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BalanceTRAK > Reports > Export (Data)

KEY TOPICS:

  • What Default Data Exports are Available?
      • Restore Defaults
  • Prepare a Job Seeker Data Export by Selecting Filters and Fields
    • Determine Filters
      • Set Location Codes(If and Other Filters
      • Fieldsapplicable)
      • Set Job Seeker Date Parameters
    • PrepareSelect aFields
    • Outline of Job Seeker Export Options
    • Outline of Requisition DataExport Export
      • Filter Requisition Data for ExportOptions
    • Save an Export View for Future Use
      • Delete a Saved Export View
    • Use a Saved or a Default Export View
    • Run the Export

    RELATED TOPIC:

    Export BalanceTRAK Data to Excel

    Job Seeker and Requisition data can be saved to Excel for use outside of balanceTRAK — such as for inclusion in a federally required Affirmative Action plan (AAP) or for data research. This feature is available under Reports in the side navigation menu, by choosing Export.

    To ensure you obtain the necessary data and to improve processing time, Export displays tabs for honing in on data byby: Job SeekersSeeker orOR RequisitionsRequisition. Within those data sets, parameters include Location Code (if applicable), Requisition Category, Fields, Date Range, and the like.

    For those who would like to run recurring exports, an Export view can be saved for reuse. The settings for a saved Export view (e.g., Date Range) can be further adjusted as necessary (and saved). In addition, the system provides some typical Job Seeker exports as defaults, as described in this article, next.

    What Default Data Exports are Available?

    Default Export views are available on the Export > Job Seekers tab, with preselected Filters that produce the most typically needed Job Seeker "snapshots":

    • Job Seekers
    • AAP Import — Includes demographics and SELF-IDENTIFICATION for disability and Veteran statuses for inclusion in an Affirmative Action Plan.
      • The Date range must also be set to reflect the annual or interim AAP analysis period. See Set Job Seeker Date Parameters, above.

    BalanceAAP HELP Cross-reference: The data set can then be imported into this companion application.

    • Hires — Job Seekers with a Disposition Code indicating "hired"
    • No Disposition Code
    • No Job Seeker Stage (if applicable)

    Quick Tip: As described in this article, parameters for Application Date, Posting Start Date, and/or Posting End Date can be added to the Default Export to produce an Export for a particular time period.

    Restore Defaults

    To return to the Default Export parameters after Filters have been changed, choose the [Restore Defaults] button from the upper toolbar.

    Prepare a Job Seeker Data Export by Selecting Filters and Fields

    While preparing an export, Job Seeker and Requisition menus will be presented to you in a similar fashion, but the variables will be specific to each of the two databases. Therefore, the instructions below are followed by outlines that list the available Job Seeker and Requisition variables.

    Begin by selecting Job Seeker OR Requisition from the Export tab header. Then follow the steps below to organize Job Seeker data by the following sub-tabs:

    • Filters
    • Fields

    LocationDetermine CodesFilters

    Review the upper menus, which are organized into columns that represent each variable and Otherthe FiltersNext,variable's movecorresponding data entries. Make selections from these menus to hone in on particular information to include in the export. Along with these menus, you will also find status Category options as check box options.


    Set Location Codes.(If applicable)
    If your organization has only one Location, the corresponding Location Code will be selected, and you can proceedproceed. directlyMulti-location toclients determiningwill Filters,select Fields,one andor Datemore Range.work sites.

    Multiple-location


    Set Clients:Date ChooseParameters
    Each Location(s)date-range — Reviewquery andwill selectprovide Locationa Codes. drop-down menu, comprised of options for choosing a relative date range (e.g., Current Year Quarter). Select one.

    OR

    Select: Custom. Then, configure the date range with entries (two-digit month/two-digit day/ four-digit year).

    Select Fields

    Make selections from the remainingprovided menuscheck for Filtersboxes to honeinclude inspecific on particular Job Seeker data. The following options for Job Seeker Filters are available:

    • Requisition Status Category (Open, Pending, or Closed)
    • Requisitions (by Job Title, Requisition Number)
    • Job Seeker Stage
    • Disposition Code
    • Hire Date, Application Date, Job Posting Start Date, and Job Posting End Date

    Fields

    The following options appear for Job Seeker data Fields:

    • Personal Information
    • Requisition Fields
    • Form Types (PRESCREENER, APPLICATION, and if applicable, ASSESSMENT)
    • Questions
    Fields.

    Quick tip: If your organization has numerous Fields (e.g., Job Codes), enter a few letters or digits in the Search box to help locate the option.

    SetOutline of Job Seeker DateExport ParametersOptions

    ThereThe following options for Job Seeker > Filters are threeavailable:

    • Location
    • Requisitions (by Job Title, Requisition Number)
    • Job Seeker Stage
    • Disposition Code
    • Requisition status Category (Pending, Open, Closed)

    Within Filters, there are four options for limiting exported Job Seeker data by date range:

    • Hire Date
    • Application Date
    • Posting Start Date
    • Posting End Date

    EachThe date-range type provides a drop-down menu, comprised offollowing options forappear relative date ranges (e.g., Current Year Quarter)

    OR

    Configure the date range with entries (two-digit month/two-digit day/ four-digit year), select: Custom.

    Prepare a Requisition Data Export

    First, usingon the ExportJob Seeker > Fields tab header, select Requisition. Proceed to preparing the export, as described below.

    Filter Requisition Data for Export

    Requisition data can be filtered by Category:sub-tab:

    • PendingPersonal Information
    • OpenRequisition Fields
    • Form Types (PRESCREENER, APPLICATION, and if applicable, ASSESSMENT)
    • Questions

    Outline of Requisition Export Options

    The following export variable for Requisition > Filters are available:

    • Category (Pending, Open, Closed)
    • Location

    In addition, the following date ranges can be applied:

    • Date Created
    • Closed Date
    • Posting Start Date
    • Posting End Date
    • Internal Posting Start Date
    • Internal Posting End Date

    Requisition Fields include, but are not limited to:

    • User Access Code
    • Requisition Number
    • Job Code
    • Job Title
    • Type of Employment
    • Salary Range
    • Posting Start Date
    • Posting End Date
    • Employee Acceptance Date
    • Employee Start Date
    • Recruiter
    • Hiring Manager
    • Location
    • Tracking Code
    • Posted Internally
    • Education Level

    Save an Export View for Future Use

    After selections have been made, the current Export configuration can be saved in the system for display in the upper drop-down. Click the fourth button in the upper toolbar, [Save], and enter a name for the view.

    Delete a Saved Export View

    The saved Export view can be removed from the system by choosing the adjacent [Delete] button.

    Use a Saved or a Default Export View

    Once the view is saved, it will be available for selection, along with the system's default export views.

    1. Simply expand the Change Export drop-down, located in the menu header, and make a selection.
    2. Checked boxes will indicate the current settings for the Default Export. Review, and edit as necessary.
    3. (Optional) Set the Date Parameters, as described above.
    4. Select the [Run Export] button from the upper toolbar.

    Run the Export

    Finally, click [Export], and [Open] or [Save] the file.