The focus of this chapter will be on how to report on recently accepted offers.
In this fourth chapter, we will explain the thought process and steps you can use to identify the information in the system you would like to report on, and how to build a report to filter offers that have been accepted. In this example, we will discuss how to create a report on recently accepted offers including the position number linked to the offer.
4.1 - Choose the Jobs with Position explore
Start by confirming a known example of an offer you want to report on and locate the record in the system, making a note of the value that will uniquely identify this record such as the job number on the job card and the applicant's email address or name. For this example make a note of the job number.
For this example we will choose the Jobs with position explore as this is the best explore for reporting on the position number information associated with the offer as well as the standard job, application, offer and applicant information.
4.2 - Add fields to your report
Start by adding some common dimensions from the job card, offer card and applicant such as the Job no, Position no, Applicant name and Offer accepted date.
Note: The Job no. field may have different labels in your specific system so it's best to view an example job in your system to confirm what these fields are labelled as on the job card, then add these dimensions to your report.
4.3 - Filter out any offers that have not been accepted
Search for the Offer Accepted (Yes / No) dimension, add this as a filter to your report and set the filter to Offer accepted (Yes/No) is Yes. Also, set up a filter for the known example Job no that had offers noted from step 1 and filter on this job number.
4.4 - Select the table visualisation option
For the purposes of viewing the values of your reporting fields and to check what filter options can be used initially it is highly recommended to leave/set this as the default Table option.
4.5 - Run your report to view the output
Click Run from the top right to run your report and view the output as shown below.
At this stage, you can also add any additional job or offer card dimensions that you would like to report on as well as any additional filters, run the report again and confirm you are getting the required information you need. The best way to verify this is to open the job or offer card of the known example and to compare the values of the fields to the dimension you have included in your report.
Now you can also remove the filter for the known Job no. and run the report again. This time your reporting output will show all offers that have been accepted. In this example, we have removed the filter for the know example job no and added the dimensions for the new starter form (Offer Form) and onboarding workflow selected on the offer card, as well as added an additional filter to only show offers with Offer Accepted Date in the last 1 year.
4.6 - Consider if you need to group data using measures.
Consider if you need to group the data so that a sum or total of records needs to be reported on such as the Total Offers Accepted for each job number. If you would like to group the data and see a Total grouped by dimensions please read the following 2 steps. otherwise, if you just need the raw data you can continue to the final step 1.8 to download the raw results.
Note: The total shown for the measure will be the total based on the unique combination of the existing dimensions already in the report visualisation.
Top Tip: If you wish to just get a snapshot of the grouping but not alter the raw data in your main report, you can select the Explore from Here option via the main cog icon in the top right after initially viewing the report. This will allow you to make any changes required to group the data appropriately without altering your original report. Once you have finalized these changes you can then choose the Save as a Look option and create a new report or simply close the window after viewing and downloading the output if you don't wish to save the changes as another report.
For this example, we will first add the measure for Total Offers Accepted as well as remove all dimensions in the report data section except for the Job no. to ensure that the total will be grouped by the Job no. only and run the report again and view the results for the total number of offers accepted for each job as shown below.
The next step is to decide how to best visualise or represent your reporting output.
4.7 - Visualising the reporting output with graphs
Consider how you would like to display this information depending on the dimensions and measures you have included in your report. If detailed data is required and your report includes a large number of dimensions the table format is the best option. If you just need to show totals, trends or snapshots then charts and other visual representations may be the best option. Feel free to try the different visualisations out as they can easily be toggled.
Below is an example showing the Top 5 Jobs by Total Offers Accepted displayed as a Pie chart.
Note: When using certain visualisations a Row Limit needs to be specified. For example, the Pie chart visualization can only display a maximum of 50 rows of data.
4.8 - Download and export your report
To download the report output while you are viewing the report, from the top right, click the cog icon and Click Download.
If you are currently editing the report, from the top right first click Explore from here, then from the top right, click the cog icon and Click Download.
Select the file format, results, values, any row limits, the filename and click download.
Note: To download all results change the Limit option to All Results as the default for results in the table are limited to 500 rows.
To download just the raw data and not any visualisations select the Results option As displayed in the data table.