BalanceTRAK > Settings > Special Tools by Reference Table

RETURN TO: Reference Tables


  • Applicant Status
    • About Auto Assign and Status
    • Order Values (for use with Auto Assign)
  • Job Code
    • Import a Job Description for a Single Job Code
    • Import a Job Description for Multiple Job Codes
  • Location Code
    • About Location Codes and Multiple Career Pages
    • Assign to Career Page
  • (Two-Stage Process) Applicant Stage

Administrators: Because Reference Tables are integral to proper software operation, please take the following steps before making changes:

  • Review this article, and Special Tools by Reference Tables, as linked above.
  • Consult Berkshire's Product Support at, or call (800) 882-8904, for guidance.

Use Tools for a Specific Reference Table

Special tools are available, based on the Reference table.

First, select Settings > Reference Tables. Then select one of the tables^ from the upper toolbar (listed under Key Topics above), and refer to the instructions below.

^Reminder: Tables in your balanceTRAK installation may be labeled with organization-specific titles.

Applicant Status

About Auto Assign and Status

Although a Job Seeker’s PRESCREENER responses may trigger multiple applicant statuses, balanceTRAK can only “Auto Assign” one Status to a Job Seeker. Therefore, the Administrator can place these options in order of priority, by accessing the Applicant Status Reference table.

Order Values (for use with Auto Assign)

Select the Applicant Status table from the upper drop-down, and choose the [Order Values] button from the table header bar. If both applicant stage and applicant disposition levels are being used, buttons will be available for both Reference tables.

From the Order Status page, move an applicant Status up or down in priority, by using the [Up/down arrows] on the right side of the entry. When the status positions are completed, [Save] the changes.

Note: Table names may vary, according to system settings.

Job Code

By accessing the Job Code Reference table via Administrative Settings, default job-description files can be imported into balanceTRAK from Word. The system will then parse the documents into the designated Job Description Sections.

First, select the Job Code table from the Select Table drop-down; then follow the applicable instructions below.

Import a Default Job Description for a Single Job Code

Quick Tip: The system operates best when section headers in the imported document are bold, italic, or larger in size. You may also want to use header terms that match those used by the system. (To open an existing Job Description, select Edit in the Job Description column, where a link is available.)

Click the [Import Job Descriptions] button, located in the upper toolbar, to initiate this process:

  1. Browse and locate the file on your computer. Then, click the [Next] button.
  2. A menu appears to: Identify Section Headers. By default, the drop-downs will display every paragraph detected in the imported document.
  3. (Optional) To reduce the drop-down display, make selections in the Filters menu (at the bottom of the page). Filter settings will direct the system to recognize section headers in the imported document by their formatting, including bold, italicized, and/or font size. If font size, is selected, also enter a value. Click [Apply Filter].

  4. Return to the top of the page. From the Identify Section Headers menu, check the box for each of the balanceTRAK Sections to include. Then, for each checked-off Section, choose matches from the corresponding Section Header and Next Section Header drop-downs.
  5. Note: The Beginning of Document tag is available for the first Section Header; and the End of Document tag is available for the last Next Section Header. The system identifies the beginning and end of each Section, using these selections. The end of the one Section is typically, but not always, the beginning of the next.

    Click [Next].

  6. The Identify Job Code/Job Title menu displays. Locate an existing Job Code, using the drop-down, or select: Add New Code. Check the box to overwrite (erase and replace) the previous default Job Description.^
  7. ^ Select overwrite if a default Job Description already exists in the system. Any current Job Descriptions (i.e., stored within a Requisition) will not be affected.

  8. Click the [Import] button.
  9. After import, view: Import Results.

The file will be added to the Imported Job Descriptions list. Make any necessary edits by clicking the [Job Description File Name] and following the instructions to: Edit an Existing Job Description.

However, when working in a default Job Description, only one option is available for applying edits — As appropriate, check the box for: Yes. Apply changes to all open or pending requisitions that use this job code.

Import Default Job Descriptions for Multiple Job Codes

Please familiarize yourself with the process for a single Job Code, described above.

Prepare Files: Before importing a group of Job Descriptions, review the steps for importing a single Job Description (above). Documents that are imported together must use the same Word template. If any document relies on a different template, you will have to import it separately.

Each file should include:

  • File name that includes Job Title and/or a Job Code
  • OR

  • A section within the document that identifies the Job Title and/or Job Code (e.g., “Job Title: Diversity Coordinator”)

Begin: Zip the group of document files together. Then click the [Import Job Descriptions] button to initiate the import process:

  1. Browse and locate the Zip file. Click [Next].
  2. The Identify Section Headers menu displays, using the first document in the Zip file as a template for all others.
  3. Check the box for each of the balanceTRAK Sections to include (across all documents in the Zip file); then choose matches from the Section Header and Next Section Header drop-downs for each one.

  4. If the drop-downs are too extensive, use Filters (at the bottom of the page). Click [Next].
  5. The Identify Job Code/Job Title menu displays — Choose how the system should find the job code or title:

    •  By File Name


    •  Within File — Select the Job Code format, either By Job Title or By Job Code; and, if necessary, enter the delimiter.

  6. If the Job Code in a document is not found, designate one from the drop-down; or click: Add New Code (and follow the prompts).
  7. Check the box to overwrite the previous default Job Descriptions, if applicable. Click [Import].

  8. View Import Results.

Location Code

Based on your business nomenclature, Location codes will represent up to four organizational levels within your environment. For clients with multiple business units, Location codes:

  • Support the secure handling of HR information within your organization
  • Associate job openings with the proper establishments
  • AND

  • If applicable, ensure the accurate posting of job vacancies to multiple branded Career pages

These codes are housed in BALANCEtrak's Location Code Reference table.

Reminder: The Location Code Reference table was populated during software Implementation, and the existing codes may be locked to prevent editing. Because the Location Code table is integral to proper system operation, please contact Berkshire's Product Support for advice before making any changes.

About Location Codes and Multiple Career Pages

If multiple branded Career pages were set up during Implementation, Location codes can also be used to ensure openings are posted on your intended page.

Assign to Career Page

First, display the Location Code table on the References Table screen, using the Select Table drop-down. Choose [Assign to Career Page] from the table header. Then, select the target page from the Career pages drop-down. Next, using the radio buttons, choose to display the menu of Location Codes:

  • By Career Page
  • OR

  • By Location Code

From the menu, check off one or more codes to include. Click [Save].

(Two-Stage Process) Applicant Stage

For each Reference Code, describing an Applicant Stage, an optional Notification system can be developed to alert user groups when particular applicant-related phases are initiated.

The Notification column will display links for Add or Edit, which enable set-up of a new Notification or the editing of an existing one, respectively. By accessing these links, Email Templates can be selected from a provided drop-down (or changed), and Notification audiences can be selected (or updated) by radio button:

  • By User — If selected, check boxes for email addresses will display for selection.
  • OR

  • By Profile — If selected, a check-box list of Profiles will display for selection.

Click [Save] to apply the settings.