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Exact Synergy Enterprise   
 

Importing applicants

Menu path

HRM à Entry à HRM à Import: Applicants

Introduction

On this page, you can import the data of new and existing applicants to Exact Synergy Enterprise. You can also save the file containing the data as an Exact Synergy Enterprise document if you define the document type to be used at the HRM general settings. For more information see Defining HRM general settings.

Roles and rights

To import applicants and view imported results, function right 85 – Allows to create employees is required. Users with the HR or HR assistant role have this function right.

Notes:

  • For more details on function rights, go to System à Setup à Security à Function rights.
  • For more details on roles, go to System à Setup à Security à Roles.

What version are you using?

The information in this document is based on product update 250.

How do I import applicants?

  1. On the HRM: Import - Applicants page at Division, type or select a division code to import applicants to the selected division.
  2. At File, click Browse to select the location of the file to be used for the importing process.
  3. Click Import. The results of the importing process will then be displayed.

Keep in mind:

  • The file selected at File must be in CSV or ASCII format. See the Tips and tricks section for more information.
  • All fields with the "!" icon are mandatory.

Tips and tricks

Field

Length/format

First name

64 characters or less

Last name

64 characters or less

Date of birth

As defined at System à Setup à Settings - General à Preferences

Address line 1

60 characters or less

Zip code

20 characters or less

City

30 characters or less

Country

2 characters or less, as defined at System à Setup à References à Countries

E-mail

128 characters or less

Phone

15 characters or less

If a set of data contains less or more than the specified fields, that particular set of data will not be successfully imported. Besides that, the data is separated using the defined delimiter. If the value of a field does not contain the selected delimiter, it can be single-quoted or double-quoted. The sample is shown below:

Perry,Como,01-01-1951,1 Jalan Ampang,50088,KL,MY,perry.como@yahoo.com,+60321792179

or

“Perry”,”Como”,”01-01-1951”,”1 Jalan Ampang”,”50088”,”KL”,”MY”,”perry.como@yahoo.com”,”+60321792179”

However, if the value of a field contains the selected delimiter, it must be double quoted. The sample is shown below:

“Perry”,”Como”,”01-01-1951”,”1, Jalan Ampang”,”50088”,”KL”,”MY”,”perry.como@yahoo.com”,”+60321792179”

New applicants will be created and existing ones will be updated. The existing applicants are identified by comparing the combination of the first name, last name, and date of birth of the imported applicants with the full name of the applicants in Exact Synergy Enterprise. This is because even though a full name is a combination of the first name, middle name, last name, and maiden name, only the first name and last name is imported.

If you have selected the Save attachment check box, a document will be created in Exact Synergy Enterprise using the document type defined at the HRM general settings, and attached with the imported file. Below is a sample document created using the mentioned feature:

Buttons

Fields

Related documents

     
 Main Category: Support Product Know How  Document Type: Online help main
 Category: On-line help files  Security  level: All - 0
 Sub category: Details  Document ID: 17.119.761
 Assortment:  Date: 28-09-2012
 Release: 230  Attachment:
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