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BalanceTRAK > Reports

KEY TOPICS:

  • What is the Difference between Exporting a Report and Exporting Data?
  • Determine File, Report Group, and Footer Settings
    • Choose How Files will be Organized
    • Use Global Settings to Create Footers
    • Report Group Settings
  • View a Report
  • Select Reports for Export
  • Clear a Current Filter
  • Review User Activity on User Access Reports (Administrators only)

Select Reports to View, Print, or Export

On entry to Reports from the side navigation menu, the Reports tab will be active. However, before outputting reports, begin by reviewing the other two tabs in the tab header:

Optional menus on these tabs control how the reporting will be generated, by applying Filters to compile specific data and selecting Fields to display (where applicable), respectively.

Once the Filters and Report Settings have been reviewed or are in place, return to the Reports tab. Here, the displayed list, organized by Report Group, will be based on permissions, as managed by your balanceTRAK Administrator.

Before generating the reporting, some additional granular settings can be addressed, as outlined below.

Cross-reference: For a full list of available Reports, see: balanceTRAK Training Guide.

What is the Difference between Exporting a Report and Exporting Data?

Both a report and a data export identify aspects of Job Seeker or Requisition information, plus both can rely on Filters, Fields, and Date Ranges.

However, a report answers an analysis question, such as: How Many Requisitions are Open? And next, perhaps: What Requisitions are currently Open? A report is the byproduct of calculations made, using the data, or analysis performed on the data. An exported report, typically in PDF, highlights certain information so knowledge can be gained and ultimately, decisions made.

In contrast, data (including exported data) are simply bits of raw information, reflecting individual Job Seeker or Requisition records. For example, the Open Date and Closed Date for a year of Requisitions may be collected in an Excel file. An exported data set will typically find its way into an external storage place for use in other software applications (perhaps to create more reports!) or archiving.

Determine Additional Report Settings

Choose How Files will be Organized

To begin, select one of the following:

  • A Single File
  • Separate Files

Select File Type

Then, choose the File Type:

  • Excel
  • Excel-Data Only
  • PDF
  • Rich Text
  • Word

Use Global Settings to Create Footers

Click the [Global Settings] button, located at the top of the screen, to include a date or a custom footer on all generated Reports.

Report Group Settings

Click the [Group Settings] icon to change the settings and filters for a particular Report Group, as described in the following table:

Report Group Filter on: Group Reports by:
Executive Summaries Date Range Yes
Referral Source Application Date
Show Referal Source by (URL, Question) 		No
Requisitions Post Start Date
Post End Date
Employee Acceptance Date
Employee Start Date
Requisition Detail (Requisition Statuses) 		No
Job Seekers Application Date
Requisition Status
Requisition Fields (as listed for Requisitions, above)
Job Seekers by Requisition
Referral Source Field (Questions, URL, Tracking Code) 		Yes
Applicant Status
EEO Application Date
Applicant Status
Job Seeker Zip Code Analysis
  • (2000 Census Data, 2006-2010 ACS Tabulation Data)
 Yes
Applicant Summary (Applicant Status, Job Group)
Job Seeker Zip Code Analysis (Zip Code, County, State, MSA)
EEO Counts (Requisition Number, Job Code)
History Activity Data
User History (Email Address, Activity Type)
Search History (Email Address, Search Type) 		No

View a Report

First, from the page header, select to view reports in:

  • HTML

OR

  • PDF

If HTML is selected, reports will be displayed in a new browser window, one page at a time, with navigational tools available.

Reports in PDF format will open in a new window, allowing the report to be saved to another location. PDF format is the preferred option if you plan on printing the generated report(s).

Click the [View Report] icon to view a single report. From this page, you can also print the report.

Select Reports for Export

The following methods are available to check off the Reports you want to export:

  • Click the All link, located just below the Reports list header
  • Check the box in the Report Group header (selects all reports in the group)
  • Check the box adjacent to the Report Name
  • Deselect any selections by clicking the None link at the top of the page

Once one or more selections are made, click the [Export] button. The Report(s) will be exported, using Reports > Export Settings. You will be prompted to open or save the file(s), once exported.

Note: Depending on the browser or security settings, you may not be able to proceed with downloading the file. If this occurs, adjust the browser settings, or use a link that will appear on the page.

Clear a Current Filter

The Select Reports screen will include an upper banner, if a Filter has been set. Use the [View Filter] button to return to the Reports > Filter; or click the [Clear Filter] button to restore the default settings.

Review User Activity on User Access Reports (Administrators only)

By selecting reporting in the User Access Report Group, an Administrator can review how users have interacted with the system. Click the [Group Settings] icon for the Report Group to run the following User Access reports (by relevant parameters):

  • User Access Log ( Run by User or Location Code)
  • User Permissions ( Show Inactive Users)
  • User Profile Log (Email Address, Profile)