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Home > Guides > Administrator Guide > Processes > Importing Users

Importing Users

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Page Location: Admin > Processes > Import Users

The Import Users menu item of Admin > Processes allows the ability to import an Excel spreadsheet of User data into the main User table (Logins). Generally the process  is used if the list of users is more than 20 OR the data is already in a format which can easily be exported so the data can remain consistent (meaning, less change of a data entry error). 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 users can be manually entered via the Admin > Security > Users page.

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.




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

The  columns can be in any order but is recommended that the first four columns be (1) User ID (2) User Name  (3) Email Address (4) Security Group. If a piece of data is not needed for the import, it DOES NOT have to be included in the spreadsheet. 

In the example:

  • User ID, Username and Email are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because this kind of information would be unique to each person and organization.
  • Security Group, Available Searches and Recruiter (Y/N) etc… are code tables in Cyber Recruiter. Unlike code table’s example seen in the Applicant and Requisition section, some of these code tables are user defined and some are hard coded to work a certain way in Cyber Recruiter.
    • Security Groups – Since the Administrator is able to make security groups as needed, this is a user defined code table. Thus the information in this COLUMN needs to be the security group code NOT the description, depending on how the Administrator entered the code.
    • Available Searches and Recruiter (Y/N) – These code tables the Administrator does not get to define; rather they are hard coded to work a certain way in the system. Example, the Recruiter field is a radio button with option for YES or NO. The code records a checked option as Y or N in the background. Therefore, for this COLUMN the Y or N code is needed and it necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank User information and create a record for it.

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. The code (in red below) is the value which should be entered into the spreadsheet.

Field  Purpose  Displays  Notes 
Admin (Y/N) Grants the user access to the menu items listed under "Admin".
User Security > General Y = Yes
N = No
App Find Range Limits the Applicant Find or Search options to automatically search based on a specific range of application dates. 

If nothing is entered, then the default is to display applicants who applied in the last year.
Home > User Preferences 1D = Last day 
2D = Last 2 days 
3D = Last 3 days 
5D = Last 5 days 
2W = Last 2 weeks 
3W = Last 3 weeks 
1M = Last month 
2M = Last 2 months 
3M = Last 3 months 
4M = Last 4 months 
6M = Last 6 months 
1Y = Last year 
2Y = Last 2 years 
ALL = Forever
App Find Sort When the list of applicants is displayed, should the data be listed by the application date or the applicant's name. Home > User Preferences  APPDATE = Application Date 
NAME = Applicant’s Name 
App Find Status Limits the Applicant Find or Search options to automatically search based on a specific status.  Home > User Preferences Field will have the status code for the Applicant Status which should be highlighted
App Security/ See All If checked, the user will be able to see ALL applicants in the system.  The other four options become irrelevant. 

If left blank, the default will be unchecked. If this field is blank or unchecked and nothing else is checked, then the user will not be able to see ANY applicants in the system.

Generally this field is set to Y for Recruiters and N for Hiring Managers or Evaluators.

If this field is set to N, then enter in data for the following four options.  Any or all of the fields could be set to Y depending on the recruiting responsibility of the user.
User Security > Available Applicants Y = Checked
N = Unchecked
App Security/Interviews  If checked, the user will be able to see applicants for which he/she has an interview scheduled. 

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then this allows the user to see the person once the applicant reaches this stage of the recruiting process.
User Security > Available Applicants  Y = Checked
N = Unchecked
App Security/Offer Approver If checked, the user will be able to see applicants for which he/she has an offer for which this user must approve. 

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then this allows the user to see the person once the applicant reaches this stage of the recruiting process.
User Security > Available Applicants Y = Checked
N = Unchecked
  App Security / Reqs Attached If checked, the user will be able to see applicants for which he/she can see the requisitions.   

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then this allows the user to see the person if the applicant has applied to one of the positions in which the requisition can also be seen.  This is generally set to Y for Hiring Managers unless the recruiting staff reviews the applicant first and then routes to the manager. 
User Security > Available Applicants Y = Checked
N = Unchecked
App Security / Routings If checked, the user will be able to see applicants once a routing email has been sent to the user.   

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then this allows the user to see the person once the applicant reaches this stage of the recruiting process. 
User Security > Available Applicants Y = Checked
N = Unchecked
Disabled If set to Yes, the user will not be able to log into the system.  Generally, this is only set to Y during the import process IF the user needs to be added for historical records.
User Security > General Y = Yes
N = No
Email Email address which should be used for email communication to the user. 
User Security > General  
Evaluator (Y/N) Setting this field to Y controls the view of statuses presented to the user when responding to routings or when manually changing an applicant status. Only the statuses available to 'Evaluators' will be displayed.
User Security > General Y = Yes
N = No
Force Password Change Setting this field to Y forces the user to change the password after logging in the first time.
User Security > General  Y = Yes
N = No
Hiring Manager (Y/N) Setting this field to Y controls the following items:

1) The name will appear in the drop-down view as a potential Hiring Manager for the requisition.
2) The user will receive the 'Hiring Manager' view of the Inbox IF the 'Recruiter' box is not checked as well.
3) The user will see any statuses available to 'Hiring Managers' when responding to routings or when manually changing an applicant status.
User Security > General Y = Yes
N = No
Home Page Default Specifies which view is presented when the user logs into the system.

If nothing is selected the default is the Home Page.
Home > User Preferences  HOME = Home Page 
INBOX = Inbox 
REQ = Req List 
RD = Open Activities
Initials User initials associated with the user ID.  This only appears in a few reports but can be used when creating custom reports.
User Security > General
Security Group The security group assigned controls the various pages which a user can access when looking up an applicant or requisition. User Security > General Field will have the code for the security group to assign to this user.
Other Inboxes (Y/N) Set this field to Y if the user should be able to view the Inbox view for other users. 

NOTE: Additional setup is needed if the availability of the different user should not be set to ALL.  Once the users are imported, edit the specific user and then click the link for 'Other Inboxes' and highlight the specific users who should be displayed.
User Security > General Y = Yes
N = No 
Outlook Version Specify the Outlook version used (especially if an older version is used) so the calendar attachments are sent correctly. 97 
2000 
2003 
2007+
Recruiter (Y/N) Setting this field to Y controls the following items:

1) The name will appear in the drop-down view as a potential recruiter for the requisition.
2) The user will receive the 'Recruiter' view of the Inbox
3) The user will see any statuses available to 'Recruiters' when responding to routings or when manually changing an applicant status.
User Security > General  Y = Yes
N = No
Req Security/See All If checked, the user will be able to see ALL requisitions in the system.  The other four options become irrelevant. 

If left blank, the default will be unchecked. If this field is blank or unchecked and nothing else is checked, then the user will not be able to see ANY applicants in the system.

Generally this field is set to Y for Recruiters and N for Hiring Managers or Evaluators.

If this field is set to N, then enter in data for the following four options.  Any or all of the fields could be set to Y depending on the recruiting responsibility of the user.
User Security > Available Requisitions Y = Checked
N = Unchecked
Req Security/Approver If checked, the user will be able to see requisitions for which he/she is listed as an approver. 

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then set this field to Y for anyone who may be an approver to in order to allows the user to gain some access to the requisitions for which he/she is responsible.
User Security > Available Requisitions  Y = Checked
N = Unchecked
Req Security/Created If checked, the user will be able to see requisitions for which he/she did the data entry. 

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then set this field to Y for anyone who may enter in requisitions and then later need to modify the information.  
User Security > Available Requisitions Y = Checked
N = Unchecked
Req Security/Hiring Manager If checked, the user will be able to see requisitions for which he/she is listed as the Hiring Manager.   

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then set this field to Y for a manager in order to allows the user to gain some access to the requisitions for which he/she is responsible.
User Security > Available Requisitions  Y = Checked
N = Unchecked
Req Security/Recruiter If checked, the user will be able to see requisitions for which he/she is listed as the Recruiter.   

If left blank, the default will be unchecked.


If the field for 'See All' is set to N, then set this field to Y for a recruiter in order to allows the user to gain some access to the requisitions for which he/she is responsible.
User Security > Available Requisitions Y = Checked
N = Unchecked
Add Resume Header (Y/N) Set this field to Y to print the demographic information for the applicant on the top of the text resume page when printing resumes.
Home > User Preferences  Y = Yes
N = No
Searches Available Three check-boxes are displayed in the user security which grants access to the various search options (not "find") in the system.  Since there is just one import field, the number associated with the search option must be entered in order to check the appropriate boxes. User Security > General  0 = No Searches 
1  = Database 
2 = Resume 
3 = Database & Resume 
4 = Cyber 
5 = Database & Cyber 
6 = Resume & Cyber 
7 = All Searches
Time Zone Time zone where this user is located.   ATLANTIC 
EASTERN 
CENTRAL 
MOUNTAIN 
PACIFIC 
ALASKA 
HAWAI I
User ID User name which will be used for logging into the system.  This field can also be seen on some of the screens and in reports.
User Security > General  
User Name User name associated with the user ID.  This is generally the value shown on the screens and in drop-down menus. 

NOTE: There is only one field for the user name (not a first name and last name field) so however the name is entered in the field will be how it is displayed on the various pages and drop-down menus.
 
User Security > General  


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 Users.

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 three (3) required fields to do the import as well. 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