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BalanceTRAK > Settings > Reference Tables


  • 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 Reference Table
  • Add a Reference Table
  • Import Reference Tables
  • Export Reference Tables

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, as described below.

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.

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

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

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 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

Click the [Add] button in the second-level toolbar. A line item will be added to the table. Enter the Code and Description for the record. Click
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} [Save].

Delete a Code from a Reference Table

Once the table is display, click the [Delete] icon to the left of the line item.

Add a Reference Table

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).

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.

Export Reference Tables