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CV Import Guide

This guide explains the methods for getting candidate CVs into the Influence database. there are several methods for doing this, and each method is explained below: 

The four options are :-

- Import a single CV
-
 Import candidate names/addresses from an Excel Sheet
- Import multiple CVs from a folder
- Import multiple CVs from a mailbox (email folder)

 (Click to view the relevant section)



1) Importing a Single CV/Candidate

The 'normal' method for importing a candidate is to Drag/Drop a CV onto the [Candidates] workbench of your Influence Professional Database. As soon as you drag a *.doc, *.pdf, *.txt or *.rtf file onto the system, Influence will open a new candidate record, parse the CV for skills, and attempt to extract the name, address and email from the document.

Once the CV has finished processing users can manually edit or amend any of the details of the newly created candidate record, then press [OK] to store these.



Note: The CV document which was dragged/dropped into the system will be stored on the [Docs] tab of the candidate record which will show the Date/time that the CV was updated (i.e. dragged into the system)


If the CV is subsequently updated by dragging/dropping a new document onto the [CV&Skills] tab of the candidate record, then the system will:

- Update the text seen on the CV&Skills tab.

- Replace the 'CV' on the DOCS tab and move old copies out of the way.

- Record the date of the update on the transaction log.      (See below)





2) Importing a Batch of Candidate Names & Addresses from Excel

It is possible to create candidates from an excel spreadsheet containing names, addresses and telephone numbers. 

Whilst the candidates will not have any CV documents stored it is often useful for importing lists of people who you may then contact to obtain CVs and update accordingly.


To import candidates from Excel follow the process below:

- Login as the ADM (admin) user, or a user with suitable access

- Go to Maintenance > Tools > Candidate import from MS Excel.

The screen shows some instructions and a list of the columns of information you can import. 



Tip: If you click the [New] button the system will open an excel sheet with the correct column headings which you can populate with your data. You can delete any heading you do not wish to use, but do not change them.

Once you have completed the spreadsheet make sure it is saved as Excel 97-2003 Workbook (*.xls)


- Click [Next]

- Drag/Drop the excel sheet containing your data onto the screen.


The system will check the sheet to make sure it is the correct format.
- If all is well then press 
[OK] to import the candidate records into the database, then [Cancel] when completed. 

 




3) Importing a Batch of Candidate CVs from a Folder

It is common for users to have a folder full of CVs stored as *.doc or *.pdf files. It is possible to get the Influence Professional database to import these into the system, save the CVs and create candidate records.
(See full guide HERE )

 In essence:
i) Choose Maintenance > Tools > Import Candidates
ii) When prompted, select a folder containing the CVs, by entering the path or using [...] to browse to the folder.
iii) Set any of the other parameters (eg STATUS, ENQ. Source, Owner) then press [OK]

The system will then copy the CVs to a temporary folder on the server, process the CVs and produce a 'preview' list.
Pressing [Import] at the stage will then create the candidate records in the database. 

 




4) Importing a Batch of Candidate CVs from a Mailbox (email Folder)


You can import multiple CVs from an email folder in order to create candidate records.

Step 1

Go to [Toolbox] and choose Mailbox CV Tool

Either Drag/Drop some emails with CVs <OR> Explore to the relevant folder and click [GO]


Step 2

The system will pre-process the emails to work out which ones have an attachment that might be a CV.  The system will place a TICK next to the items it will try to process as CVs - if there are any other items you want to treat as a CV then you should tick it manually.

Tip: You can tick ALL items by clicking on the Column heading labelled CV?


Step3

Click [Refresh] at the bottom right to begin the import process. The system will ask if you wish to proceed and will then process each of the attachments and attempt to read information to create a candidate.

This step may take some time. Please be patient.


Step 4

Once all the attachments have been processed, the system will display a grid showing what it has been able to parse out of each CV.

- Any records which will be imported will show a Tick in the column at the left.

- Any records where the system believes that the candidate already exists will be Un-Ticked. There will be one (or more) small purple icons below showing the reference number of the Existing Candidate. You can open the existing candidate record by clicking on the icon.


In the case of the un-ticked items the system believes it is a duplicate and no new candidate record will be created. You can force the system to create a new candidate by placing a tick next to that item.

To import the chosen information simply click [Import]


OPTIONS

If the system has spotted a duplicate candidate the system can operate in two different modes.  The system parameter RECE,Flag(10) controls how the system behaves;



If RECE,Flag(10) is not set then the un-ticked CV will be ignored and no new candidate will be created.

If RECE,Flag(10) is set, then the un-ticked CV will not create a new candidate, but it will update the existing candidate record.


i) The text on the [CV&SKILLS] tab of the existing candidate will be updated with the content of the newly imported CV, and any additional skills will be added.

ii) A new folder will be created on the [DOCS] tab of the existing candidate called - Dups Any documents which the system has treated as a 'Duplicate CV' during the import process will be stored here.


Example

In the example below the system has spotted that the imported CV for Dave Driver appears to be a duplicate of an existing candidate.


Clicking [Import] will process the information, which (in this case) will be used to update the existing record [Ref: 32003732 ]

Having processed the information the system will show a green SYNC symbol.


i) The system will update the text on the [CV & Skills Tab]  (See below)


ii) The [Docs] tab of the candidate will store the imported CV in a folder called 'Dups'


If you want it is possible to set one of these duplicate CVs to be the 'Original' CV - see our article for more information. Duplicate CV as Original CV 





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  1. Graeme Orchard

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