Reports Tab

ApplicantStack™ Reports offers your organization flexible and powerful reporting capabilities. The Report module offers features that range from a simple report that shows how many Jobs are being managed per month, to a detailed listing of candidates that can be exported from the system to a .csv file.

Report Grid

You can access the Report Grid by clicking the Reports Tab.

The layout of the Reports Grid has been divided into two sections.  The first section is labeled Dashboard Reports.  These reports are turn-key reports that display various recruiting metrics.  The Dashboard Reports consist of:

1. Source Performance - The number of applicants and hires from each source
2. Time in Stage for Active Candidates – The average number of days active candidates have been in the workflow. You can use this report to determine if candidates are getting "stuck" in any of the stages of your workflow.
3. Hire Metrics - The summary of hire metrics for your jobs or departments. You can use this report to track hire metrics like % Hired and determine what percent of candidates are still Active in your workflow.
4. Stage Conversion - The number and percent of candidates that passed key stages of your workflow. You can use this report to determine where candidates are dropping out of your workflow.

These reports are advanced metrics reports and cannot be customized.  

The Dashboard Reports Section contains the following fields:

• Name: The name of the report.
• Description: A detailed description of the report.
• Actions: Only one action is available for these reports and that is open.

The second section is My Reports and contains standard account level reports that can be altered as well as reports that you have created.

The My Reports Section contains the following fields:

• Favorites: The report will have a red heart if it has been marked as a favorite.
• Name: The name of the report.
• Description: A detailed description of the report.
• Last Modified: The date the report was last modified or changed.
• Actions: The Actions column contains the following options:
  • View Details: Selecting this icon allows you to view the selected report.
  • Clone: Clicking this icon will create a copy or clone of a report.
  • Edit: Edit the report (Note that custom reports built by ApplicantStack cannot be edited by the user.  The user will need to contact support for any changes.  Depending on the scope of the change, there could be a charge to implement the change).
  • Export: Export the report to csv format.
  • Delete: Delete the report from the Report Grid.

The right side menu also contains the option to delete reports by selecting the check box by the report that you wish to delete. This menu also contains the option to create a report as well.

View Details

When you click View Details you are presented with the results of the report that you selected.

The Report Details page contains the name of the report, a report description, when the dataset was generated as well as any filters that may be available and the fields that were chosen for the report.

If you have any filters on the report, you can use these to filter the report’s data in different ways. The example below shows the report filtered by the Job Stage Type. The report will change dynamically with a different selection from this Picklist.

For any report that has a Date Filter, a custom date range can be used by selecting Custom from the Date Filter’s dropdown menu.

When a Filter is applied to a report, you are also able to set that Filter to be the default view by selecting the default Icon while the Filter is activated. “No Filter" will be applied if no other is selected.

You can also edit the report and export the report by selecting Edit Report and Export CSV from the right side menu. Clicking the link [Refresh] will refresh the report and display the latest data that the report is requesting.

Edit

You may find that you need to include more or less fields, apply groupings, or create/change filters in a report. You can edit any of the reports included in ApplicantStack™ as well as any reports that you create by clicking the edit icon. Clicking this icon opens the following page:

There are many options that are available for each report.

Report Information

• Name: The name of the report.
• Description: A detailed description of the selected report.
• Dataset: The data you wish to access for the Report. This selection will determine the fields that are available for selection in the Fields section of the report. These datasets are as follows:
• Jobs: Job data elements.
• Candidate: Candidate and Application data elements.
• Tasks: Task and Event data elements.
• Feedback: Feedback/Questionnaire data elements.
• Job Board Accounts: Job Board Account Data Elements, i.e. names of applicants and application status, usernames, etc.
• History: Candidate Search data elements.
• Type: The level of detail and focus of the report.
• Summary: Provides a high level view of statistics.
• Detail: Provides details on individual records for the selected data elements.
• Chart: Gives the ability to display your report as a chart. This type of report uses the same engine as the Summary type and is useful for visually representing counts and aggregate data. You can choose between Pie, Bar, Column or Line Graphs.
• Draft: Clicking Draft puts the report in draft mode.  The report will be available to you, but not other users.  You can remove it from Draft by clicking the Draft icon again.
• Favorite: Clicking the heart icon marks the report as a favorite.

Fields

• Primary Field: The main focus of a Summary Report. The Primary field is only available when Summary Type is selected for a Report.
• Select Category: This dropdown will determine which fields will be available for selection.
• Select Field: Select the field that you wish to make the primary field in the Report. The Category selected will determine what fields are available for selection. You can use the up and down arrows on the side of this text box to switch the order of the fields. Note that this is only available for Detail type reports.

• Secondary Field(s): These are additional fields that can be included in the report. If Detail is selected for the Type of the report, then this field is called Fields and there is no primary or secondary fields.
• Fields: These can be expanded by clicking the plus icon on the right side of the box.  This will show you each field that is available in each grouping.  To close the fields, click the minus icon.  To select a field, click on the field and hold the left mouse button, then drag the field to the box labeled Selected Fields.  
• Selected Fields: This list contains the fields that you selected from the fields box.  You can remove these fields by clicking them and holding the left mouse button, then drag the field to the Fields box.  You can rearranged these fields within this box as well by clicking the field you want to move and holding the left mouse button, then dragging the field to your desired position.

Note: Fields can be selected from multiple Field Groups in the Current Data Set.  You are not limited to selecting fields from one Category

Grouping

ApplicantStack™ gives you the ability to group your reports by up to 3 categories. By selecting a Category and corresponding Field(s), you can Group the data on the report by those fields. For example you can group by Job Name, Date, Source, Disposition, Score, etc. The Categories and Fields available for groupings are the same as those in the fields section.

Filters

Not only can you group by data, you can also set up filters for reports to filter the data in more meaningful ways. Much like you can do with grouping, you can filter a report by selecting fields.  

The filters categories can be expanded by clicking the plus icon on the right side of the box.  This will show you each field that is available in each category.  To close the categories, click the minus icon.  To select a field, click on the field and hold the left mouse button, then drag the field to the box labeled Selected Fields.  

You can remove these fields from the Selected Fields box by clicking them and holding the left mouse button, then drag the field to the Fields box.  You can rearranged these fields within this box as well by clicking the field you want to move and holding the left mouse button, then dragging the field to your desired position.

Once you have your filters selected, you can set default filters. This is a good option to use when you are working with reports that display a large amount of candidates as this reduces the amount of time that it takes for the report to complete. This allows you to set filters that you use often as defaults. Your report will have these filters automatically applied on it's first run. You can use these filters as one time setting or you can elect to use them always and hide the filter field on the report. Click the link [Set Default] by the filter's name, then select an option(s) from the drop down menu. You can also check "Always use this value (hide filter)" to have this be the default setting every time the report runs.

When you are finished editing the report, you click Save to commit your changes or you can click Save and Preview to save your changes and preview your report with the first 100 results.  Note that in preview filters have been disabled.

Example of a report in preview mode:

Exporting Data

Sometimes you may have a need to place your data into a spreadsheet. ApplicantStack™ provides a way for you to move data that you select out of ApplicantStack™ and into your favorite spreadsheet program.

You can export data by selecting the Export icon as well as from the View Details page. Selecting this option will export the report to a csv format where each field in the report is represented by a column and each record is represented by a row.

Any grouping that you have in place in the report will remain in the csv file, so your rows of data will be grouped as they are in the report. When you export from the report, the filter that is applied when the export is run will be used.

Creating an Ad-Hoc Report

You can create a new report in ApplicantStack by selecting Create Report from the right side menu on the Report Grid screen. When creating an Ad Hoc report, users are able to decide which data they wish to report on (Job or Candidate data), choose Summary or Detail report and finally decide what data fields you wish to bring into the report.

The Create Report screen is very similar to the Edit Report screen and contains the same options to help create your new report. For more information see Edit Report above.