Editions Available: All Editions Audience: Administrative Users

Importing Data to Bullhorn

Overview

The Custom Import tool allows you to import Candidates, Contacts, and Leads into Bullhorn directly from a comma-separated values (CSV) file. To do this, the data within your spreadsheet is mapped to the fields you choose within your database. If you have additional questions about the Custom Import tool, see Custom Import FAQ.

The Custom Import tool only supports English characters.

Creating a CSV File for Importing Data

This section shows you how to format a spreadsheet so that it's ready to import into your database. If you already have a CSV ready to import, proceed to Locating Imported Records.

Steps

  1. While formatting your spreadsheet, you need to:
    • Remove columns for data you don’t need or columns that are blank. Blank columns lead to processing errors when importing data.
    • Remove the header row from the template. This line leads to processing errors when importing data.
    • Confirm the values you are importing are listed as values in Bullhorn.
      • For example, if the source of a candidate you're importing is "LinkedIn", this source must also be used in the Source field within Bullhorn.
    • Separate skills with only a comma in the field. Do not include spaces.
      • For example, "HTML,Java,CSS,Python".
    • Ensure all Contacts you import are associated with a Company.
      • If you don't have a Contact associated with a Company, create a Company record in Bullhorn named "TBD". This allows you to attach Contacts to unknown Companies.
  2. Open the data you wish to import using spreadsheet software, such as Excel. Alternatively, you can use the Custom Import Template file which has pre-filled column headers.
  3. Insert a row above the data and fill in the column headers, using the exact field names as they appear within your Bullhorn database. For more, see List of Custom Import and Export Fields.
    • The header information will be used later in the import step to map the data to their corresponding Bullhorn field names.
  4. Save a copy of the spreadsheet as a CSV file on your local machine.

The CSV file is created and saved.

Importing CSV Data Using the Custom Import Tool

This section shows you how to use the CSV file from Creating a CSV File for Importing Data to import your data into Bullhorn.

Steps

  1. Navigate to Menu > Tools > Custom Import.

    Fill out the following fields:
    • Record Type: Candidate, Contact, or Lead.
    • Template: If you have a template saved from a previous import, select the template. This is useful if you're importing to the same fields frequently. Choose None if this is your first import.
    • CSV File: Browse for the spreadsheet saved to your computer.
  2. Select Continue.
     

    This screen allows you to map the data within the spreadsheet to fields in your database. Bullhorn does this automatically, but you may need to adjust it if you have fields with a similar name.

  3. In the Template Name field, enter a name, then match your data to the correct field map using the drop down, and select Continue.
  4. Click Perform Import.
  5. The following screen allows you to verify the first 100 records added to your system. 

    Note: If you imported more than 100 records, you have to click through multiple pages of your import.

  6. Select Next only once, and wait for the records to be added. Clicking next more than once creates duplicate records.

The CSV data is imported.

If you run into problems, navigate to the Locating Imported Records section. You can mass delete the newly added records and re-import them. However, be careful deleting records as they can’t be easily recovered.

Locating Imported Records

This section shows you how to locate Imported Records. Running a search to locate Imported Records allows you to group the records together in order to perform a variety of actions including but not limited to:

  • Adding the records to a Tearsheet
  • Mass updating the records' statuses from Imported
  • Changing the ownership of the records

Steps

  1. From the Menu, select the entity that contains your imported records.
  2. Ensure all filters are cleared, and then select Search.
  3. Under Additional Criteria, add the following fields and parameters to the search:
    • Ownership > Include All > Choose your name.
    • Status > Include All > Import
    • Date Added > Equals > Choose the date the import took place.
  4. Select Search.

The list now displays the imported records. Use the Select an Action button to take action on the records.

Creating a Favorite Search

You can save a search as a favorite to re-run it whenever you perform future imports.

Steps

  1. Click Favorites.
  2. Enter a name for the search and click Save This Search.

The search is saved as a favorite search.

When running a search saved under Favorites, adjust the Date Added field when you run the search. This can be done by only selecting the Date Added field when following Step 3 above.

The Date Added field needs to be set to the date when records are imported.