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BalanceTRAK > Settings > Reference Tables


  • What are Reference Tables?
  • View and Edit a Reference Table
    • Edit a Reference Table CodeeCode
    • Make a Code Active/Inactive
    • Sort by a Reference Table Column
    • Add a Code to a Reference Table
    • Delete a Code from a Reference Table
  • Add a Reference Table
  • Import Reference Tables
  • Order Applicant Status Value (for use with Auto Assign)
  • Import Default Job Descriptions, using the Job Code Reference Table

Manage Reference Tables

By accessing Administrative Settings > Reference Tables, the balanceTRAK user with appropriate Administrative-level permissions can manage tables that support the system's operation.

What are Reference Tables?

The codes and descriptors displayed in balanceTRAK drop-down menus are stored in Reference Tables. Based on these codes, your organization's balanceTRAK Implementation will represent your applicant workflow. A few typical examples of Reference Tables include:

  • Applicant Status
  • [Business unit] Code
  • Job Code
  • Referral Source
  • Position Type
  • Veteran Status

Each Reference table will have specific columns, reflecting the content type. However, all tables will display the following columns:

  • In Use
  • Active (based on user selection for display)

View Reference Tables

From the Select Table drop-down in the upper toolbar, choose a table, and the associated information will be displayed for review and editing.

Edit a Reference Table Code

Once the table is displayed, clicking the [Edit] icon for a code line item. The fields for the line item will become active. Make any necessary changes, and click [Save].

Make a Code Active/Inactive

For a complete display of the table, check the box next to the upper tagline: Display Inactive Reference Codes.

A Check mark in the Active column for a line item indicates that code is displayed to balanceTRAK users for selection. To make the code inactive, enter the line item, and deselect the check box. Click [Save] to gray-out the Check mark.

Note: When a current code is made inactive, the code will no longer be available for new records, but the code will appear for Job Seeker and Applicant records that previously used the value.

Sort by a Reference Table Column

Sort the Reference Code in a table by clicking on each of the column headers. Click the column header once to sort in ascending order. Click the header again to sort in descending order. Click a third time to remove the sort.

You can also sort by multiple columns. The multiple column sort will show the codes in the order in which the columns were clicked.

Add a Code to a Reference Table

Click the [Add] button next to the Select Table dropdown and enter a: Table Name.

Add records to the Table by clicking Add below the Select Table. Enter the Code and Description for the record. Click [Save].

Delete a Code from a Reference Table

Add a Reference Table

Choose the [Add] button from the upper toolbar, and enter a: Table Name.

Import Reference Tables

Select the Reference Table you want to import records into and then click the Import button below the table to begin the Import Reference Tables process. The import process will guide you through five steps:

Import Type Select Tables Upload Files Match Import Tables and Fields Process Data Import Type There are two ways to import reference tables into balanceTRAK. If your organization uses BALANCEaap, you can import reference tables directly from your existing AAP plan. Otherwise, you can import from an external data source.

When importing from BALANCEaap, you will be required to select a plan from BALANCEaap that you have already created. Once selected, click Next to move to the next step.

Select Tables Choose all or specific tables you would like to import by clicking on the table name or using the All and None links. You can use the arrow keys to move the tables to the right, or drag each individual table from the Tables Available to the Tables to Import boxes. Once the desired tables are under the Tables to Import box, click Next to move to the next step.

Upload Files When importing from an external data source you must select a file type and file. You can import data from Excel, Access or Text files. You have the ability to upload multiples files if needed, by clicking the button. You can remove files that have previously been uploaded by clicking the icon to the right of the file name.

Once you have specified the proper file type, and selected the appropriate files, click Next to move to the next step.

Match Import Tables and Fields If table information is in an Excel format with multiple tables, you will be prompted to select the appropriate sheet name. Match the balanceTRAK fields to the fields in your table. Fields marked with an asterisk (*) are required. A preview of the data you are importing is displayed at the bottom of the page.

Process Data If data exists in the balanceTRAK table you are trying to import into, you will be prompted to select one of the following options:

Overwrite – will completely overwrite any existing information in the table Overwrite Matching - will only overwrite any records with same information in fields Append - will add the new records to the existing table Click Import to complete the process. If you chose the Overwrite or Overwrite Matching options, you will be prompted to confirm that existing data will be overwritten.

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

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 user can place the status options in order of priority.

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] changes.

  • Table names may vary, according to system settings.

Import Default Job Descriptions, using the Job Code Reference Table

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

After navigating to Reference Tables > Administrative Settings, 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:

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

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.

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.#

  1. 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.

Click the [Import] button. After import, view Import Results. Make any necessary edits by clicking the [Job Description File Name] and following the instructions to 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


A section within the document that identifies the Job Title and/or Job Code (e.g., “Job Title: Diversity Coordinator”). To begin, Zip the group of document files together. Then click the [Import Job Descriptions] button to initiate the import process:

Browse and locate the Zip file. Click [Next]. The Identify Section Headers menu displays, using the first document in the Zip file as a template for all others.

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]. 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. If Within File, select the Job Code format, either By Job Title or By Job Code, and (as appropriate) enter the delimiter. Check the box to overwrite the previous default job descriptions, if applicable. Click [Next]. If the Job Code in a document is not found, designate one from the drop-down, or click Add New Code.

Click [Import].

View Import Results