Update Applicant Data allows you to update a batch of applications from an Excel document into the appropriate application process.
Home > Select Application Form Name > Manage Applications > Manage Applicants > Update Applicant Data (Excel)
- Step 1: On the Manage Applicants report for the application you want to update the applications to, select the Update Applicant Data (Excel) option.
- Step 2: Once we click on the “Update Applicant Data (Excel)” option, it takes us to the Import Applications screen where we can download the Excel file and upload it back.
- Step 3: Click on the “Excel” Icon to download a pre-formatted Excel document that contains all the current applicant data showing all the applicants that have applied already and fields that have been created in your online application. (This downloaded document can also be used to upload information to your external program, i.e., FIMS).
It is advisable to first create a copy of this document before making any changes so that you have a backup copy you can convert back to if needed, as this will overwrite any existing data already in the applicant’s applications.
Note: when completing this form, if any of the fields are multiple-choice selection fields (i.e., Dropdowns, checkboxes, radio buttons), be sure to input the data exactly how it appears as a selection in the multiple-choice question of the application. Any existing data that you change on existing applicants will overwrite their data in their original application when this document is uploaded back to the system.
This form can also be used to complete a batch of questions that the administrator may have to input (i.e., questions in a staff section). You can enter the replies into this form under the column for that question and then re-upload the document to have the replies automatically input into that question on the online application. Use caution when using this function as you do not want to change an applicant’s reply accidentally.
- Step 4: Once you have populated that Excel document with the applications you want to update, you will need to save the document on your local computer.
- Step 5: To upload the saved document, click the Upload Excel File button.
- Step 6: This will open your local explorer, where you can locate the file you just saved and select Open to open the document and upload it to the site.
- Step 7: Once it is uploaded, then it will be seen as shown below.
- Step 8: If you wish to remove the uploaded document, click on Remove and redo the upload again.
- Step 9: Click Save or Save & Exit button to complete the import of the Excel document. This will then enter the information back into the application and add any new applicant(s) that had been input into the Excel Document.