Candidates

Use the Candidates wizard to migrate candidate configuration and transactional data to Dayforce to add candidates to existing job requisitions in Dayforce.

The wizard automatically inserts any new Candidate Source records that don’t already exist in Dayforce to the Candidate Source Table in Dayforce.

Note: This wizard doesn’t create job requisitions or assignments. Make sure that they have been set up before using this wizard. The list of prerequisites is below.

You can complete this wizard more than one time, if needed.

Before you begin

Before you can use this wizard:

• All job assignments must exist in Dayforce.
• All job assignments must have a unique job requisition title and XRefCodes.
• All hiring managers and recruiters must exist in Dayforce as employees.
• All pay class codes must exist in Dayforce.
• All pay type codes must exist in Dayforce.

Using this wizard

You do the following in the Candidates wizard:

Confirm that you’ve completed the required steps

Before starting, you must confirm the following:

• All job requisitions exist in Dayforce.
• All job requisitions have unique job requisition titles.

If either of these steps hasn’t been completed, you can’t continue with this wizard until those steps have been completed.

Upload the Candidate Data template

Use the Candidate Data template to upload the candidate data to be imported into Dayforce.

Data Uploaded with this template

• Candidate Identifier - This data isn’t imported into Dayforce. The data links the Candidate template data with the Candidate Reference template data.
• First Name
• Middle Name
• Last Name
• Job Requisition Name - This data is used to look up corresponding Job Requisition Ids.
• Resume File Name
• Resume File Type
• Resume Data
• Email
• Home Phone
• Mobile Phone
• Preferred Contact Method
• Candidate Source
• Is Authorized to Work
• Address 1
• Address 2
• City
• State
• Postal Code
• Country

Note: You must upload this template to continue in the wizard.

Upload the Candidate Reference Data template

Use the Candidate Reference Data template to upload the candidate transactional data to import to Dayforce. This step is optional. If you don’t have any posting data to upload, you can skip it.

Data Uploaded with this template

• Reference First Name
• Reference Last Name
• Reference Position
• Reference Phone
• Reference Email

Review the summary information

You must review and confirm that the summary information is correct to install the data.

Install the benefit carriers or plans in Dayforce

When the benefit carrier and/or benefit plan information is complete in Activate, install them in Dayforce.

Messages: Error, Warning, and Information

Activate sorts each generated message by severity:

Error codes

Actively incompatible with the data in Dayforce. If you have a data error, you must resolve the error before you can complete the installation.

Warning codes

Indicate nonstandard setup that could potentially cause an error in Dayforce. For example, if an earning code is defined as Hours x Rate and the data is amount only, the system creates a warning. However, you can still import the data into the system.

Informational codes

A notable occurrence of data in the system. For example, an informational note shows if codes are dropped from the YTD import.

Tasks

To confirm that you’ve completed the required steps:

1. In Activate Central, click Load Your Data. The Load Your Data wizards show.
2. Click Candidates. The What you need to know before you start page opens.
3. Review all of the information on the page.
4. In the Before you proceed section, select the checkbox next to the following statements to confirm that:
   • All job requisitions exist in Dayforce.
   • All job requisitions have unique job requisition titles.

   Note: If you haven’t completed any of the steps listed, click Back and complete the steps.

5. Click Next.

To complete and upload the Candidate Data template:

1. On the Upload Candidate's Reference Data page, click Download.

   Note: You can also download an empty Candidates template from the Download Template Files page.

2. Select the location where you want to save the template document.
3. Open the CandidateDataTemplate.xlsx template on your computer.
4. On the CandidateData tab, complete all columns with the data for all employees in the organization.

   Note: The Activate release version shows in cell B3 on the Instructions tab of the template. With this information, you can determine the version of Activate that you were using when you downloaded the template.

   Note: Instructions for populating the fields are in the Candidate Date template fields section (below) and on the Instructions tab of the template.

5. Click Save and close the template.

   You can use any file name for the template you upload. The file must be an Excel or CSV (Comma-Separated Value) document and contain the data in the required format.

   Important: The uploaded template must be the current Excel template file downloaded from Activate. Old templates aren’t accepted.

   Important: Don’t change the name of the tab in the template. Activate uses the tab name to validate that it’s uploading the correct template. Also, don’t change the column headings.

6. On the Upload Candidate's Reference Data page, click Upload.
7. Go to the completed template in the location where you saved it.
8. Click Open. The Candidates wizard validates the uploaded file. The Candidate Identifier isn’t imported into Dayforce. Instead, it’s used to link the Candidate Reference template date.

   Note: When you upload an Excel file, Activate includes the name of the uploaded file into the name of the XML file it generates and loads to the Dayforce File Server. The format of the generated XML file name is <NamespaceName>_<Import Type>_<file name provided>_YYY-MM-DD_HHMM. This information makes it easier to audit files later.

   Note: If the uploaded file has errors, a Validation Failed message shows in red at the bottom of the page. You must correct the errors in the file on your computer and upload the file again.

9. Click Next.

To complete and upload the Candidate Reference Data template:

To review the summary Information:

1. On the Review & Load page, review the following:
   • Total number of candidates to be loaded. - The total number of candidate records in the uploaded data.
   • Number of unique candidates. - Candidate Identifier groups this information.
   • Number of unique job requisitions. - Job Requisition Name groups this information.
   • Total number of candidate references to be loaded.
   • Number of candidates with references.
2. To confirm that the information is correct, select the checkboxes in the Confirm column.

   If any information is incorrect, click Back to return to the appropriate upload page and make the necessary corrections.

To install the benefit carriers or plans in Dayforce:

When the candidate information is complete in Activate, you must install the information in Dayforce.

1. After confirming the information on the Review & Load page, click Load.

2. On the Install page, click one of the following:
   • Add Email and enter your email address to be notified when the installation process ends instead of waiting for it to finish.
   • Next when the installation is complete.

   Activate Central opens with the wizard name now in green text and a green checkmark next to it. The day, date, and time of completion show, along with your name as the user who completed the wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

   Note: If you want to add more information, click I want to add more.

Results

The import file is generated following the Candidate Import schema (attached) using both the uploaded Candidate and Candidate Reference data. The import file is dropped into the “\Import\CandidateImport” folder on sFTP.

Fields populated in Dayforce

The data uploaded from the Candidate Data template populates the fields on the Candidates tab on the Job Requisitions page (Recruiting > Job Requisitions) in Dayforce.

The data uploaded from the Candidate Reference Data template populates the fields Candidate Management page under the Recruiting feature (Recruiting > Candidate Management) in Dayforce.

Files generated by the Candidates wizard

After completing the Candidates wizard, Activate automatically generates a single import file and places on the customer's FTP site.

HR Import:

• FTP Subdirectory: CandidateImport
• Filename: <Namespace> CandidateImport <DateTime>.xml

Example illustrating how translates the template data to XML:

<?xml version="1.0"?>
-<CandidateImport>
    -<Candidate>
        <JobRequisitionId>1</JobRequisitionId>
        -<Document>
            -<Resume>
                <FileName>1000_brie_danvers_resume.docx</FileName>
                <FileType>docx</FileType>
                <Data>UEsDBBQABgAIAAAAIQDfpNJsWgEAACAFAAATAAgCW0NvbnRlbnRfVHlwZXNdLnhtbCCiBAIooAACAAAAAAAA
            </Resume>
        </Document>
        -<PersonalInformation>
            <FirstName>Brie</FirstName>
            <LastName>Danvers</LastName>
            <Email>brie.danvers@shield.gov</Email>
            <CountryCode>USA</CountryCode>
            <Address1>745 Sunset Boulevard</Address1>
            <City>Anaheim</City>
            <StateCode>CA</StateCode>
            <PostalCode>98202</PostalCode>
            <HomePhone>714-781-4636</HomePhone>
            <PreferredContactMethod>Home</PreferredContactMethod>
        </PersonalInformation>
        -<CandidateSource>
            <ShortName>LinkedIn</ShortName>
        </CandidateSource>
        -<Reference>
            <FirstName>Nick</FirstName>
            <LastName>Jackson</LastName>
            <PositionTitle>Director</PositionTitle>
            <BusinessPhone>714-781-4636 ext.1111</BusinessPhone>
            <Email>nick.jackson@shield.gov</Email>
        </Reference>
        -<Reference>
            <FirstName>Clark</FirstName>
            <LastName>Coulson</LastName>
            <PositionTitle>Agent</PositionTitle>
            <BusinessPhone>714-781-4636 ext.2222</BusinessPhone>
            <Email>clark.coulson@shield.gov</Email>
        </Reference>
        <IsAuthorizedToWork>true</IsAuthorizedToWork>
    </Candidate>
</CandidateImport>

Next steps

Complete the next wizard, as appropriate.

Candidate Data template fields

All templates have the same basic structure:

• Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
• Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.

All number ranges in the templates include the numbers at both ends of the range.

Candidate Identifier (Required)

First Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Middle Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Job Requisition Name (Required)

Resume File Name (Required)

Resume File Type (Required)

Resume Data (Required)

Email (Required)

Home Phone (Required)

Mobile Phone (Required)

Preferred Contact Method (Required)

Candidate Source (Required)

Is Authorized to Work (Required)

Address 1

Address 2

City

State

Postal Code

County

Candidate Reference Data template fields

Candidate Identifier (Required)

First Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Reference First Name (Required)

Reference Last Name (Required)

Reference Position (Required)

Reference Phone

Reference Email