How does Data Import work in Vincere?
CSV Import in Vincere works with a certain process to make sure that the records will import properly in your system. The CSV records must follow a hierarchy on which these records will link them, this arrangement is displayed below.
Note: The records must be imported respectively according to their steps (1-5) as shown below.
For CRM 1.Company > 2.Contacts > 3.Jobs
For ATS 4.Candidates > 5.Application
Inside these CSV records come in different fields which you will need to fill and match accordingly. We highly recommend that you use our templates with the fields included inside as they are suited to be auto-mapped in the importing process.
Note: Only the most important fields need to be filled, in case you do not need some of them, they can be deleted except for the mandatory fields.
Important terms
Here are some important words that you will encounter within your data import process
External IDs are user created alphanumeric values that will determine the uniqueness of the record and will be stored in the back-end to connect the records.
Example:
company-externalId | contact-externalId |
COMP000 | CONT001 |
Note: External IDs should not be confused with System generated IDs found inside your Vincere system.
Mandatory fields are columns in your CSV file which contains the most important details of your record, if a mandatory field has no value when imported, the row will automatically get skipped.
Skipped file is a report of your CSV file which contains the rows that didn’t make into your system. You will be shown a set of error codes on which you can determine why some rows failed to be imported.
(!)Details: Information that is displayed inside the Import history - Clicking this will show you how many rows have been imported or skipped from your CSV.
Definition of statuses
Finished: A status which means that the CSV has finished importing
Incomplete: The CSV progress has been cancelled mid process by the user.
Reverted: This status is shown when a user has clicked the Undo button.
Definition of actions
Undo: An action that is available to click when a CSV is Finished (Performing this action will remove all your imported data in your system.)
Resume: This is an action showed when a CSV has been marked as Incomplete
Delete: This is an action that can be done when a CSV has been marked as Incomplete or Reverted
Setting up your CSV files
Click on the link ⏬ to skip to the section you're interested in:
Important note: When proceeding with creating your data, we highly recommend that you set aside a sufficient amount of time to make sure that your data will go in smoothly throughout the process.
You can use our templates by going into this Google Spreadsheet link
Step 1: Creating the Company CSV
Importing the company does not have any pre-requisite process as they are the first records you need to import.
Mandatory fields:
company-externalId
company-name
Example:
company-externalId | company-name |
COMP001 | Anaheim Electronics United Kingdom |
COMP002 | Anaheim Electronics Singapore |
Notes:
When having more than one company name with branches, please make sure that you add the branch name next to the company name to ensure that it will not get skipped.
Step 2: Creating the Contact CSV
Importing the contacts requires you to link them by their company's external ID (contact-companyId), without the company CSV, it is not possible to proceed on this stage.
Mandatory fields:
contact-companyId
contact-externalId
contact-lastName
Example:
contact-companyId | contact-externalId | contact-lastName |
COMP001 | CONT001 | Wright |
COMP002 | CONT002 | Corlett |
Notes:
If a contact is linked to a company that has been skipped, the linked contact will be skipped as well.
Step 3: Creating the Jobs CSV
Jobs are dependent on your contact CSV, without their contact’s ID (position-contactId), the jobs will not be imported.
Mandatory fields:
position-contactId
position-externalId
position-title
contract-length
Example:
position-contactId | position-externalId | position-title | position-headcount |
CONT001 | JOB001 | Engineer | 3 |
CONT002 | JOB002 | Researcher | 1 |
Step 4: Creating the Candidate CSV
Importing the candidate records does not have any pre-requisite process as they belong to the ATS structure of the system.
Mandatory fields:
candidate-externalId
candidate-email
Example:
candidate-externalId | candidate-email |
CAN000 | |
CAN001 | |
CAN002 |
Note:
When the candidate does not have any email addresses, a dummy email can be used. However, to ensure that the candidate will import, the dummy email should not be the same.
Step 5: Creating the Application CSV
The application csv is dependent on the jobs and candidate’s external ID, without both of them, your application csv will not be imported.
Mandatory fields:
application-positionExternalId
application-candidateExternalId
application-stage
application-date
Example:
application-position ExternalId | application-candidateExternalId | application-stage | application-date |
JOB001 | CAN000 | SHORTLISTED | 1/20/2020 |
JOB002 | CAN001 | FIRST_INTERVIEW | 2/2/2 |
Importing Process
Going to the Data Import page
Head over to Settings > Data Import > Import from CSV
Step 1: Uploading your CSV
Click on the entity that you are going to import, most likely you will start from the Company record.
Step 2: Matching your CSV fields to Vincere fields
On this window, you will be shown the fields that you have filled in your CSV file, if you are using the template, all fields should be auto-mapped to the left corner of the interface.
If the templates were not used in this process, the user is required to match all the fields accordingly.
Note: If the import goes well, a note will appear in green stating the following:
“All mandatory fields were picked up in field mapping. Your data is qualified to import now.”
Step 3: Reviewing your data
From here, you will be reviewing a part of your import and you’ll be notified that any duplicate rows will be skipped.
Congratulations!
You have successfully imported your CSV to Vincere.
Skipped files
Not all imports will go well if it's the first time it is uploaded, so our import tool will report back rows that are skipped. You will be able to download these reports to examine what went wrong in the import process with error messages that will help you complete the skipped rows.