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Bulk Import Functionality: Jobs, Placements, and Companies

Updated
Note: The Company import is not released yet. Job and Placement imports are live.

The Bulk Import feature allows staffing companies to efficiently import large volumes of job, placement, and company data directly into the Avionte BOLD system. This powerful functionality eliminates manual data entry, saving time and reducing errors while supporting business growth and operational efficiency.

The Bulk Import functionality addresses several common scenarios for staffing companies:

  • Expanding to new regions: Quickly import and consolidate job data from multiple spreadsheets into a single ATS
  • Entering new industries: Rapidly import job orders to support growth in new verticals
  • Merging after acquisitions: Seamlessly import acquired job, placement, and company data into a unified system
  • Managing large job orders: Easily import multiple job orders received from major retailers in Excel format


Key Features:

Field Mapping Capabilities

  • Map data fields from imported CSV files to corresponding fields in the BOLD system
  • Flexible mapping options to accommodate various job and placement data formats

Comprehensive Error Handling & Validation

  • Real-time data validation to identify and minimize import errors
  • Detailed error reporting to help users quickly troubleshoot issues
  • Ability to resolve and correct data directly from the import screen without re-importing files

Traceability and Audit Trail

  • Complete tracking of who performed imports and when
  • Detailed logs of all changes made during the import process
  • Enhanced accountability and transparency throughout the data management workflow

Chapters:


User Settings

  1. Click the Account & Settings icon and select User Accounts
  2. Locate the user who needs import permissions and click Edit Access
  3. Under the Data Import section, enable the appropriate permissions:
    • Import From File - Allows User access to import files
    • File Import Edit - Allows User ability to edit data
    • File Import Mapping Admin  - Allows User to Create and Edit File Import Mapping
  4. Click Save to apply the permission changes

 

New Import - Jobs

  1. Navigate to the Import section of the header menu and select New Import
  2. Select the Jobs import type and click Next

    import_1.png

  3. Upload your Jobs CSV file by clicking Click to upload or dragging and dropping your file
    • Jobs Template




      Required Fields Description Additional Fields Description
      Available Positions # of Available Positions Custom Job ID  
      Company ID If Company ID is included, Company Name is not required End Date If entered End date must be after start date
      Company Name If Company ID is not included, Company Name is required Job Owner Email Will validate if email is a valid HCM user email
      Company Department Office associated to the company Overtime System options: Straight Time, Paid and Billed, Paid not Billed
      Hiring Manager First Name Matches first and last name to a contact within the company Rate Type Hourly or Daily - if left blank and a value has been set on the customer for default, it will honor the default
      Hiring Manager Last Name See above Sales Rep Email  
      Job Status Specific to each build.  Under Table Editor | Job Statuses (Customizable) Week Duration System options: Monday-Sunday, Sunday - Saturday, Saturday - Friday
      Job Title The title of the position Worksite Street 2  
      Job Type Specific to each build.  Under Table Editor | Job Types (Customizable)    
      Start Date Must be before end date if there is an end date on the file
      Target Bill Rate  
      Target Pay Rate  
      Worksite Country  
      Worksite State/Province  
      Worksite City  
      Worksite Street 1  
      WC Code  
      Job Branch  

      Note: Geocode is not automatically populated on a Job Import.
  4. Select Create New Mapping



  5. Map your CSV columns to BOLD fields using the field mapping tool:
    • Required fields are marked with (Required). 
    • Mapping Name is also Required
    • Use the dropdown menus to match your data columns with BOLD fields
    • The Required toggle is not available for BOLD required fields.
    • When an Optional field is toggled as Required, the system will validate that data exists for that field during the validation process.

      mapping1.png

  6. Click Validate & Save to check for any errors or inconsistencies
  7. Address any validation errors displayed in the error report. The Data Validation screen will only display rows that have errors.

    • Remove the data (if not required), or exclude the entire row by selecting the 'Remove' checkbox.



    • Review the detailed error messages
    • Corrections can be made directly in the import interface, or by fixing the data in the source/file and reimporting
    • Re-validate to ensure all issues are resolved

  8. Click Import to complete the process once validation is successful


Saved Import Mapping - Jobs

  1. Navigate to the Import section of the header menu and select New Import
  2. Select the Jobs import type and click Next

    import_1.png
  3. Upload your Jobs CSV file by clicking Click to upload or dragging and dropping your file
  4. Select a File Mapping from the dropdown and click Validate
  5. If there are no errors with the File Mapping, a Data Validation Successful message will appear
  6. Click the Process Import button to complete the Jobs Import.
  7. If errors are found in the Data Validation of the File Mapping - see Steps 7-8 of the New Import Jobs process.

 

New Import - Placements

  1. Navigate to the Import section of the header menu and select New Import
  2. Select the Placements import type and click Next

    import_2.png

  3. Upload your Placements CSV file by clicking Click to upload or dragging and dropping your file
    • Placements Template



      Required Fields Description Additional Fields Description
      Job ID BOLD Job ID Employment Type Specific to each build.  Under Table Editor | Employment Types (Customizable)
      Placement Office Valid Office (Branch) End Date  
      Start Date   End Reason Specific to each build.  Under Table Editor | Job End Reasons (Customizable)
      Talent ID BOLD Talent ID Hire Date  
      Reg Bill Rate   DT Bill Rate  
      Reg Pay Rate   DT Pay Rate  
          OT Bill Rate  
      OT Pay Rate  
         


  4. Select Create New Mapping
  5. Map your CSV columns to BOLD fields using the field mapping tool:
    • Required fields are marked with (Required)
    • Mapping Name is also Required
    • Use the dropdown menus to match your data columns with BOLD fields
    • The Required toggle is not available for BOLD required fields.
    • When an Optional field is toggled as Required, the system will validate that data exists for that field during the validation process.

      mapping2.png
  6. Click Validate & Save to check for any errors or inconsistencies
  7. Address any validation errors displayed in the error report. The Data Validation screen will only display rows that have errors.

    • Remove the data (if not required), or exclude the entire row by selecting the 'Remove' checkbox.



      • Review the detailed error messages
      • Make corrections directly in the import interface
      • Re-validate to ensure all issues are resolved

  8. Click Import to complete the process once validation is successful



Saved Import Mapping - Placements

  1. Navigate to the Import section of the header menu and select New Import
  2. Select the Placements import type and click Next

    import_2.png

  3. Upload your Jobs CSV file by clicking Click to upload or dragging and dropping your file
  4. Select a File Mapping from the dropdown and click Validate
  5. If there are no errors with the File Mapping, a Data Validation Successful message will appear
  6. Click the Process Import button to complete the Placements Import.
  7. If errors are found in the Data Validation of the File Mapping - see Steps 7-8 of the New Import Placements process.

 

New Import - Companies

  1. Navigate to the Import section of the header menu and select New Import
  2. Select the Companies import type and click Next

    import_3.png

  3. Upload your Jobs CSV file by clicking Click to upload or dragging and dropping your file
    • Companies Template

      import_4.png


      Required Fields Description Additional Fields Description
      Company Name   Address 1  
      Home Office Home Office is the Office the Company should be placed under Address 2  
      Country Import recognizes US and United States of America and CA or Canada City  
      State/Province If Country is not recognized, it will not recognize the state properly Zip/Postal Code  
      Company Rep Email Valid HCM user email Main Phone  
      Default Job Owner Email Valid HCM user email Company Industry Specific to each build. Under Table Editor | Industry Experience
          Company Source Specific to each build. Under Table Editor | Applicant Source
          Status Specific to each build. Under Table Editor | Company Statuses
          Website  
  4. Select Create New Mapping

    import_5.png

  5. Map your CSV columns to BOLD fields using the field mapping tool:
    • Required fields are marked with (Required). 
    • Mapping Name is also Required
    • Use the dropdown menus to match your data columns with BOLD fields
    • The Required toggle is not available for BOLD required fields.
    • When an Optional field is toggled as Required, the system will validate that data exists for that field during the validation process.

      import_6.png

  6. Click Validate & Save to check for any errors or inconsistencies
  7. Address any validation errors displayed in the error report. The Data Validation screen will only display rows that have errors.

    • Remove the data (if not required), or exclude the entire row by selecting the 'Remove' checkbox.

      import_7.png

    • Review the detailed error messages
    • Corrections can be made directly in the import interface, or by fixing the data in the source/file and reimporting
    • Re-validate to ensure all issues are resolved

  8. Click Import to complete the process once validation is successful


Saved Import Mapping - Companies

  1. Navigate to the Import section of the header menu and select New Import
  2. Select the Jobs import type and click Next

    import_3.png
  3. Upload your Companies CSV file by clicking Click to upload or dragging and dropping your file
  4. Select a File Mapping from the dropdown and click Validate

    import_8.png
  5. If there are no errors with the File Mapping, a Data Validation Successful message will appear
  6. Click the Process Import button to complete the Jobs Import.
  7. If errors are found in the Data Validation of the File Mapping - see Steps 7-8 of the New Import Jobs process.

View Imports

  1. Access View Imports from the Import section of the header menu



  2. Review a comprehensive list of all imports performed, including:
    • Import ID
    • Imported File (File Name)
    • Import Mapping (Mapping Name)
    • Import Status (Imported, Import Failed, Import In Progress)
    • Imported By (Import User)
    • Type of Import (Job, Placement, or Company)
    • Date of Import
    • Actions (Import Audit, Download CSV)

Import Audit

  1. Click the Import Audit icon under View Imports > Actions



  2. View a detailed audit trail of all import activities including:
    • Who performed each import
    • When the import was executed
    • What changes were made to data during import
    • Any corrections applied during validation

 

Import Export

1. Click the Export icon under View Imports > Actions

downloadfile.png

Data that was imported is available to download locally for 90 days.  


Manage Import Mappings

  1. Access Manage Import Mappings from the Import section. From User Settings, File Import Mapping Admin is required to see this.



  2. View all previously saved field mappings
    • Mapping Name
    • Type of Import
    • Created By
    • Created Date
    • Last Used Date
    • Last Edited By
    • Last Edited Date
    • Actions (Edit Mapping, Import Mapping Audit, Delete Mapping)

      editmapping.png
  3. To edit an existing mapping:
    • Navigate to the Import section of the header menu and select New Import.
      This can also be done by navigating to Manage Import Mappings.
    • Select the Jobs, Placements, or Companies import type and click Next

      import_1.png

    • Upload your CSV file by clicking Click to upload or dragging and dropping your file
    • Select the Mapping File from the Dropdown and Click Edit Mapping



  4. To delete a mapping that is no longer needed:
    • Access Manage Import Mappings from the Import section



    • Click the Trash can icon under Actions
      deletemappings.png


Import Mapping Audit

  1. Click the Import Audit icon under Manage Import Mappings > Actions

    auditmappings.png

  2. View a detailed audit trail of all import activities including:
    • Who edited the Import Mapping
    • When the Import Mapping was Last Used/Edited
    • What field changes were made to the Import Mapping

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