Imports in Applicant Management

Please take note of the information on the following page: Imports

Importable data

The following data can be imported into Umantis Applicant Management:

• Positions
• Applications
• Users
• Branch Offices
• Selection lists

Import templates (Applicant Management)

The import templates show you which fields can be imported for these entities and which fields are mandatory to populate.

Important notes:
- Tip for correct display of XML-templates: Save the XML template you want to use locally. Then open the XML file with the corresponding program (Editor /Notepad etc.).
- Never remove rows from the Excel template, because the import in Umantis Applicant Management templates starts reading from row 3! Columns can be removed as needed, as long as the affected fields are not mandatory fields.

Positions

The import variables for the jobs import must appear in row 3, and the data to be imported starting at line 4 (not before).

• Excel standard import template: Jobs -> Description of Jobs import
• XML standard import template: Jobs

The [Stellen.ZustPersbetreuerStv] variable can be used in the Jobs import for alternate responsible HR experts: Excel standard import template: Jobs

Applications

The import variables for the applications import must appear in row 1, and the data to be imported starting at line 3 (not before).

• Excel standard import template: Applications -> Description of Applications import
• XML standard import template: Applications -> Description of Applications import

Users

• Excel import template: Users -> Description of Users import

Permissions for HR experts and HR assistants can be imported via the [Authorize] variable.

• XML import template: Users -> Description of Users import

Branch Offices

• Excel import template: Branch offices

• Variables for Branch Key: [Branch.Key] and source system key: [Branch.SourceSystemKey].
• New variables available to import Automatisms.

Selection lists

• Excel import template: Selection lists
• XML import template: Selection lists

Importing the complete template may take longer. Therefore, it is recommended that you remove the columns not required for import (and/or those without an entry) from the template prior to import. Deleting lines in the template should be avoided, since this may disrupt the import function.

The following variables can be imported:

• List entry French: [ListenEintrag.TextFra]
• List entry Italian: [ListenEintrag.TextIta]
• List entry Spanish: [ListenEintrag.TextSpa]
• List entry Czech: [ListenEintrag.TextCze]
• List entry Mandarin: [ListenEintrag.TextChi]
• List entry Romanian: [ListenEintrag.TextRum]
• List entry Romansh: [ListenEintrag.TextRoh]
• List entry Slovenian: [ListenEintrag.TextSlv]
• List entry Russian: [ListenEintrag.TextRus]
• List entry Brazilian Portuguese: [ListenEintrag.TextPtb]
• List entry code: [ListenEintrag.Code]
• List entry dashboard: [ListenEintrag.Dashboard]
• Parent list entry ID: [ListenEintrag.UebergeordnetID]
• Parent list entry German: [ListenEintrag.UebergeordnetTextDeu]
• Parent list entry English: [ListenEintrag.UebergeordnetTextEng]
• Parent list entry French: [ListenEintrag.UebergeordnetTextFra]
• Parent list entry code: [ListenEintrag.UebergeordnetCode]
• Order — German: [ListenEintrag.ReihenfolgeDeu]
• Order — German (Germany): [ListenEintrag.ReihenfolgeGerger]
• Order — English: [ListenEintrag.ReihenfolgeEng]
• Order — French: [ListenEintrag.ReihenfolgeFra]
• Order — Italian: [ListenEintrag.ReihenfolgeIta]
• Order — Czech: [ListenEintrag.ReihenfolgeCze]
• Order — Mandarin: [ListenEintrag.ReihenfolgeChi]
• Order — Romanian: [ListenEintrag.ReihenfolgeRum]
• Order — Romansh: [ListenEintrag.ReihenfolgeRoh]
• Order — Slovenian: [ListenEintrag.ReihenfolgeSlv]
• Order — Russian: [ListenEintrag.ReihenfolgeRus]
• Order — Brazilian Portuguese: [ListenEintrag.ReihenfolgePtb]
• Weight of entry: [ListenEintrag.Gewicht]

XML import/export structure

The following XML formula definition defines the structure for XML imports and exports:

• XML import/export schema (Save locally and open in an editor)
  

Note: Manual imports in Umantis must be UTF-8 encoded to work.

Sample illustration of the XML structure:

 <Import>
	<Category Name="Import/Export-Name">
	
	(PARAMID-LOOP-START)
		
		<Record>
			<Field FieldName="ImportVariableName1"><String>[ExportVariableName1]</String></Field>
			<Field FieldName="ImportVariableName2"><String>[ExportVariableName2]</String></Field>
											...
			<Field FieldName="ImportVariableNamen"><String>[ExportVariableNameN]</String></Field>
		</Record>
		
	(PARAMID-LOOP-END)
	
	</Category>
 </Import>
 

Note:

• The names of the import variables (e.g. ImportVariableNameX) correspond to the names defined in the corresponding Excel import or export document.
• The export variables (e.g. ExportVariableNameX) correspond to the umantis variables as found in the solution (e.g. with the variable finder).
• For an XML import, the values to be imported appear instead of the export variables (e.g. ExportVariableNameX).
• The loop commands PARAMID-LOOP-START and PARAMID-LOOP-END are only required for XML exports, and must be removed for XML imports.

Special fields

Jobs import

• Position ID (Stellen.ReferenzNummer): The Position ID (also job number or job reference number) is an externally assigned reference number for a job. It is typically assigned by a third-party system (e.g. SAP) and serves as an external reference for a job. If no explicit reference number is assigned, the Job ID is automatically used as the reference number.

• Job ID (Stelle.ID): The Job ID refers to an identification key (ID) for a job that is assigned by the system (internally). A job is (typically) not referred to using the Job ID, but using the (external) Position ID.

Variable Stelle.Aktiv

The variable specifies whether a job is to be set as active or archived:

• 'Stelle.Aktiv' is not defined in the template >>> Job is set to “Active” by default
• 'Stelle.Aktiv' is defined and is set to '0' or NULL >>> Job is set to “Archived”
• ‘Stelle.Aktiv’ = 1 >>> Job is set to ”Active”

Notes on the Stelle.Aktiv variable:

1. If the job is not published (no online application possible) and has no active applications, it is archived with Stelle.Aktiv = 0.
2. If the job is not published (no online application possible) and has active applications, it is not archived.
3. If the job has been published (online application possible) and an import with Stelle.Aktiv = 0 has been carried out, the job will not be archived.
4. If publication is planned (via the advertisement plan), the job will not be archived.

In all cases in which, contrary to “Stelle.Aktiv = 0”, archiving does not take place (2 to 4), an error message is issued in the log.