BalanceTRAK > Settings > Special Settings by Reference Table

RETURN TO: Reference Tables

KEY TOPICS:

  • Job Code
    • Import a Job Description for a Single Job Code
    • Import a Job Description for Multiple Job Codes
  • Job Seeker Stage and Disposition Code
    • About Auto Assign and Status
    • Order Values (for use with Auto Assign)
    • Manage Job Seeker Stage Notifications
    • Implement Silver Medalist Ranking for Job Seekers
  • Location Code
    • About Location Codes and Multiple Career Pages
    • Assign to Career Page


Use Tools for a Specific Reference Table

Access to editing Reference Tables or changing table-related settings is limited to users with Administrative-level permissions. Serving as a reference for Administrators, this article describes special management tools, associated with Reference Tables for Job Code, Job Seeker Stage/Disposition Code, or Location Code.


Administrators: Because Reference Tables are critical for software operation, please do the following before making changes:

1. Review Reference Tables (as linked above) and this article.

2. Consult Berkshire's Product Support at a product.support@berkshireassociates.com, or call (800) 882-8904, for guidance.


Important Tip: To begin working with a Reference table that is not currently displayed, select the table (by name) from the upper toolbar.

Job Code

Job Codes are the vehicle for linking each job posting with an associated job description. In this manner, Job Codes support your efforts in maintaining consistency as the qualifications for a position are communicated to potential Job Seekers across multiple or repeat job postings.

By accessing the Job Code Reference table via 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

    OR

    •  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.


Job Seeker Stage and Disposition Code

In balanceTRAK, the pillars of applicant tracking are:

  • Job Seeker Stage (The applicant's current phase)
  • AND

  • Disposition Code (His or her final outcome)

Based on your unique hiring process(es), these two codes work together to help you document the Job Seeker's "journey," as each one moves through the consideration process. One or more Job Seekers are typically "dispositioned" during each Stage, until the process, if successful, culminates with a hire for your organization.

Examples of typical (or default) Job Seeker Stages include:

  • New Applicant
  • HR Review
  • Hiring Manager Review
  • Final Disposition

Examples of typical (or default) Disposition Codes include:

  • Did not Meet Minimum Requirements
  • Prescreened
  • Schedule Interview
  • Not Best Qualified
  • Declined Offer
  • Hired

About Auto Assign and Status

Although a Job Seeker’s responses to the PRESCREENER may trigger several possible outcomes, balanceTRAK can only “Auto Assign” one Stage or Disposition to a Job Seeker. Therefore, the Administrator can place these values in order of priority, by accessing the Job Seeker Stage and Disposition Code Reference tables.

Order Values (for use with Auto Assign)

Select the Job Seeker Stage table from the upper drop-down, and choose the [Order Values] button from the table header bar. If Job Seeker Stage is being used along with Applicant Disposition code, these buttons will be available for both Reference tables.

From the resulting menu, move a Stage (or Disposition Code) 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.

Manage Job Seeker Stage Notifications

For each Reference Code, describing a Job Seeker 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 — Check boxes for email addresses will display for selection.
  • OR

  • By Function Profile — A check-box list of Profiles will display for selection.

Click [Save] to apply the settings.

Implement Silver Medalist Ranking for Job Seekers

When the Silver Medalist setting is in place, the system will hallmark the best "runner-ups," or finalists, who remain in the Job Seeker pool, based on Job Seeker Stage and/or Disposition Code. This designation serves as a filter to help users Organize the Job Seeker List by key indicators. Access to apply the Silver Medalist filter is available in the Job Seeker list header.

Before you begin: Please review both Reference tables carefully. The codes underlying this designation should reflect yet-to-be-hired Job Seekers who have met or exceeded positive criteria as deemed by your organization.

If Job Seeker Stage is to be included, begin by selecting this Reference table from the upper drop-down. Click the [Edit] icon for a code to open the record, then select the box for: Silver Medalist. Click [Save] to apply the designation.

Hit the [Back] button, and move on to the Disposition Code table; repeat as necessary.

Note: If you choose to apply Silver Medalist by both Job Seeker Stage and Disposition, keep in mind that Stage will have hierarchal control over Disposition.

This designation can be edited at any time.


Location Code

About Location Codes

If your organization has multiple locations using balanceTRAK, Location Codes serve to associate Job Postings with the proper establishment. Accordingly, if multiple branded Career pages were set up during Implementation, these codes ensure openings are posted on the intended page.

Depending on your organization's hierarchy, unit codes may also indicate other levels in the chain of command, such as division or subsidiary. If so, the Location Code table will include a column for the additional hierarchal unit(s).

Important Reminder: If you are an Administrator, please contact Berkshire's Product Support before making changes to the Location Code table.

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].