Ellucian Recruit Integration - Imports

Overview

Importing contact data requires the creation of a saved view in Recruit based on Opportunities. You can use the Advanced Find tool in Recruit to create the saved view.  Make sure that the saved view is a user saved view and not a shared system level view.

Note: If testing the integration in both test and production, please make sure to create the view in both.

The saved view  must contain at a minimum:

• First name
• Last name
• Mobile number
• SMS-Do Not Message opt out field
• Opportunity fields “Contact” (parentcontactid) and “Modified On” (modifiedon).

The saved view can bring in additional fields from Contacts and other objects in Recruit. If additional custom fields are known, they can be added to the view and later mapped to bring data into Cadence.

Additional considerations when creating your saved view:

The integration currently is dependent on Opportunities. For contacts that have multiple Opportunities there are two options we support:

1) Take the most recent opportunity based on the modified date

2) Take the first Opportunity we receive. The order we get the Opportunity data will match the sort order that you apply to the view in Recruit. This option allows you to build fairly complex sort logic on your end, and we just take the first Opportunity. 

To configure your import settings, click on Imports>Import Settings

Import Schedule

Imports can run up to 4 times per day (select any/all). 

After the first full import has successfully run, Cadence will use the ModifiedOn field to know which modifications/updates/newly added contacts have occurred to the saved view since the last import and only import those contacts. So note that some import batches may be smaller/larger depending on the number of changes. 

Contact Source

Contact Source is where you'll select the saved view for import and map all standard and custom fields. 

1. Select saved view.

Note: Changing the saved view will break all field mappings as they are directly related to one another. You will need to remap all fields if changing the saved view.

2. Required Fields

Cadence has a set of required standard fields that must be mapped in the import. Cadence standard field names cannot be modified. 

• ContactID-should be mapped to the field that contains the Recruit "parentcontactid". (Note: When selecting the field, make sure to select the "Reference Value" of the field as "Display Value" often shows the name of the contact instead of the ID).
• First Name
• Last Name
• Mobile Number
• Modified On- You will want to create a new "Modified On" field in Recruit to to ensure that any modification or update to contacts within Recruit are picked up daily within Cadence. Mapped to the default Recruit "modifiedon" field will only bring over modifications to the opportunity.  (Note: When selecting the field, make sure to select the "Reference Value"). 
• Opportunity ID

Note: If the required standard fields are not completed, the import page cannot be saved.

To edit and map any field mappings click " Edit"

Select a Recruit field from the drop down.  You can view the Recruit fields by Display Name or Reference Value depending on how they are named in your instance of Recruit.

Once you've selected a Recruit field from the drop down. Click " Update".

3. Optional Fields

Cadence provides optional fields for User ID and Opt Out preference (you can learn more about User ID here). If you do not wish to import data from these fields, you can leave them unmapped.

Opted Out - While this field is optional, it is required to be mapped if you'd like opt out changes to be sent back to Recruit. The opt out field can be mapped to where you store communication preferences in Recruit. Typically, we see mappings to the Do Not Message field in Recruit. While this field is optional, as a best practice, we highly recommend that you map this field so you know what the texting preference is for a contact and Cadence can send any update/opt out changes back to Recruit.

UserID - UserID is the field that indicates the staff member the contact is assigned to. It is optional and can be left blank. If blank, the Send as assigned user and Send to my assigned contacts only functions will not be usable in Cadence. 

If choosing to map UserID, we recommend mapping UserID to the field that contains the Recruit "OwnerID" (such as "Recruiter")--or any field that contains the Recruit User GUID 

Example of a Recruit user GUID:  7C86C8DB-DCB9-EC11-A974-E7AA11D4AA25  (how to find the GUID in Recruit)

You will also need to ensure that all users in Cadence (that are also in Recruit) have their Cadence UserID set to/updated to that GUID.  This is to ensure that both user assignment comes over correctly and is required for message activity to send back to Recruit correctly. 

4. Custom Fields

If you have any additional custom field data from Contacts or other objects that you'd like to bring into Cadence, you can select and map those as part of your import. Please make sure any additional custom fields are also added to your saved view.

You can add new fields (24 custom fields are available), edit existing fields or remove (delete) any fields you no longer need. 

Click [ Save] at the bottom to save all changes. Note: If the required standard fields are not completed, the import page cannot be saved.

Import Logs

This page displays information for the most recent 50 imports. The total number of records in the import, number of successfully imported records, and number of errors are all displayed. Clicking on the download icon in the Total, Success or Error columns will generate a .CSV file showing specific records. The error file will provide specific import errors so they can be resolved.

Additionally, there is an option to manually trigger an import at any time if you do not want to wait until the next scheduled automatic import time.  You can choose to select to Import Changes or Import All.

Troubleshooting

Saved View cannot be found: 

Access to the saved view is dependent on who/how it was created. 

• Make sure that the Saved View is shared with anyone that it should be visible to. You can add it to the svc account user in Recruit and then share the view with that user. 
• Or if it's created by the same user you're using for your credentials it should be visible---otherwise it has to be shared.

SMS Do Not Message Field

If you aren't sure which field in Recruit contains the correct opt out field needed, the SMS Do Not Message Field exists on the Contact within Contact Methods.

Not all updates to a contact are coming over:

If you notice that not all updates and/or modifications to a contact in Recruit are coming over, check to see what field you are using/mapped to for Modified On. 

• If mapped to ModifiedOn (Opportunity)--Cadence will only bring updates on that opportunity from Recruit.
• To bring over any updates on the contact (opportunity + person), you will want to create a new field in Recruit and remap the Modified On to that new field.