< back

BalanceTRAK > Reports > Export (Data)

KEY TOPICS:

  • What Default Data Exports are Available?
    • Restore Defaults
  • Prepare a Data Export by Selecting Filters and Fields
    • Determine Filters
      • Set Location (If applicable)
      • Set Date Parameters
    • Select Fields
    • Outline of Job Seeker Export Options
    • Outline of Requisition Export Options
  • Save an Export View for Future Use
    • Delete a Saved Export View
  • Use a Saved or a Default Export View
  • Run the Export

RELATED TOPIC:

Export BalanceTRAK Data to Excel

Job Seeker and Requisition data can be saved to Excel for use outside of balanceTRAK — such as for inclusion in a federally required Affirmative Action plan (AAP) or for data research. This feature is available under Reports in the side navigation menu, by choosing Export.

To ensure you obtain the necessary data and to improve processing time, Export displays tabs for honing in on data by: Job Seeker OR Requisition. Within those data sets, parameters include Location Code (if applicable), Requisition Category, Fields, Date Range, and the like.

For those who would like to run recurring exports, an Export view can be saved for reuse. The settings for a saved Export view (e.g., Date Range) can be further adjusted as necessary (and saved). In addition, the system provides some typical Job Seeker exports as defaults, as described in this article, next.

What Default Data Exports are Available?

Default Export views are available on the Export > Job Seekers tab, with preselected Filters that produce the most typically needed Job Seeker "snapshots":

  • Job Seekers
  • AAP Import — Includes demographics and SELF-IDENTIFICATION for disability and Veteran statuses for inclusion in an Affirmative Action Plan.
    • The Date range must also be set to reflect the annual or interim AAP analysis period. See Set Job Seeker Date Parameters, above.

BalanceAAP HELP Cross-reference: The data set can then be imported into this companion application.

  • Hires — Job Seekers with a Disposition Code indicating "hired"
  • No Disposition Code
  • No Job Seeker Stage (if applicable)

Quick Tip: As described in this article, parameters for Application Date, Posting Start Date, and/or Posting End Date can be added to the Default Export to produce an Export for a particular time period.

Restore Defaults

To return to the Default Export parameters after Filters have been changed, choose the [Restore Defaults] button from the upper toolbar.

Prepare a Data Export by Selecting Filters and Fields

While preparing an export, Job Seeker and Requisition menus will be presented to you in a similar fashion, but the variables will be specific to each of the two databases. Therefore, the instructions below are followed by outlines that list the available Job Seeker and Requisition variables.

Begin by selecting Job Seeker OR Requisition from the Export tab header. Then follow the steps below to organize data by the following sub-tabs:

  • Filters
  • Fields

Determine Filters

Review the upper menus, which are organized into columns that represent each variable and the variable's corresponding data entries. Make selections from these menus to hone in on particular information to include in the export. Along with these menus, you will also find status Category options as check box options.


Set Location (If applicable)
If your organization has only one Location, the corresponding Location Code will be selected, and you can proceed. Multi-location clients will select one or more work sites.


Set Date Parameters
Each date-range query will provide a drop-down menu, comprised of options for choosing a relative date range (e.g., Current Year Quarter). Select one.

OR

Select: Custom. Then, configure the date range with entries (two-digit month/two-digit day/ four-digit year).

Select Fields

Make selections from the provided check boxes to include specific Fields.

Quick tip: If your organization has numerous Fields (e.g., Job Codes), enter a few letters or digits in the Search box to help locate the option.

Outline of Job Seeker Export Options

The following options for Job Seeker > Filters are available:

  • Location
  • Requisitions (by Job Title, Requisition Number)
  • Job Seeker Stage
  • Disposition Code
  • Requisition status Category (Pending, Open, Closed)

Job Seekers can be included, based on Form completion:

  • Prescreener
  • Assessment
  • Application
  • Self-ID
  • Background Check
  • Other

Within Filters, there are fourfive options for limiting data by date range:

  • Hire Date
  • Application Date
  • Status Date
  • Posting Start Date
  • Posting End Date

The following options appear on the Job Seeker > Fields sub-tab:

  • Personal Information
  • Requisition Fields
  • Form Types (PRESCREENER, APPLICATION, and if applicable, ASSESSMENT)
  • Questions

Outline of Requisition Export Options

The following export variable for Requisition > Filters are available:

  • Category (Pending, Open, Closed)
  • Location

In addition, the following date ranges can be applied:

  • Date Created
  • Closed Date
  • Posting Start Date
  • Posting End Date
  • Internal Posting Start Date
  • Internal Posting End Date

Requisition > Fields include, but are not limited to:

  • User Access Code
  • Requisition Number
  • Job Code
  • Job Title
  • Type of Employment
  • Salary Range
  • Posting Start Date
  • Posting End Date
  • Employee Acceptance Date
  • Employee Start Date
  • Recruiter
  • Hiring Manager
  • Location
  • Tracking Code
  • Posted Internally
  • Education Level

Save an Export View for Future Use

After selections have been made, the current Export configuration can be saved in the system for display in the upper drop-down. Click the fourth button in the upper toolbar, [Save], and enter a name for the view.

Delete a Saved Export View

The saved Export view can be removed from the system by choosing the adjacent [Delete] button.

Use a Saved or a Default Export View

Once the view is saved, it will be available for selection, along with the system's default export views.

  1. Simply expand the Change Export drop-down, located in the menu header, and make a selection.
  2. Checked boxes will indicate the current settings for the Default Export. Review, and edit as necessary.
  3. (Optional) Set the Date Parameters, as described above.
  4. Select the [Run Export] button from the upper toolbar.

Run the Export

Finally, click [Export], and [Open] or [Save] the file.