Data import
On the Data import tab, you have a possibility to export the following types of data from an XLSX file to the smartPeople system:
- Posts
- Skills
- Jobs
The steps you need to take to import a file are the same for each data type, except for postings.
Download template
To import data of any possible type, you need first fill out an XLSX document with this data. The document is created based on the template that you can download by clicking Download template on the new import page.
The template contains a set of columns you need to supply with values to successfully import data to smartPeople. Among those columns, you can also see the ones corresponding to the custom fields. These fields are added in Ludi Cloud by the administrator. Once added, they are automatically implemented to the template. As a result, you can add values to the custom fields in addition to the standard ones.
To import postings, follow the steps listed below:
1. On the Data import tab, click Postings, and then click Excel.
2. On the New postings import page that opens, first, select the language on which you want to add posts.
3. Afterwards, click Download template to download a template you can use for importing your data to smartPeople.
A successful upload is only possible if your XLSX document structure matches the template.
4. Specify how you want to add your postings:
- To add new posts to the existing ones, click New. As a result, you get posts, which are available in the file you want to upload, added to the list of post in smartPeople. With that, active posts in smartPeople are left untouched.
- To add new posts and archive the expired ones, click Replace. As a result, you get posts, which are available in the file you want to upload, added to the list of posts in smartPeople. Active posts that have been added during a previous import and are not available in the file you want to upload now are archived. With that, posts added manually to smartPeople remain untouched.
5. Once you have created your XLSX document based on the template, upload it by dragging it to the box or clicking browse on the New postings import page.
While your XLSX file is being uploaded, it is checked.
If any item from the file has an issue, you get a description of the issue. In addition, the number of successfully uploaded items as well as the total number of items available in the file are shown on the progress bar being highlighted in red. You can still proceed to import at least those items from the file which have no issues. Before proceeding, you have a possibility to download an error report you get. To this end, click Download error report. In the error report, fields of the items having issues are red highlighted.
If an upload error occurs, you get an error message. In this case, you are not allowed to proceed importing.
Once the upload process is successful, you get no error messages, and the upload progress bar is highlighted in green. You can also see that the number of successfully uploaded items equals the total number of items available in the file.
6. Once the file is uploaded, click Import.
If any item of the file you have uploaded has an issue, you can still proceed importing the file by clicking Import anyway. As a result, all items except for the one with issues are imported.
Similar to importing postings, you can import skills. Thus, follow the same steps listed under Import postings, except for the one of specifying how you want to add your skills. So, just skip step 3.
Importing skills implies importing the ones per each user profile, which means you specify a user’s email and then define a set of skills you want to import for that specific user. You are to add this data to your XLSX document based on the template and then import it to smartPeople.
The USER (E-MAIL) column of the XLSX document is mandatory.
Per each user, it is possible to define either user skills or user skill IDs.
To define user skills, add a descriptive text to the USER SKILLS column in your XLSX document with an indication of a proficiency level for each skill, if any. You can add an unstructured text here, for example, extracts from your CV, etc. As a result, your skills and proficiency, wherever possible, will be automatically extracted from your text and added to the corresponding user profile. Be aware that only skills from the libraries connected on the Libraries tab of the Admin area can be extracted.
Otherwise, you can define user skill IDs for each user in the USER SKILL IDS column of your XLSX document. Skill IDs are available in the smartLibrary application.
- To add more than one ID or skill name, we recommend you to add each ID or skill name in a separate row. If, for example, you want to add 10 skills per user’s profile, you need to have 10 rows in the template for that user’s profile.
- To add a proficiency level for each skill, we recommend you to type it after each skill ID or skill name and put it in brackets.
If you want to add a skill that is already available for the user but define a different proficiency level for it, the proficiency level currently available in the user profile will be overwritten with the one you define in the import template.
Similar to importing postings, you can import jobs. Thus, follow the same steps listed under Import postings, except for the one of specifying how you want to add your jobs. So, just skip step 3.
Importing jobs implies importing the ones per each user profile, which means first you specify a user’s email and then define details about the job you want to import for that specific user. You are to add this data to your XLSX document based on the template and then import it to smartPeople.
The following fields are mandatory and shall be filled out in your XLSX document:
- USER (E-MAIL)
- TYPE (Past job, Current job, or Future job)
- JOB TITLE OR ID
Imports
All the imports performed in the system are logged and shown in the table on the Data import tab. From that table, you can get the following information about each import process:
- Import date
- Name of the file being imported
- Name of the user who imported the file
- Type of data being imported (Postings, Skills or Jobs)
- Import process status (Open or Finished)
- Number of errors, if any
To open an import and view more details about its status, click either a name or a status within the import record.
From the import details page, you can also download an error report if any item of the file you have uploaded had an issue.
To revert any import process, click the 
icon within that import record of the Imports table. As a result, all imported data is removed from the system and is not shown in smartPeople anymore.
Next step
Well done! Next up, learn how to enable features included in the client’s subscription package.
