How Do I Pull An Ad-hoc Report of Archived Applicants When I Don't Know the Specific Job Posting Details?

When you close job postings, the applicants are automatically archived in the system. You can generate a customized report on the archived applicants through the Ad-hoc reporting feature.

Step 1: Generate a Job Posting Report

1. Navigate to Reports > Ad-hoc Report

2. Click on New Report.

3. Select the Job Posting record using the drop down menu and click Continue.

4. In the Choose Your Content section, click on the fields that you wish to include in the report. The most useful columns are:

  • Job Posting > Id
  • Job Posting > Title
  • Job Posting > Closed
  • Job Posting > Close Date
  • Job Posting > Created
  • Department > Name
  • Location > Name

5. In the Filter Results section, click on Add a New Filter to add parameters on your report. If you are locking for closed job postings you can add the following:

  • Field: Job Posting > Closed
  • Operator: equal to
  • Value: 1 ("1" = yes, the job posting is closed, "blank" = No, the job posting is not closed)

6. In the Sort Results section, select how you want your data to be sorted by.

7. In the Choose Output section, here you can rename your report and select the Output Format (Excel or HTML) and style. Click on Preview Report to view a preview of your report. If you need to edit anything further you can use the previous step button to go to the sections and edit your report. If you want to save your report to your Ad-hoc reports library, click on Save Report.

 

6. In the report, you can refer to the job posting details (job title, close date, created date, department, location) to find the job you are looking for. Next make note of the job posting Id (Id column) which you will use in the next report.

Step 2: Generate an Applicants Report Using Job Posting Id

1. Navigate to Reports > Ad-hoc report.

2. Click on New Report.

3. Select Application record on the drop down menu and click on Continue

4. In the Choose Your Content section, click on the fields that you wish to include in the report. The most useful columns are:

  • Job Posting > Id
  • Application > First Name
  • Application > Last Name
  • Application > Email
  • Application > Phone
  • Application > Address
  • Application > Stars
  • Stage > Name
  • Job Posting > Title

5. In the Filter Results section, since you are looking for the applicants in a job posting, you can add the Job Posting Id as a parameter to filter your report.

  • Field: Job Posting > Id
  • Operator: equal to
  • Value: Id Number we got from Step 1

6. In the Sort Results section, select how you want your data to be sorted by.

7. In the Choose Output section, here you can rename your report and select the Output Format (Excel or HTML) and style. Click on Preview Report to view a preview of your report. If you need to edit anything further you can use the previous step button to go to the sections and edit your report. If you want to save your report to your Ad-hoc reports library, click on Save Report.

8. Your report will then show a list of archived applicants for the specific job posting that you were looking for.

Still have questions on how to generate an ad-hoc report of archived applicants? Submit a help request and the TribeHR support team will be happy to help!

 

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