For this lesson, we are going to show you how to import your job descriptions into the JDX system. To do this we need to start off with an import template. We have provided one for you just underneath this video to download and use. (Available to download by clicking HERE). Let's take a look as to what is in this template. As you can see, we have broken this up into different section. First, we have the Job Information section, our User-Defined section, Summary, Essential Functions, Qualifications and Compensation.
In the job information you will find the job description name which must be unique as well as the Job Code, Alternate Title, your Job Family and Sub Family, Locations, EEO Code, Category and Job Level. Keep in mind that all that is required for importing your job data is the job code and the unique job description name. If you have nothing additional to import, just leave the unneeded columns blank (do not delete them).
Text for the job overview would be entered in the Summary column. Moving on to Essential Functions, here you will find the essential functions are broken up with a pipe delimited column and rows broken up with a line break.
As you can see, the first part of this is your information that you type in and the second part after the pipe is the next column.
For our best practice layout, we use percentages of time. For each row you will need to enter a line break. You can do this by hitting Alt+ Enter in Excel. If you have additional responsibilities, put those in the next column followed by a line break for each row. We do the same thing with Qualifications. In your Education block, you need to have your degree and let me point out that if this information is part of a choice list, you need to make sure that the information in the Excel matches the value in the choice list. Type in a text field whether this is required or preferred and either leave blank or enter “and” or “or” for the fourth column. Make sure to put a pipe delimited between each one even if a column is blank. Do the same thing with the Work Experience block, Skills block and Licensing and Certification block.
Here you can see an example of where we did not use the text field to enter information. To show this we have two pipes side by side.
Once you have entered in your information, make sure you save and then close the Excel file to be able to import it. Now let's import the template. We do this by going to the Import Dashboard.
The import type you’ll need to use is Import Primary Job Description Fields from Excel. The next step is to select Import Jobs, the Import Profile Name to use in this instance is PipeMasterImportTemplate. Once you’ve made these selections, you will need to upload the Excel file.
Click on Upload Excel File, Browse, Add, Browse again and select the file from your computer.
Once you have selected the file, click OK..
The file will be highlighted in red text because this file is already in the system, which is the desired outcome. (If you’ve given your file a different name--e.g., you added a date extension to the file name--it will not appear in red, as this will be a brand new file added to the system.)
Since we have updated this information, check the box and then Import Checked Files.
You can see the one file was uploaded and one file was imported into the system. You can now Close the Upload Tool.
You can run a Preview Import to see what would happen if this information was imported into the system.
Once it is complete, click okay and then you can View Results..
Scroll all the way to the right sign to view the message section. As you can see, this file was run in preview mode, so no updates were applied; but we can expect to see “add a new job description” record was updated successfully.
You can also Download this file to keep a record of the imports that you run.
Since this imported correctly, it is safe to run the import.
When complete, click OK and again you can view the results. Scroll all the way to the right side, and you can see that the new job description was in the record was updated successfully.
To view the job description in the system, go to Job Management from your home page.
Close out the Recently Viewed filter, and search for the Training Specialist.
You can out double click or click on the edit icon. It appears that the job was imported successfully, and you can now go through the tabs to make sure the information is correct.
If you need to make any changes, click on Edit, but first check to see whether all of the information has been imported. You can see the Essential Functions and Percentage of Time.
We did not add any additional responsibilities. Qualifications are imported successfully and the compensation data has imported as well. You can now close the document and you have run your import.
The import has run successfully.
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