Import to job library

The most of data is added to any library of the smartLibrary job collection automatically by importing. Importing jobs, their taxonomies, and translations in batches allows saving time and effort for administrating the application.

You can also add jobs to your job library one by one. It usually happens when your library needs minor and specific updates. For more details about adding jobs to the library manually, see Add a job.

With that, importing data in batches is recommended to make creating and updating your job collection more efficient and time-saving.

For job libraries, it is possible to import the following data:

- Jobs
- Job skills
- Job keywords
- Job translations
- Job taxonomy translations

Import jobs

A process of importing jobs to your library is the most important and crucial. Once you create a library, you need to fill it with jobs. At this stage, importing jobs in batches may be very helpful and can make your work even more effective and productive.

To import jobs to your library, first, you need to create the XLSX document based on the template. To get details of how to download the template, see instructions listed below under How to import.

This XLSX document has a set of fields to be correctly filled in with relevant data. Each field has a description you can get from the input message that appears when you select a cell in the template. Use it to get more information and better understanding about the data to fill in.

The Job import template document has one mandatory field. It is Job title. With that, it is also recommended to provide data for the rest of the fields.

You have two options how to import jobs: Add or Replace.

Import job skills

One more way to add skills to jobs of your job library is a process of importing job skills. For more possibilities of adding skills to a job, see Manage a job.

Importing job skills in batches allows you to import the data for any number of jobs to your job library via an Excel file. After import, job skills are automatically assigned to the relevant jobs. This saves you a great deal of time and effort, especially when working with large data sets.

To import job skills to your library, first, you need to select to which job profile (current or future) you want to import skills, download a corresponding template, and then create the XLSX document based on the template. To get details of how to download the template, see instructions listed below under How to import.

Both smartLibrary – Current job profiles import template and smartLibrary – Future job profiles import template documents has one mandatory field. It is smartLibrary job ID.

Per each job, you can define either job skills or skill IDs.

To define job skills, add a descriptive text to the Job profile skills column in your XLSX document with an indication of a proficiency level for each skill, if any.

Otherwise, you can define skill IDs for each job in the Skill UIDs column of your XLSX document. You can get skill IDs in a skill library of smartLibrary.

To add more than one ID or skill name, we recommend you to add each skill ID or skill name in a separate row. If, for example, you want to add 10 skills per job, you need to have 10 rows in the template for that job.
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.

Import job keywords

You have a possibility to maintain keywords for a job automatically by importing keywords for the existing jobs.

A process of importing keywords for a job allows adding all necessary keywords at a time. It may save your effort and make your work even more productive.

To import job keywords to your library, first, you need to download a template from the Import of job keywords page. To get details of how to download the template, see instructions listed below under How to import.

In the template you have downloaded, which is actually an XLSX document, add job IDs and keywords for them. You can define keywords for each language you have defined for the current job library. In addition, you can add universal keywords that are the same for different languages. When adding multiple keywords, separate them by semicolon.

Once you are done, upload this XLSX document to your smartLibrary environment. For more information about importing data to your job library, see instructions listed below under How to import.

Import job translations

You have a possibility to add missing translations of jobs to your library or edit existing job translations for languages you have defined in the Manage languages pane.

A process of importing job translations to your library allows adding all missing job translations at a time. It may be very helpful, save a lot of effort and make your work even more productive.

To import job translations to your library, first, you need to select to which job profile (current or future) you want to import translations, download a corresponding template, and then create the XLSX document based on the template.

For the current job profiles, it is possible to import translations of job names, descriptions, and duties. Whereas you can import only translations of job descriptions and duties for the future job profiles.

To get details of how to download the template, see instructions listed below under How to import.

In the template you have downloaded, which is actually an XLSX document, add missing job translations for the languages you have defined for the current job library. In addition, you can edit the existing job translations, if needed. Once you are done, upload this XLSX document to your smartLibrary environment. For more information about importing data to your job library, see instructions listed below under How to import.

Import job taxonomy translations

You have a possibility to add missing translations of job taxonomies for your library or edit existing taxonomy translations for a definite language. As you remember, languages to which you need to add translations are added and managed in the Manage languages pane.

To import job taxonomy translations to your library, first, you need to select a language on the Job hierarchy translations import page, and then download a template. To get details of how to download the template, see instructions listed below under How to import.

In the template you have downloaded, which is actually an XLSX document, add missing job taxonomy translations or edit the existing ones, if needed. Once you are done, upload this XLSX document to your smartLibrary environment. For more information about importing data to your job library, see instructions listed below under How to import.

Import job trainings

You can quickly and easily supply all jobs in your library with the right trainings at a time by uploading the excel file.

To import job trainings to your library, first, you need to create the XLSX document based on the template. To get details of how to download the template, see instructions listed below under How to import.

The Job trainings template document has one mandatory field. It is Job ID. With that, it is also recommended to provide data for the rest of the fields.

You can define either training ID or custom training ID for each job in the SMARTLIBRARY TRAINING ID or CUSTOM TRAINING ID column respectively of your XLSX document. You can get training IDs in a training library of smartLibrary.

To add more than one ID, we recommend you to add each training ID in a separate row. If, for example, you want to add 10 trainings per job, you need to have 10 rows in the template for that job.

You have two options how to import jobs: New or Replace.

How to import

Flows of importing different data types are similar to each other. However, they can differ for importing such data as job skills and translations when you need to select to which job profile (current or future) you want to import data. When importing job keywords, you do not need to select a language.

Let us consider the flows in details:

1. To start importing data to a job library, on the Libraries page, switch to the Jobs tab.

2. In the Job Library drop-down list, select a job library to which you want to import data.

3. On the command bar, click Import, and then select the command you need to import corresponding data.

- Jobs
- Job skills
- Job keywords
- Job translations
- Jobs taxonomy translations

4. This step can differ.

For importing jobs and taxonomy translations, start with selecting a language from the Language drop-down list on the import page that opens.

Once you have defined the language, click Download under Download template.

However, selecting a language is not required for importing keywords and job translations. Thus, you can start directly with downloading a template.

For importing job skills and job translations, start with selecting a job profile (current or future) to which you want to import data. Once done, click Download template.

5. Specify how you want to add your records by clicking a corresponding button: New or Replace.

With the New mode, you can add new entries and update existing ones in the same file. To update existing entries, you shall fill in the ID field in the template. If the ID is not specified in the file, the application creates then new entries. Keep in mind that when you update existing entries, the values from the fields that you leave blank in the file are then cleared in the job entries.

You can use the Replace mode to add and update existing entries as well. All entries that were not specified in the file but are present in the library are deleted from the library. In addition, you can define if you want to delete those entries both from the library and smartApps, where the jobs are used, or delete them only from the current library but keep them in smartApps.

Selecting an import mode is not required for importing job translations and taxonomy translations.

6. Once you have created your XLSX document based on the template, upload it by dragging to the box or clicking browse in the upload section.

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 red highlighted. You can still proceed to import at least those items from the file which have no issues by clicking Import anyway.

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.

7. Once the file is uploaded, click Import.

Imports

Every import performed in the system is logged and shown in the table on the new import page of a definite import type. 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
- Import process status (Open or Finished)
- Number of errors, if any

To open an import record 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 reverse any import process, click the icon within that import record. As a result, all imported data is removed from the system and is not shown in smartLibrary anymore.

Import reverse is not possible after publishing a library.

Next step

Well done! Now let’s take a deep dive into exporting data from a job library.