The Data Import/Export Tool allows you to quickly and easily update job requirements and qualification instances on your employees' intelliHR profiles.
On occasion, you may need to amend the details or start and end dates of organisation wide job requirements or amend specific qualification instance data. In either case, the Update Job Requirements and Qualification Instances import allows you to bulk amend qualification data in the system.
This article will explain the most efficient way to bulk update employee job requirement and qualification records.
This article covers:
- How to use the Update Job Requirements and Qualification Instances Imports
- The most efficient way to update qualifications records
How to use the Update Job Requirements and Qualifications Instances Imports
Note: Although these are two separate imports the data required for both is largely the same. To recap the difference between Job Requirements and Qualification Instances see here.
How to use the Update Job Requirements Import
1. Navigate to Settings >> All Settings
2. Under Organisation click on Data Import / Export
3. To start a new import click Start an Import
4. Name your import with the details of data being inputted.
5. Press Upload
6. Select Upload Type (Update Job Requirements)
7. Click on the link to Help Guide: Update Job Requirements Import
8. Select Download Example to obtain the file that needs to be completed in order to update the training records
9. Refer to the Supported Columns section to review which fields are mandatory, and what is required under each column heading
10. Complete all required fields (only the job requirement ID is required).
11. Save the file as a CSV
12. Drag and drop the saved CSV into the file area
13. Click Next >> Confirm
If there are any errors with the data uploaded you will be notified and unable to start processing the import until the errors are resolved
14. Begin import by selecting Start Processing
15. Confirm
How to use the Update Qualifications Instances Import
1. Navigate to Settings >> All Settings
2. Under Organisation click on Data Import / Export
3. To start a new import click Start an Import
4. Name your import with the details of data being inputted.
5. Press Upload
6. Select Upload Type (Update Qualification Instances)
7. Click on the link to Help Guide: Update Qualification Instances Import
8. Select Download Example to obtain the file that needs to be completed in order to update the training records
9. Refer to the Supported Columns section to review which fields are mandatory, and what is required under each column heading
10. Complete all required fields (only the qualification ID is required).
11. Save the file as a CSV
12. Drag and drop the saved CSV into the file area
13. Click Next >> Confirm
If there are any errors with the data uploaded you will be notified and unable to start processing the import until the errors are resolved
14. Begin import by selecting Start Processing
15. Confirm
The most efficient way to bulk update qualification records
When updating qualification records on your intelliHR platform you must provide the Qualification ID in order for the platform to know which Job Requirement/Qualification Instances to update; in fact, the Qualification id is the only required column on the Update Qualifications Instances import file. The steps below explain how to quickly retrieve the Qualification ID for all your job requirements and qualification instances records and use this to populate your import file.
1. Navigate to Settings >> All Settings
2. Under Organisation click on Data Import / Export
3. Select Export in the top-right
4. Select Job Requirements/Qualification Instances (depending on which update you wish to complete from the above) from the export list
5. Export
6. Filter the export to identify only the qualifications you wish to amend e.g. only the library item column where the value is Blue Card
7. Return to Settings >> All Settings >> Organisation >> Data Import / Export
8. Select Start an Import
9. Complete steps 4 - 14 from the information in the section above.