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BalanceTRAK > Settings > Special Settings by Reference Table

RETURN TO: Reference Tables

KEY TOPICS:

  • Order Applicant Status Value (for use with Auto Assign)
  • Import Default Job Descriptions, using the Job Code Reference Table

Use Tools for a Specific Reference Table

Order the Applicant Status Reference Table(s)(for(for use with Auto Assign)

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, under Administrative Settings > Reference Tables, the Administrator can place the status options in order of priority.

Order Values

Select the applicant status Reference 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, an applicant status can be moved up or down in priority by using the arrow controls 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.

Import Default Job Descriptions, using the Job Code Reference Table

Default job descriptions can be imported into balanceTRAK from Word; and the system will parse the documents into the designated Job Description sections.

First, select the Job Code table from the Select Table drop-down.

Import a Default Job Description for a Single Job Code

Click the [Import Job Descriptions] button to initiate this process:

  1. Browse and locate the file on your computer. Then, click the [Next] button.

  2. The Identify Section Headers menu displays. By default, the drop-downs will display every paragraph identified in the document.

    (Optional) Apply Filters.

    Quick Tip: The system operates best when section headers in the Word document are bold, italic, or larger in font size. Then, use [Apply Filter] tools (located at the bottom of the page) to reduce the lists of recognized data by those attributes. You may also want to use header terms that match those used by the system. (To open an existing job description, go to the Job Description column, and select Edit, where available.)

    From the Identify Section Headers menu, check the box for each of the balanceTRAK Sections to include. Choose matches for each one from the corresponding Section Header and Next Section Header drop-downs.

    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.

    Click [Next].

    Note: 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 section.

  3. 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.^

    ^ Select overwrite if a default job description already exists in the system. Any existing Job Descriptions (i.e., stored within a Requisition) will not be affected.

  4. Click the [Import] button.

  5. After import, view Import Results.

Make any necessary edits by clicking the [Job Description File Name] and following the instructions to: Requisitions / Edit a 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

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. Click [Next].

  3. 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.

    Check the box to overwrite the previous default job descriptions, if applicable. Click [Next].

  4. 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).

    Click [Import].

  5. View Import Results.