You have the option to import applications into Oleeo from a spreadsheet. This feature can be used to create new applications in bulk or update existing applications.
It enhances efficiency, avoiding manual data entry, and helps ensure all candidate information is consolidated within the ATS for streamlined recruitment processes.
Use Cases:
- Transferring applications from another system: Import details of applications gathered using a different system.
- Event-generated candidate list: Quickly upload the details of candidates you've met at an event into the system.
- Paper applications: Streamline the process by importing information from paper applications.
IMPORT GUIDELINES
What you can import:
- Import templates with predefined fields are available in your system.
- To import information into additional fields not in the spreadsheet, contact a super user for potential template adjustments.
What you cannot import:
- The bulk importing of documents like CVs is not supported.
STEPS TO IMPORT NEW APPLICATIONS
- Download the import template:
- In the left-hand menu, go to 'Applications' > 'Import Applications.'
- Double-click on the template that matches the type of applications you want to import.
- On the new page, click the 'Download Here' link to get the Excel template. Save it to your computer.
- Fill in the spreadsheet:
- Open the downloaded spreadsheet.
- Each column is a field, and each row is a new application.
- Don't remove or reorder columns.
- The System ID, found in cell A2, must be entered for all rows containing data.
- The other mandatory columns that must be completed for all applications are Opportunity/Event ID and Email.
- For fields with predefined options (e.g. fields that use dropdown lists), match your entries exactly with the pre-defined options.
- If no application status is entered for an application, it will be placed in the first status in the process flow.
- Save the completed spreadsheet.
- Upload the spreadsheet:
- Go back to the Import Applications page in the ATS for your chosen layout.
- Click the 'Choose file' button and select your saved spreadsheet.
- Optional: Select a candidate form:
- Select the relevant candidate application form from the dropdown below the 'Choose file' button if you wish to make the uploaded data visible from the 'Forms' tab for your applications.
- Otherwise, it will be visible in the layout view only.
- Click 'Submit.'
- Confirmation of upload:
- If successful, a confirmation page displays the imported applications.
- If unsuccessful, an error message in the top-left corner pops up to confirm that no data was imported.
UPDATING EXISTING APPLICATIONS USING A SPREADSHEET IMPORT
⚠️ Submission Date is Reset When Applications Are Imported
When using the Import Applications tool to update existing applications, please be aware of the following:
-
The Applied Flag will be set upon import.
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If the application already has a Submission Date, it will be reset to the current date.
You can also use the 'Import Applications' tool to update information attached to existing applications.
- Follow the steps described above to download the import template.
- Enter the Opportunity/Event ID and username (email address) of the existing applications.
- Enter the information that you would like to add to those applications.
- Upload the spreadsheet as described above.
Key considerations:
Overwriting answers:
- If you input an answer in the spreadsheet for a field that already has an answer in the existing application, the current answer will be replaced with the new value.
Leaving fields empty:
- If you leave a field empty in the spreadsheet, and the existing application already has an answer for that field, the current answer remains unchanged when you submit the spreadsheet.
Username is the unique identifier:
- If the username doesn’t match an existing application against the opportunity, a new appliction will be created.
TROUBLESHOOTING PROBLEMS IMPORTING SPREADSHEETS
If the spreadsheet fails to import, please check the following:
- Column integrity:
- Ensure no columns have been removed.
- Column order:
- Confirm that columns in the spreadsheet remain in their original order.
- System ID entry:
- Verify that the System ID is entered in column A for all applications.
- Valid Opportunity ID:
- Check that a valid Opportunity ID is entered for each application.
- Correct email format:
- Confirm that email addresses are entered for all applications in the correct format.
- Predefined Values:
- For fields with predefined values (e.g. dropdown selections), ensure entered answers exactly match available system options.
- For example, if you input "Mr" as a "Title" in the spreadsheet, but the option in the system is "Mr.", the spreadsheet will fail to import.
