The focus of this chapter will be around how to report on currently open jobs.
In this second 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 on only currently open jobs. In this example we will discuss how to create a report for the total number of submitted application for open jobs grouped by location.
2.1 - Choose the Jobs explore
Start by confirming a known example of an open job you want to report on with your business 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. For this example make note of the job number as well as the Job status.
For this example choose the Jobs explore as this is the best explore for reporting on job related information.
2.2 - Add job card fields to your report
Start by adding the dimensions for Job no, Job title, Job location, recruitment process, Job status and the Created date as shown below.
Note: The Job no. and Job Location fields 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.
2.3 - Filter out non current recruitment job statuses
Start first by filtering your report on the uniquely identifiable value for just the one known example/record. Such as the known Job no from step 1.
Note: If you don't have a specific record you're filtering to, you could also filter to show a small subset or result by applying a relevant date filter such as the Job Created date and to limit this to the last week or month.
For this example add the Job no dimension and set it equal to your known record/value from step 1.1 .
The next step is to confirm which job statuses in your system are not setup as a 'Current recruitment status'. To check this go to System settings->Jobs->Job status and make a note of all the job statuses that are setup as No for 'Current recruitment status'. These job statuses are the ones used for non current jobs that don't appear on users dashboards. We can then setup another filter to filter out all closed\non current recruitment jobs by using these job statuses.
In most systems the common non 'Current recruitment status' job statuses are Filled, Cancelled and On Hold. Add the additional filter for the Job status not equal to Filled, Cancelled and On Hold to exclude job sin these statuses. Your report should now have 2 filters based on on the known Job no. and non current job statuses as shown below.
2.4 - 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 Table option.
2.5 - Run your report to view the output
Click Run from the top right to run your report and view the output.
Add any other job card dimensions that you would like to report on and 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 card of the known job no and compare the values of the fields to the dimension you have included in your report.
Now remove the filter for the known Job no. and run the report again. This time your reporting output will show all current jobs in the system as shown below.
All current jobs
2.6 - 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 applications submitted for each of the current jobs or a total of all current jobs.
Note: The total shown for the measure will be the total based on the unique combination of the existing dimensions already in the report output.
For this example first add the measure for Total Applications submitted and run the report again and view the results for the total number of applications submitted for each of the current jobs as shown below.
Total applications submitted for current jobs
At this stage you could move on to the next two sections and try other visualisation options and download this information. But if you were looking to use other grouping options such as a total of current jobs for each location you could also try removing all dimensions except for the Location and adding the Total jobs measure and removing the Total applications submitted measure to get output as shown below.
Total current jobs per Location
Similarly if you wanted to show the Total applications submitted for each location you could remove the Total Jobs measure and add the Total applications submitted measure back in and run your report again to get output as shown below.
Total applications submitted for current jobs per Location
The next step is to decide how to best visualise or represent your reporting output.
2.7 - 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 included 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 maybe the best option. Feel free to try the different visualisations out as they can easily be toggled.
Below is an example showing the total applications submitted for the top 5 Locations for current jobs displayed as a Column chart.
Top 5 locations for applications submitted for current jobs
2.8 - 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 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.