Find out what an Export Configuration is and how you can use it in a Custom Report
Export Configurations (or 'Configs' as we like to call them) allow for encrypted data held within the ATS, to be exported to a 3rd party platform, for example an HR or Payroll system.
- Typical data such as this might be a candidate's bank details and National Insurance (NI) number.
In order to export this data from the platform, you will need to set up a Custom Report and include the Bank Details and/or NI details as a Custom Column set.
For information on how to do this, click below:
Once you have created your custom report, you will need to create an Export Config in Insights.
Creating an Export Config
To access the Export Config set up page, log into Insights as usual.
Go to 'Report Manager' on the left-hand side and select 'Export Configs' and 'Create Export Config':
You will be presented with a screen that looks like this:
While there is a lot of content included on this page, there are only a few fields that need to be completed.
The ones you should pay attention to are at the top and bottom of the page:
- Export Handle - This is the title that you are giving to your export config
- Export Description - If you need to add anything further to the title, you can add that here. You are limited to 128 characters in this field.
- Data Clear - If this box is ticked, once your report has exported the data, all fields relating to the encrypted data will be deleted from the ATS
- Data Clear Delay - If you would prefer to have a delay in the deletion of the data, you can specify how long of a delay here. We would recommend something short-term like 7 or 14 days.
If you do not tick the 'Data Clear' box or indicate a time delay, the platform will automatically delete all exported encrypted data still present in the platform, after 28 days.
At the bottom of the page, the only two fields you need to pay attention to are the bottom two:
- Enable Cumulative Exports - If you tick this box, this will enable cumulative exported versions of the same report.
- Typically, Insights will only export the candidate's encrypted data once.
- However, if the box is ticked, you will be able to export data accumulated over time
- For example if you have 5 candidates moved to Hired in one week and require their Onboarding information for your payroll system, then you run the report again the following week and have a further 5 candidates that next week, you will see a total of 10 candidates presented to you.
- Custom Cron Schedule - If you require your report to export data at a specific time and on a specific day, you can set up a Cron schedule to enable this.
- Setting up a Cron schedule is not something that Tribepad can support, but if you need help on how to do this, check out the Wikipedia page here.
Once you have completed all the details for your Export Config, you should save it by selecting 'Submit' at the bottom of the page:
The screen will refresh and you will see something like this:
- You can see the name of your Export Config and the filename that has been assigned to it.
Once you have created your Export Config, you can apply it to a Custom Report.
Using an Export Config
Access your Custom Report through the 'Report Manager' drop-down:
- For this example, the report we are using is called 'Training Example'. You will see a list of your Custom Reports in the same place.
- Select the relevant one.
From there, you will need to scroll down the page to the 'Extended Report Configuration' section:
Expand the section and you will see a 'Manage Export Configuration' option:
Click on this section and you will be able to choose the relevant Export Config to add into your report:
Selecting the relevant Export Config will show it on the screen:
To save your Export Config to your report, simply scroll to the bottom of the page and click 'Save Template':
Your report (providing the relevant sensitive data columns have been included in it!), will now export the sensitive data from the ATS for you to use as required!