Thanks to our import module, it’s easier than ever to integrate your Companies and CRM Contacts, Candidates, Resources, Opportunities, and Actions into Boond.
Here is a tutorial to guide you in formatting your import files and integrating your data.
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PART 1: Format your data for import
Warning
The import module is designed to import data as creation and will not update already existing records.
The steps below only concern the integration of new data: if you try to import records that already exist, the module will create new records (potentially causing duplicates).
To format your data and obtain a file ready for import, we recommend first using the CSV format, which is very easy to open and manipulate in Excel. Ideally, files should be encoded in UTF-8 to support all accented letters and special characters.
Tip
In Excel, when you use the "Save As..." menu, you can directly choose the correct format, named "CSV UTF-8 (comma delimited)".
We offer template files for each type of import, which you can find using the link below:
To fill out these files, here are some tips to keep in mind for a perfect import:
Date fields are in DD/MM/YYYY format by default
Text fields such as Last Name, First Name, titles, comments, etc. do not require any special format.
Some fields (Comments, Competence, etc.) can contain multiple lines, and line breaks will be respected during import.
Standardized fields linked to your configuration must exactly match the label configured in Boond.
Example
For the States of CRM records, if you have created a State "VIP Client" the label must be used as is on the relevant lines, respecting especially capitalization and accents.
When you want to enter multiple values in the same field, for example in a selector where you can check several lines such as the Activity areas of Candidate and Resource records, you can write the values one after the other, simply separated by commas but always respecting the exact label in your configuration.
Ex: "Developer, Project Manager, Java"
When you want to assign records to different Managers of your BoondManager account, or to a certain Legal Agency, a Business unit or a certain Pole, you must indicate their ID in the relevant column.
Where to find the ID?
The ID is always found at the bottom left of the configuration page of the record: for Managers, the ID is in Administration > Managers/Roles > Open the manager record concerned and look at the very bottom left. You’ll find an ID like COMP1, then you only need to copy the number "1" into the "Main manager" column of the import file.
For competence of Candidates and Resources, it is sometimes necessary to add an assessment next to a competence. This is the case for the Tools field in the TD for example, where you must write the tool and its assessment as follows: "Tool:Assessment".
If there are several, separate them with commas: "Tool1:Assessment1, Tool2:Assessment2".
Ex: "Python:4, Jenkins:3"
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PART 2: Import the files
Once your files are ready for import, go to Administration > Import your data (link at the bottom left)
The first step is to select the type of data you want to import, and upload your file.
Importing attached resumes
To import resumes attached to your candidate and/or resource records, refer to the FAQs below.
2. Once the file is uploaded, a new step appears automatically.
Here, you first specify the file format, but don’t worry: if you followed Part 1, you don’t need to modify this section!
3. In the section below, a table is displayed with your Excel table topped with column headers to choose. This table allows you to associate (or "map") the columns of the Excel file with the fields available in Boond.
Tip
Normally, if you used our template files, all columns are recognized. If not, unrecognized columns appear in red and you can then choose in the selector which Boond field the column corresponds to.
4. Finally, at the bottom of the page, the tool displays the fields that are not properly recognized, seem incorrect, or simply differ from your custom configuration in Boond.
You can directly correct the values there, and even choose which value to fill in when there is no information ("Empty values", see FAQ).
Important
Before importing the data, and to keep all the adjustments you made during this step, we recommend downloading the "final version" file by clicking the Download CSV button as shown below:
5. Once everything is ready to be integrated into Boond, go back to the top right of the page, inhale, exhale, and finally click Import!
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PART 3: Check imported data
It’s important to ensure the integrity of the data you just imported, to immediately identify any issues and correct them before these records are used. We therefore recommend a few effective ways to check that an import went well:
Make sure there are no errors
When the import starts, a blue notification appears at the bottom right of your screen to confirm that the import process has begun.
When the import ends, a notification also appears in the same place.
If it’s green, no errors were detected during the import and everything went well.
If it’s red, at least one error was detected and you must check the data that was imported.
Randomly check a sample of records
Whether an error was detected or not, it’s recommended to randomly pick several imported records and check that all the information from the import file is present: content, assignment to managers, selectors properly filled, etc.
To do this, you can use the "Period" filter in each search list to filter by creation date and thus limit the list to records created by the import.
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F.A.Q.
An error message appeared but I don’t know where the problem is, what should I do?
You can send us the file for review, by writing to [email protected]
The data I imported isn’t suitable, how can I undo it?
You can filter the relevant search list (candidate list, for example) by creation date, and indicate the date of the import. Then proceed to delete, either only the relevant records or in bulk if the entire import isn’t suitable.
However, be careful: if records were manually created on the same day as the import, you must uncheck them to avoid deleting them by mistake.
How do I import resumes attached to my candidate or resource records?
Resumes must be in PDF or Word format to be usable in Boond
Gather the resume files in a ZIP archive
The file must be visible to the import server: therefore, place it on a drive or share that allows external access (a "Public" share during the import, which can be disabled afterwards)
Finally, for each candidate or resource record, indicate the resume file name in the appropriate column, specifying the extension.
If your ZIP archive contains a folder structure, file names must be written as "folder/file.extension"
Ex: "MyResume.docx", or "MyFolder/MyResume.docx" in case of folder structure
Pay attention to your Zip encoding
We have found that some ZIP files have encoding that prevents our system from correctly reading the names of the different files. Before launching your full import, we invite you to test with a sample of resumes, some containing special characters (accents, symbols, ...) in the name/path to see if they are properly imported. If not, you’ll need to try compressing your folder with another encoding, but don’t hesitate to contact our support for more information/assistance on this topic.
I want to assign my imported actions to a specific CRM contact, how do I do it?
You must use the Parent record column and indicate the ID of the relevant contact.
To find this ID, go to CRM / Contacts and click on the record of the desired contact. At the bottom left of the record, you’ll see its ID as shown below:
Then copy the number into the Parent record column to assign the action to this contact.
Can I import other attachments besides resumes?
This is not currently supported, so you’ll need to add them after the import during the data review phase.