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BalanceTRAK > Settings > Reference Tables

KEY TOPICS:

  • What are Reference Tables?
  • View a Reference Table
    • Sort by a Reference Table Column
    • Display Inactive Codes
  • Edit a Reference Table Code
    • Make a Code Active/Inactive
    • Add a Code to a Reference Table
    • Delete a Code from a Table
  • Add a Reference Table
    • Rename a Table
  • Import Reference Tables
  • Export Reference Tables

Manage Reference Tables

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

Important Note: Because Reference Tables are integral to proper software operation, please take the following steps before making changes:

What are Reference Tables?

Organized by topic, Reference Tables serve as "legends" for the information you (and other users) will collect and track as your organization fills job openings. These tables house the menu options, or codes, you will have when entering data into balanceTRAK.

Some codes will be specific to your organization's workflow for filling job openings. Others may be answers to (Table Driven) Questions, to be completed by the Job Seeker on a Form.

The following Reference Tables are typically present in a balanceTRAK Implementation:

  • Applicant Status
  • [Business unit] Code
  • Job Code
  • Referral Source
  • Position Type
  • Veteran Status (Self-ID form)

Each Reference table will have specific content, with most tables including columns for: Code and Description. All tables will also display the following columns:

  • In Use
  • Active (based on user selection to display this column, as outlined below)

View a Reference Table

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

Sort by a Reference Table Column

Sort the Reference Code table by clicking on a 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.

Display Inactive Codes

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

Edit a Reference Table Code

After the table is selected for viewing, click the [Edit] icon for a record, activating the line item. Make any necessary changes, and click [Save].

Make a Code Active/Inactive

If the Reference table record displays a Check mark in the Active column, other users may select that code in menus where it applies.

To make the code inactive, enter the record from the Active/Inactive display (as described above). Then, 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 Requisition and Job Seeker records that previously used the value.

Add a Code to a Reference Table

Example: Your organization has a new type of "Contract" position, so the Position Type Reference table needs to be updated to make this menu option available when a new Requisition is created.

Click the [Add] button in the second-level toolbar. A line item will be added to the table. Enter: Code and Description; then click [Save]. By default, new codes are: In Use.

Delete a Code from a Table

Once the table is displayed, click the [Delete] icon to the left of the record.

Add a Reference Table

Example: Your organization is adding a Question to the APPLICATION Form that will present answer options to the Job Seeker.

Choose the [Add] button from the upper toolbar, and enter a: Table Name. Click [Save]. The Table Name will be added to the Select Table drop-down, and an empty table will display. Continue with adding line items, representing each code (as described above).

Rename a Table

If the Reference table contains no records, the table may be renamed. Choose the [Rename] button from the upper toolbar; update the entry, and click [Save].

Import Reference Tables

If the Reference table does not exist in the system, add the table (as described above). From any Reference Tables screen, click the [Import] button. An import wizard will guide you through five steps:

  1. Select Import Type — For most imports, you will select: External Data. However, if you also subscribe to balanceAAP software and the particular codes exist in an Affirmative Action plan there, you may select to: Import from balanceAAP (and select the plan, using the provided drop-downs).

  2. Select Tables — Move one or more tables from the Tables Available column to the Tables to Import column. Click [Next].

  3. Upload Files — If an external source, select a file type:

    4. •  Excel

    •  Access

    •  Text

    Locate the file on your computer. Click [Next].

  4. Match Import Tables and Fields — If using an Excel file with multiple tables, select the sheet name. Match the system's fields to the fields in the incoming table. Fields marked with an asterisk (*) are required. You can refer to the Preview of data at the bottom of the page.

  5. Process Data — Select one of the following options:

    6. •  Overwrite (Delete all existing records and replace)

    •  Overwrite Matching (Delete and replace only records that match)

    •  Append (Add to existing records)

Click [Import Data] to complete the process, and view results, which will indicate whether the process was successful. (Optional) Check to box to: Save my files for later use.

Then, you may choose the next destination:

  • Back to Import
  • Return to Reference Tables

Export Reference Tables

From the page for any Reference table, choose the [Export] button from the table header bar. Check the box for each table you want to include, or select: All.

At the bottom of the menu, select a File Type:

  • Excel 97-2003
  • Excel 2007
  • Text (CSV)

Click the [Export] button. Then download, save, or print the file.