if no investigator is assigned, the candidate's status will be Preliminary.




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