⚠️ WARNING: Use of the Data Import Tool is done entirely at the client's risk. We cannot accept any liability for any direct or consequential costs or damages incurred from the use of this tool. Any work carried out by Access in order to resolve issues arising from its use is liable to be chargeable by our Professional Services Team.
General:
Imports 1000 rows in one go - that's the maximum but nothing stopping multiple spreadsheets being used
File type limited as per instructions - there will be 2 templates - one for applicants and one for clients/client contacts
Mandatory fields - there are mandatory fields - (see below) - e.g. must provide a surname and a sector for an applicant
Updates source field in Access Recruitment CRM to: "Data import" - so you can tell where the record came from (users can change afterwards)
You can't physically be in the import file when you import it - will error on screen
If rows are in error, will create a file with a list of rows and why they couldn't be uploaded - this can then be corrected and re-imported
⚠️ Important: At the moment there is no duplicate checking - in the file itself or against any record in Access Recruitment CRM.
Details
It lets users create applicant, client and client contact records in bulk
It’s feature toggled (off by default)
Navigation: Options > Manager > General
Users must use the templates provided on step 1 of the tool
The imported file must be either CSV, XLS or XLSX
Max. 1000 rows per upload
If additional data is added to the file, i.e. new columns not in the original template, import will fail
Mandatory fields must be completed, otherwise that row will be discarded:
Mandatory fields – applicant: Forename, surname, building, street, city, county, postcode, email, sector
Mandatory fields – client: Client name, building, street, city, county, postcode, sector
Mandatory fields – client contact: Forename, surname, email, sector, contact type
Validation must pass, otherwise that row will be discarded – this includes:
Character limits (see below)
Valid values e.g. numbers, not text, in a phone number column etc (although ‘+’ in the phone is fine e.g. +447801234567)
‘Sector’ and ‘Contact Type’ values must exactly match values already in the database
No de-duplication
If a file contains multiple rows of the exactly same values, it will still create multiple records
If a file contains a row/rows that exactly match a record already in RCRM, it will still create a new record
The client & client contact file is split in two
If you only want to create client records, leaving the client contact columns blank is fine
If you only want to create client contact records, you will need to populate the corresponding client columns - but please note you should only create 1 contact per client - otherwise you will end up with multiple duplicate clients, each with only one contact record.
Any failed rows will be presented to the user in a downloadable CSV on step 3, with reasons explaining why that row failed available in the CSV
Successfully created records will automatically have a ‘source’ value set as “Data Import Tool” (helpful to find the records created)
Character limits:
Forename, surname: 100
Building, street, district: 100
City: 100
County: 255
Postcode: 50
Country: 155
Email, phone: 150
Sector: 50