Import to skill library
The most of data is added to any library of the smartLibrary skill collection automatically by importing. Importing skills, their taxonomies, and translations in batches allows saving time and effort in administrating the application.
You can also add skills to your skill library one by one. It usually happens when your library needs minor and specific updates. For more details about adding skills to the library manually, see Add a skill.
With that, importing data in batches is recommended to make creating and updating your skill collection more efficient and time-saving.
For skill libraries, it is possible to import the following data:
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- Skills
- Skill keywords
- Skill translations
- Skill taxonomy translations
A process of importing skills to your library is the most important and crucial. Once you create a skill library, you need to fill it with skills. At this stage, importing skills in batches may be very helpful and can make your work even more effective and productive.
To import skills to your library, first, you need to create the XLSX document based on the template. To get details 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 Skill import template document has two mandatory field: Job name and Skill type. With that, it is also recommended to provide data for the rest of the fields.
Import skill keywords
You have a possibility to maintain keywords for a skill automatically by importing keywords for the existing skills.
A process of importing keywords for a skill allows adding all necessary keywords at a time. It may save your effort and make your work even more productive.
To import skill keywords to your library, first, you need to download a template from the Import of skill keywords page. To get details 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 skill 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 skill library, see instructions listed below under How to import.
Import skill translations
You have a possibility to add missing translations of skills to your library or edit existing skill translations for languages you have defined in the Manage languages pane.
A process of importing skill translations to your library allows adding all missing skill translations at a time. It may be very helpful, save a lot of effort and make your work even more productive.
To import skill translations to your library, first, you need to download a template from the Import of skill translations page. To get details 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 skill translations for the languages you have defined for the current skill library. In addition, you can edit the existing skill translations, if needed. Once you are done, upload this XLSX document to your smartLibrary environment. For more information about importing data to your skill library, see instructions listed below under How to import.
Import skill taxonomy translations
You have a possibility to add missing translations of skill 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 skill taxonomy translations to your library, first, you need to select a language on the Import of skill taxonomy translations page, and then download a template. To get details 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 skill 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 skill library, see instructions listed below under How to import.
The steps you need to follow to import data from Excel to the smartLibrary environment are similar for importing each data type. However, they can differ for some of them.
Let us consider the flows in details:
1. On the Libraries page, switch to the Skills tab.
2. In the Skill Library drop-down list, select a skill 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.
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- Skills
- Skills taxonomy translations
- Skills translations
- Skills keywords
4. This step can differ.
For importing skills and taxonomy translations, start with selecting a language from the Language drop-down list on the import page that opens.
However, selecting a language is not required for importing keywords ans skill translations. Thus, you can start directly with downloading a template.
5. Once you have defined the language, click Download under Download template.
6. 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 skill translations and taxonomy translations.
7. Once you have created your XLSX document based on the template, upload it by dragging to the box or clicking browse on the New 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 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.
8. 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:
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- 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 export skills from your library.
