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Importing Data from XLS / CSV / MDB in PCRecruiter Web Version

The following procedure is used for importing data from Comma Separated Values (.csv) or Microsoft Access Database (.mdb) files into the PCRecruiter Web application. If your data is in Excel (.xls) format, open the file and use the "Save As" option from the File menu to save the data in CSV (Comma Delimited) format. The import utility will allow you to add a group of records to your database and places them all on a Rollup list at the time of import.

NOTE: We HIGHLY recommend that you import your data into a BLANK database first, and then use the 'Utilities' button in the Rollup List screen to copy the verified data into your working database. The Import utilities in PCRecruiter DO NOT check for duplicate records, whereas copying from one database to another via the Rollup > Copy feature will. If you need to have a new database created for your PCRecruiter account, contact your administrator or Main Sequence Technologies for assistance.

There are two types of records that you can import into PCRecruiter Web using the Generic File Mapper: Company and Name Records. Position records cannot currently be imported using the Generic Import. Data files up to 15MB in size can be imported. You may want to zip the file, or break the file into smaller pieces before importing. Contact your Main Sequence Technologies representative to arrange for a larger data import.

Before you begin importing records into PCRecruiter, you'll need to know what record type(s) are in the file you wish to import.

  1. Create a blank Rollup List
  2. Open the "Rollup" area from the main menu in PCRecruiter.
  3. Select the blank list that you plan to import data with.
  4. Select the record type that you plan to import:
    • If you wish to import Company data from your file, select the 'Company' record type and then select 'Go' to open the list.
    • If you wish to import Name data from your file, select the 'Name' record type and then select 'Go' to open the list. All Names will be imported into your "Default Company" record in the database. Be sure that you only have one Default Company in the database - if you have multiples, there is no sure way to know which record the names will end up under.
    • If the data file contains both Company and Name records and you wish to import both, you'll need to import the Company Records first and then repeat the import process on the same data file and Rollup to get the Name Records to the same rollup list. When importing the Names make sure to map the column containing Company Name to the #Company Name field in the field definitions. This will allow the program to link the incoming names to the appropriate companies
  5. You are now looking at a blank Rollup list.
  6. Click the gray "Utilities" button.
  7. Select "Import Data". If you do not see an "Import Data" option, you do not have permission to import records to this database. Generally, only administrators may perform mass imports/exports of data.
  8. Click on "Generic File Mapper/Importer"
  9. Browse to the file that you wish to import and select it.
    • Select whether you want the program to complete empty zip or city/state info. If the city and state are empty, the zipcode will be filled in, and vice versa.
    • Specify whether the first row of data contains the column headers.
    • Specify the content of the file - comma, tab, or pipe delimited. Pipe delimited is recommended if possible, as data cells may contain tabs or commas that can be interpreted as the start of a new cell during import.
  10. Click "Upload"
  11. After the file has been uploaded, you will see the "Generic Company Mapper Import" or the "Generic Name Mapper Import" dependent on the Rollup record type you have selected.
  12. The top portion of the window will display the available PCRecruiter fields to which you can import data. The bottom portion of the window will display a preview of the file you have uploaded.
  13. In the file preview area, you will see the first few records from the file you are importing. Each column will have a heading by which you can determine where your data will map to the PCRecruiter fields. Please note that there is currently no method for saving these mapping options - if you have multiple files to import, you will need to map the data fields over for each file.
  14. Hover your mouse over the first column heading you wish to map so that your cursor will change from an arrow to a hand.
  15. Left-click and drag the column heading into the empty box next to the PCRecruiter field that you want to use as the target.
    • You MUST map one field to the Primary Key - this may simply be a field with sequential numbers representing each row.
    • If you are importing Name records, you MUST map First and Last Name, or map a Full Name to the First Name field, leaving the Last Name blank - PCRecruiter will split the name into first and last for you..
    • If you are importing Company records, you MUST map Company Name.
    • If you wish to import data to Custom fields (up to 10), the Column Header in the data file MUST exactly match the name of an existing Custom field in PCRecruiter.
    • If you are importing Names and Companies from the same file, import the companies first, and then import the names, using the #Company Name field to link the names to the correct company records.
  16. Continue dragging your column headings to the PCRecruiter fields until you have mapped all desired fields.
  17. When you are finished, click "Begin Import" at the upper left.
  18. Once the Import is complete, close the Import window and navigate back to the Rollup list. You may need to refresh the screen to see the records which you just imported. If the data did not import as expected, click "Select Set" and use the "Delete from Database" option under 'Utilities' to clear them out of the database.




This document is provided for information only. The information contained in this document is the position of Main Sequence Technologies as of the date of publication. This information is not a promise or guarantee nor is the accuracy of any information generated after this item is published guaranteed.

This document is provided AS IS without warranty of any kind, express or implied, including but not limited to merchant ability, fitness for a particular purpose, and freedom from infringement.