BalanceTRAK > Reports > Export (Data)


  • What Default Data Exports are Available?
      • Restore Defaults
  • Prepare a Job Seeker Data Export by Selecting Filters and Fields
    • Location Codes and Other Filters
    • Fields
    • Set Job Seeker Date Parameters
  • Prepare a Requisition Data Export
    • Filter Requisition Data for Export
  • Save an Export View for Future Use
    • Delete a Saved Export View
  • Use a Saved or a Default Export View


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 by Job Seekers or Requisitions. 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

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

  • Filters
  • Fields

Location Codes and Other Filters

Next, move on to Location Codes. If your organization has only one Location, the corresponding Location Code will be selected, and you can proceed directly to determining Filters, Fields, and Date Range.

Multiple-location Clients: Choose Location(s) Review and select Location Codes.

Make selections from the remaining menus for Filters to hone in 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


The following options appear for Job Seeker data Fields:

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

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.

Set Job Seeker Date Parameters

There are three options for limiting exported Job Seeker data by date range:

  • Application Date
  • Posting Start Date
  • Posting End Date

Each date-range type provides a drop-down menu, comprised of options for relative date ranges (e.g., Current Year Quarter)


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

Prepare a Requisition Data Export

First, using the Export tab header, select Requisition. Proceed to preparing the export, as described below.

Filter Requisition Data for Export

Requisition data can be filtered by Category:

  • Pending
  • Open
  • Closed

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.

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