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BalanceTRAK > Reports > Export (Data)

KEY TOPICS:

  • About Exporting balanceTRAK Data
    • What Default Exports are Available?
  • Perform a Job Seeker Data Export
    • Multi-location Clients: Choose Location(s)
    • Determine Job Seeker Filters and Fields for Data Export
    • Set Job Seeker Date Parameters
  • Perform a Requisition Data Export
    • Filter Requisition Data for Export
  • Save an Export View for Future Use
    • Run a Saved Export View
    • Delete a Saved Export View
  • What Default Exports are Available?
    • Select a Default Export
      • Restore Defaults
    • Run an Export, based on a Current or Default View

    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 and follow-up. This feature is available under Reports in the side navigation menu, by choosing Export.

    To ensure you obtain the needed data, the system provides menus for honing on data by module (Job Seekers or Requisitions), Location Code (if applicable), Requisition Category, Fields, Date Range, and the like.

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

    What Default 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

    Select a Default Export — Simply expand the tab's upper drop-down, on the right, and make one of the above selections.

    Checked boxes will indicate the current settings for the Default Export. Review, and edit as necessary. Proceed to perform the export, as described below

    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.

    Perform a Job Seeker Data Export

    Begin by selecting Job Seeker from the Export tab header. Then follow the steps below.

    If your organization has only one Location, the corresponding Location Code will be selected, and you can proceed directly to determining Filters, Fields, and Date Range.

    Multiple-location Clients: Choose Location(s)

    Review and select Location Codes.

    Determine Job Seeker Filters for Data Export

    Make selections from the provided menus (Filters and Fields) to hone in on particular Job Seeker data. The following options for Job Seeker Filters are available:

    • Requisition Category (Open, Pending, or Closed)
    • Requisitions (by Job Title, Requisition Number)
    • Job Seeker Stage
    • Disposition Code
    • Application Date, Job Posting Start Date, and Job Posting End Date

    The following options appear for Job Seeker data Fields:

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

    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.

    Set Job Seeker Date Parameters

    Perform a Requisition Data Export

    First, using the Export tab header, select Requisition. Proceed to following the steps, as described below.

    Filter Requisition Data for Export

    Requisition data can be filtered by Category:

    • Pending
    • Open
    • Closed

    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 third button in the toolbar, [Save], and enter a name for the view.

    Run a Saved Export View

    Once the view is saved, it will be available for selection from the menu header bar. Simply expand the Change Export drop-down and make a selection. Review the displayed settings, and confirm the process by clicking the [Export] button.

    Delete a Saved Export View

    What Default 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

    Select a Default Export — Simply expand the tab's upper drop-down, on the right, and make one of the above selections.

    Checked boxes will indicate the current settings for the Default Export. Review, and edit as necessary. Proceed to perform the export, as described below

    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.

    Run an Export, based on a Current or Default Export View

    Once the appropriate boxes are checked, and if applicable, data range is set, simply select the [Run Export] button from the upper toolbar

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