---
title: "Import Candidate Form Data"
slug: "import-candidate-form-data"
updated: 2024-03-04T06:45:28Z
published: 2024-03-04T06:45:28Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.infinite.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Import Candidate Form Data

Abstract

Product: **BrassRing**

## Import Candidate Form Data

- The ability to export and import candidate data is based on User Type Permissions.

## Process

### Export A Blank Form

1. In BrassRing, select Menu → Import form data → Export blank form.

![image032.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/39f6d9bb-741d-478f-93ca-3d156d41da7e.jpg)
2. In the **Export blank form** window, select **the form language** by using the pull-down menu.
3. Select **a form** by using the pull-down menu.
4. Select **the form fields** that are to be included in the data import, then select **Export Blank Form.**
5. Save**the form.**

### Preparing the CSV document

1. Right-click **the Form Template** that was exported and select Open with → Notepad.

![image033.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/e75b509c-0ef8-4363-99bc-9bb6c7beec1e.jpg)
2. Open a spreadsheet editor and insert the fields from **"Resume Key"** to **"Last Name"** as the column headings.
3. Insert the details of the candidates to be imported, with one candidate per row, by using the following rules:

![image034.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/dd091afa-21fb-4aa9-8fb0-2f4d9ebc9ef1.jpg)
  - The **Resume Key** is the **BrassRing Candidate Reference Number.** The **Resume Key** is used for validation in the system.
  - Do not add details into **Fname, Lname, HomeTel,** or **Email**.
  - Add **Insert, Update,** or **UpdateIndividual**into the **Action**column, depending on whether the candidate is new or is being updated.
    - **Insert**creates a new form.
    - **Update**deletes the existing form and create a new instance of the form with the data that is sent in the XML.
    - **UpdateIndividual**updates the existing form with only the fields that is sent in the XML. If no existing is present then it creates a new form.
  - The **Code**entered into the **Group, Personnel, Personnel**, and **Org Key** fields are used for Form Field options.
4. Save the spreadsheet as a .csv file.
5. Right-click **.csv file** and select Open with → Notepad.
6. Delete the Column headings, from **Resume Key** to **Last Name.**
7. Select Edit → Replace, and replace all commas (,) with commas surrounded by quotation marks (",").
8. Ensure that all rows end with a quotation mark.

![image035.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/fb70b313-75e1-4950-9d87-007f9b0cd009.jpg)
9. Copy all of the data in the notepad file, and right-click **the Form Template** that was exported and select Open with → Notepad.
10. Paste the copied information over the text **"INSERT YOUR DATA HERE".**

![image036.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/788d56cc-fde6-4fa7-863c-575aece76163.jpg)
11. Save**the template.**

### Import The Data Into BrassRing

1. Select Menu → Candidates → Export blank form → Import data.

![image037.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/91771c55-fe6a-4ef0-8300-3ed55d2d63c3.jpg)
2. In the Import data window, select**the form language** by using the pull-down menu.
3. Select**the form to import** by using the pull-down menu.
4. Select **Choose File,** and select the saved **Form Template.**
5. Select **Import**.
  - If the import is not successful, an error displays the incorrect information in the import. Correct the errors and retry the import.
6. If the import is successful, it is recommended to verify that the imported information is correct by accessing a candidate, and selecting**the forms icon**. Select **the form name**, or select **Edit**, and verify that the correct data was populated into the correct fields.