Using the Client Bulk Upload Utility (CBUU)

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1 Using the Client Bulk Upload Utility (CBUU) At times you may need to upload a large batch of users to a project. To help you do this SHL has provided a bulk upload utility (CBUU). With this utility you can upload batches of up to 250 users at a time to your projects. SHL on Demand Application Guide A 1 v1.2

2 How to use Client Bulk Upload There are two stages to using the Client Bulk Upload Utility. The first stage is the preparation of the file containing all of your user data and the second stage is to upload the data to the SHL On Demand system. Note that the project must be launched before the users are uploaded. Stage one preparing the data SHL has provided a standard template to be used for the update. This file contains all the necessary columns with the correct headings required by the system. The file format is a tab-delimited file that is best edited with a spreadsheet program such as Microsoft Excel. The template can be downloaded from within the SHL On Demand system by using the following steps. Step 1: Step 2: Step 3: Log into SHL On Demand as an administrator Click on the Users tab to display the add user page Click on Import user details to display the import user details page Step 4: Right click on the link for the file template on the right hand side of the page. A 2 SHL on Demand Application Guide

3 Select Save Target As You will be prompted to save the file named cbuusamplefile to your computer. Steps for opening and editing the file with Microsoft Excel Open the file with your spreadsheet program and you will see the column headings for the data to be imported. If you are using Microsoft Excel, you will need to change the file type to display Files of type: Text Files as shown below. Following this, you will need to follow the Text Import Wizard. In step 1, make sure you have selected Delimited as the file type. SHL on Demand Application Guide A 3

4 In step 2, make sure you select Tab as the delimiter. If the settings are correct, you should see the data split into columns with the correct headings In step 3, you can simply click Finish to complete the wizard and open the file in Microsoft Excel. You should see a screen similar to that shown below. You are now ready to start inputting the data for your candidates. There are several fields (or columns) which must be completed for each row in the spreadsheet for the import process to work properly. These fields are the ones headed: Field Name Sequence No Firstname Lastname Description A unique number to identify the imported row. An referencing this number will be sent with success or error status for the row The first name of the user being imported The last name of the user being imported A 4 SHL on Demand Application Guide

5 Field Name Userprivilege Description A number representing the user s privilege level. Acceptable values are: 1. User 3. System Administrator 7. Department Administrator At least one of Canbeafocus, Canbearater, Canbeasuperv, Canbeafeedback, Canbeprojadmin The type of user being imported. These are the equivalent of the check boxes on the User creation page in the SHL On Demand system If you do not fill in all of these mandatory fields then you will receive an error message for that row (or candidate) and the user will not be imported and created. For some columns i.e. Changepassword you must provide a 1 or a 0 to signal to the SHL On Demand system what should be switched on or off for this user. Important: In most cases, you will want the users you import to be associated with a specific project. You must make sure that you add the correct ProjectID to each row in the spreadsheet. You can find the ProjectID on the Project Details page as shown below. SHL on Demand Application Guide A 5

6 Once all of your users details have been entered you should save the file as Unicode Text using your spreadsheet program s Save As facility. For Excel this is under the File option on the menu. Make sure you check the data you have input thoroughly, as this is what will be imported. If you make further changes to this spreadsheet and import it again, users will be duplicated in your project. A 6 SHL on Demand Application Guide

7 Stage two - uploading your user details Step 1: From the Users screen, in the options list click Import user details. Step 2: Step 3: Click on Browse to select the data file that you prepared in stage one. Click on Import user details to upload the file Step 4: The following message will appear on the screen informing you that the request to process your users has been accepted. SHL on Demand Application Guide A 7

8 Step 5: An will be sent to you as the person uploading the file to inform you of the outcome of the upload. For each Row the system will report in the whether processing has been successful or if there is a problem what that problem was. A text file with the details will also be attached. Note: it is quite usual to require more than one attempt before your file imports successfully when you first start using this capability. Error messages will be sent in the and A 8 SHL on Demand Application Guide

9 these will guide you on how to fix the problem in the file. For more information see the Updating Existing User Details It is also possible to use the Client Bulk User Upload capability to update information about existing users. In order to make changes, you should use the same steps as above to create the file. The most important field to get correct is the username since this determines which user will be updated. The can find the username by clicking on the user name in the project details page which will take you to the Candidate History page. You must also include a minimum of the user privilege field and the appropriate canbea fields otherwise the file upload will fail. Typical usage for the update capability is to make changes to multiple addresses or to candidate roles. Handling typical Errors section below. Step 6: Once you have received the indicating success, you must go to your project and click on the Confirm focus changes link to make the users active. Once you have done this, they will receive invitation s in the normal way. SHL on Demand Application Guide A 9

10 Updating Existing User Details It is also possible to use the Client Bulk User Upload capability to update information about existing users. In order to make changes, you should use the same steps as above to create the file. The most important field to get correct is the username since this determines which user will be updated. The can find the username by clicking on the user name in the project details page which will take you to the Candidate History page. A 10 SHL on Demand Application Guide

11 You must also include a minimum of the user privilege field and the appropriate canbea fields otherwise the file upload will fail. Typical usage for the update capability is to make changes to multiple addresses or to candidate roles. Handling typical Errors The most common error experienced during a bulk user upload is not having mandatory fields for each row. If this is the case, you will receive an error such as the following in your system . In this example, the value for the Surname field is missing. In order to rectify this type of error, you will need to update the upload text file in your spreadsheet program using the same steps described above. Important: If you have successfully imported some users from your spreadsheet but not others, you will need to remove them from the spreadsheet before you upload again otherwise they will be duplicated in the system. In the example below, the candidate role has not been provided in the spreadsheet. You need to enter a 1 in at least one of the fields which start with canbea.. SHL on Demand Application Guide A 11