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Home > Guides > Administrator Guide > Processes > Importing Requisitions

Importing Requisitions

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Page Location: Admin > Processes > Import Requisitions

The Import Requisition menu item of Admin > Processes allows the ability to import an Excel spreadsheet of Requisition data into the main Requisition table (Requisition). This process only ADDS records to the system; any record which is added with the same Req Code will be ignored.  Generally the process  is used if the list of requisitions is more than 50 OR the data is already in a format which can easily be exported. This process is not a required process when setting up Cyber Recruiter, but is available to help speed up data entry.  If this process is not used, the requisitions can be manually entered using the Create Req process.  If this is just for data entry, the approval page and any other non-needed pages can be turned off OR a separate process can be defined in Page Builder.

Developing the Spreadsheet

The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. This name must be typed exactly as shown where the S is capitalize and there is no space between the t and 1.  In addition, the file MUST be saved in an .xls format.  .XLSX will generate an error and the file will NOT be imported.

Sample of how the Import Applicant information should look.

 
1 Code  Position Title Status Open Date Org Level 1 FT/PT
23456 Account Specialist I O 10/01/2010  DC FT
23457 Computer Consultant O 11/14/2010 VA PT
23458 Benefits Coordinator H 11/04/2010  DC INTERN
23459 Mechanical Engineer O 10/05/2010  DC FT
T-WEB MASTER Web Master TEMPLATE   FT
           

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Requisition information for each Requisition.

Field / Code Mapping

The list below is displayed in alphabetical order which is the same way it will appear in the data mapping page in Cyber Recruiter.  However, the spreadsheet can have any of these columns in the spreadsheet and don't necessarily have to be in the order listed below.

When developing the spreadsheet it is important to know that certain fields are hard-coded to only recognize certain values.  The list below defines the fields and, if noted, the values which should be used in the spreadsheet as defaults. Use the details below for additional clarification.

Code, Position Title, and Status are required.  Code MUST be the first column of the spreadsheet.  The mapping below is based on the system names of the fields.  Remember that many of these fields can be renamed using the Page Builder page for Requisition > Miscellaneous or via the System Setup page.

When determining which field should be included in the import, remember to take into account what is currently being posted to the website for job browsing and job description options.  If something is not included in the import file, the record can be manually updated in Cyber Recruiter to complete the file.


 
Field Adds To...Expected Value... Notes 
Application Template "Application" field on the Main page, General tab.
Not including this field will make the requisition use the Default online application process.
Autopost "Auto Open" field on the Main page, General tab.
Value should be Y or N. 
Setting this field to Y triggers the system to following the posting rules, as defined in the Creation process, after the requisition is approved. 
Close Date "Filled Date" (last date field) field on the Main page, General tab.
Enter the date the position was filled, canceled, closed without filling, etc.
This field is used to calculate the Days Open field as well as the time to fill report.
Code Unique Identification for the requisition.  No two codes can be duplicated in the import.
This field can be used as filter on the Find Requisition page.
Date Needed "Date Needed" field on the Main page, General tab.
Position Title "Title" field on the Main page, General tab.
This field can be used as filter on the Find Requisition page. 
Direct "Direct" field on the Main page, Job Info tab.
Value should be Y or N.
EEO Class "EEO Class" field on the Main page, Job Info tab.
Value should match the code set up in the EEO Classification codes.
Employee Replacing "Replacing" field on the Main page, General tab.
Exempt (Y/N) "Exempt" field on the Main page, Job Info tab.
Value should be Y or N.
From Salary "Salary From" on the Main page, Job Info tab
This field can be posted to the job description an browsing screen of the website.
Full Time / Part Time "Full Time/ Part Time" on the Main page, Job Info tab.
Value should match the code set up in the Requisition FT/PT codes.
The field can be posted to the website for additional information in the job description and when browsing.
Functional Title "Functional Title" on the Main page, Job Info tab.
Value should match the code set up in the Requisition Functional Title codes.
Job Description "Job Description" (1st Tab) on the Job Description page.
This field can be used as part of the job description posted online. 
Public Job Description "Public Job Description" (3rd Tab) on the Job Description page.
This field can be used as part of the job description posted online.
Req Type "Type" on the Main page, Job Info tab.
Value should match the code set up in the Requisition Type codes.
This field can be posted to the website for additional information in the job description and when browsing.
Requirements "Requirements" (3nd Tab) on the Job Descriptio page.
This field can be used as part of the job description posted online.
Misc 1 - 20 Any of the misc fields defined and accessed via the Main page, Miscellaneous tab.
If the field is a drop-down field, then the value should match the code set up in the Requisition > Misc code.
These fields can be posted to the website for additional information in the job description and when browsing.
Org Level 1 - 5 Any of the Organization fields defined and access via the Main page, Job Info tab.
The value should match the code set up in the Organizational Level codes.
These fields are used for standard report filters, posting to the website for information or filters and can be used as filter on the Find Requisition page.
Requested Date Date the requisition was requested. 
If this is not know, mirror the Open Date for this value. 
This field can be used as filter on the Find Requisition page.
# of Openings "Openings" field on the Main page, General tab.
Enter the number openings connected to the requisition.  Enter at least the number 1.
This is used to track the openings and will calculate the "Remaining Openings" on the Main page, General tab.
Other Job Description "Other" (4th Tab) on the Job Description page.
This field can be used as part of the job description posted online.
Open Date "Open Date" field on the Main page, General tab.
Enter the date the position was opened.
This field is used to calculate the Days Open field as well as the time to fill report.
Posted Externally "Date Posted Externally" field on the Main page, General tab.
Enter the date the position was available for outside applications.  If it is unknown, mirror the Open Date for this value.
This field (along with the Posted Internally field) controls when the job is shown externally to applicants.
Posted Internally "Date Posted Internally" field on the Main page, General tab
Enter the date the position was available for internal applications. If it is unknown, mirror the Open Date for this value.
This field (along with the Posted Externally field) controls when the job is shown internally to employees.
Recruiter "Recruiter" field on the Main page, General Tab
Value should match the User ID from the user list for the recruiter assigned to this position.
This field can be used as a filter in multiple areas and controls notification emails through the system as well via the Actions of the website.
Salary Grade "Salary Grade" on the Main page, Job Info tab
The value should match the code set up in the Salary Grade codes.
This field can be posted to the job description an browsing screen of the website.
Status "Status" on the Main page, General tab
The value should match the code set up in the Requisition Status codes.
This field controls if the job posts to the website, is used as a filter for requisitions throughout the system and can be posted to the website for information.
Status Date "Status Date" on the Main page, General tab
Hiring Manager "Supervisor" field on the Main page, General Tab.
Value should match the User ID from the user list for the supervisor/hiring manager assigned to this position.
This field can be used as a filter in multiple areas and controls notification emails through the system as well via the Actions of the website.
To Salary "To Salary" on the Main page, Job Info tab
This field can be posted to the job description an browsing screen of the website.
Reason Open "Requisition Reason" on the Main page, Job Info tab
Value should match the code set up in the Requisition Reason codes.

Importing the File

Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Requisitions.

Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off.

Note that there are two (2) required fields to do the import. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the >> Continue button.

Browse to the file to import and press Import to bring the file into the system.


See also