Application Management – Bulk Creating of Application Stub Record or Enhanced Application

 

Introduction

It is possible to bulk add new applicants at stub record level or enhanced application within Bud, by supporting a CSV file of records to be updated. This is helpful if you have a number of records you wish to add or update and don’t wish to update each record individually.

Please note bulk upload is only available for new applicants and not transfer applicants or re-start applicants. 

This article provides guidance and support in using this functionality as there are some key tips on how to create the data correctly and ensure a successful bulk upload.

User Roles

  • General Admin
  • Ops Manager
  • Sales

How to: Bulk Creating of Application Stub Record or Enhanced Application

  • From the Admin menu you will see the Bulk Uploads option, which will take you to the options available based on user type.
  • From the menu structure, you can select ‘Application’ which will present the bulk upload options available for Application – the basic or enhanced level.
  • Select the upload option to be used
  • You will be presented with a screen to upload your file, which will then be validated. If any of the contents are invalid, then you will not be able to proceed. An error message will be displayed indicating which fields are invalid. These errors will need to be resolved before you are able to proceed.
  • Once any errors have been resolved, then you’ll receive confirmation of which records are going to be added or updated for a final check. If you are happy, then you can proceed, and the records will be added or updated in Bud.

Please note a template of the CSV can be found below. 

Data Formatting – Create a basic application

Data will need to be supplied via a CSV file which contains the following column headers:

  • Application ID – A unique identifier for the application (optional)
  • First name - The first name of the applicant
  • Middles names – The middle names of the applicant (optional)
  • Last name – The last name of the applicant
  • Email address – The email address of the applicant
  • Mobile – The mobile number of the applicant, format +44xxxxxxxxxx/0xxxxxxxxxx (optional)
  • Employer Contact ID – The unique identifier for the employer contact. (this is the number seen at the end of the URL when in the relevant employer contact): 

employer contact GUID v1.png

  • Invite Applicant – The option to send an invite to Bud to the applicant – Use ‘1’ for Yes or ‘0’ for No
  • Lead Generator ID – The ID of the person that has generated the applicant lead (optional)

Data Formatting – Create an enhanced application

Data will need to be supplied via a CSV file which contains the following column headers:

  • Title – The title of the applicant- you can use the title or the associated number
    • 0 - Mr
    • 1 - Mrs
    • 2 - Miss
    • 3 - Ms
    • 4 - Dr
    • 5 - Rev
    • 6 - Hon
    • 7 - Professor
    • 8 - Other
  • First name – The first name of the applicant
  • Last name – The last name of the applicant
  • Middle names – The middle names of the applicant (optional)
  • Email address – The email address of the applicant
  • Mobile – The mobile number of the applicant, format +44xxxxxxxxxx/0xxxxxxxxxx (optional)
  • Date of Birth – The date of birth of the applicant in format dd/mm/yyyy
  • Gender – The birth gender of the applicant – You can use the gender name or associated numeric value: 
    • 0 -  Female
    • 1 - Male
  • Employer contact ID – The unique identifier for the employer contact (this is the number seen at the end of the URL when in the relevant employer contact): 

employer_contact_id.PNG

  • Sector ID – The sector that the applicant will be working in (optional)
  • Invite applicant – The option to send an invite to Bud to the applicant –Use 1 for Yes or0 for No
  • Lead generator ID –The ID of the person that has generated the applicant lead (optional)
  • Address line 1 – The first line of the address
  • Address line 2 – The second line of the address (optional)
  • Address line 3 – The third line of the address (optional)
  • Address post code – The postcode for the address
  • Post Town – The town of the applicant's address (optional)
  • Ethnicity – The ethnic origins of the applicant – please use the associated number in the data file (optional)
    • 1 - English/Welsh/Scottish/Northern Ireland/British
    • 2 - Irish
    • 3 - Gypsy or Irish Traveller
    • 4 - Any other white background
    • 5 - White and black Caribbean
    • 6 - White and black African
    • 7 - White and Asian
    • 8 - Any other mixed/multiple ethnic background
    • 9 - Indian
    • 10 - Pakistani
    • 11 - Bangladeshi
    • 12 - Chinese
    • 13 - Any other Asian background
    • 14 - African
    • 15 - Caribbean
    • 16 - Any other Black/Caribbean/Asian background
    • 17 - Arab
    • 18 - Any other ethnic group
    • 19 - Not provided 
  • Programme ID –The unique identifier for the programme (this is the number seen at the end of the URL when in the relevant programme)
  • bulk_upload_programme.png

There is a restriction of uploading a maximum of 500 rows at a time. The processing of an upload can take up to 30 minutes for the larger bulk upload options, when uploading a high number of rows. If this is the case, you will be presented with a message stating that the upload will continue to be processed and to check back later.

To note when creating the data in Excel

  • The files submitted for bulk upload must be a CSV. File format selected when saving the file.
  • Please be aware that it is possible to override the file format extension when naming the file – this is not sufficient, the file must be saved as a CSV specifically or the upload will fail.
  • It is possible to accidentally add a space or random character in an empty row and the bulk upload validation will error this row. To avoid this, it is worth highlighting rows below your final row (Highlight first empty row and press Ctrl, Shift, down arrow), and delete or clear these rows to be sure there are not any accidental characters in unrequired rows.
  • It is possible to upload duplicate data files. Another way to prevent this from happening is to name your files with the date of upload and double check ahead of uploading the data, that this has not already been uploaded. 

Bud Recommends

For ease, you can use the attached templates for these bulk upload options, each of which has the columns the files require to complete a bulk upload.

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