The Data export tool in Vincere is a powerful feature that allows you to set up both immediate and scheduled exports.
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⭕ How to access Data export feature?
To access Data Export, please go to Settings > Click on Data export
Export Setup | Export Schedules | Export/Download List |
👉 How This Works
📝 Note: A single report can be used for multiple export schedules. If you edit an existing report, the exported data will reflect those changes. | 👉 How This Works
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⭕ Export Setup
In the Export Setup, you can see existing export reports, edit them, or create a new report.
Steps to Set Up an Export
Step 1: Set Up Data Set And Fields For The Report
Navigation: Go to Settings > Data Export > Export Setup.
Create Report: Click "Create new report"
Select Data Set and Fields: Choose the relevant Data Set and Fields for the report.
Schedule the Export: Set up the schedule in Export Schedules.
📝 Note: The Candidate onboarding fields shown will depend on the country selection and will be mapped to the candidates associated with the application or invoice.
📑 Data Set Options
👉 Click HERE for more details on What Filters are available with each Data Set
📑 Select Fields for the Report
Example Fields:
Candidate Absence: Absence Date, Absence Reason, Absence Created By.
Shift Information: Shift ID, Shift Name, Shift Start Time, Shift End Time.
Application Information: Company Applied, Job Applied, Job Applied ID, Job Type, Status, Shortlisted Date, Sent Date, Interview Dates, Offer Date, Placed Date, Offer Amount, Job Category, Application Source, Stage, User and Date for various stages.
📑 Country and Candidate Onboarding Fields
Country Selection: The onboarding fields shown will depend on the country selected.
Onboarding Fields Filters: Back Office, Tax, EEO/OFCCP Compliance.
Filters of Candidate Onboarding Fields:
Back Office: Bank Name, Account Number, Account Name, Bank Branch, ABA | SWIFT Code, BSB Number, Drivers License Number, State - License, License Expiry Date, License Type.
Tax: Social security number, Tax status, FLSA classification and Employer ID number.
EEO/OFCCP Compliance: EEO/OFCCP, Race, Keyword, Availability for work, Ethnicity, Veteran status, Other information.
📝 Note: Only administrators can create reports. If you require access, contact your administrator.
Step 2: Set Up Report Details
Name the File: Choose a name for the export file.
Date Format and Decimal Places: Configure these settings.
Invoice Export Settings: Select invoice type and export options.
Select Invoice Type: Sales Invoice, Consolidated Sales Invoice (if you select this Child invoices will not be exported together with consolidated invoices), Purchase Invoice, Consolidated Purchase Invoice, Credit Invoice and Self-Bill Invoice
Invoice line item type: You can choose to export invoice items which are generated by timesheet only. By default, all invoices line are exported
Invoice Export Option: You can either choose if the export can be by rows or columns.
By row means that each invoice line item is placed in one row in the report (one invoice may expand several rows)
By column means that all line items of an invoice are placed in a single row (multiple columns)(one invoice placed in one row only).
Customize Columns: Rename and rearrange columns by clicking and dragging each field as needed.
🎯 How to edit and delete the report
Editing Reports: Click the pencil icon to edit a report. Changes will be reflected in the exported data.
Deleting Reports: You can delete reports without schedules by clicking the delete button. If a schedule exists, ensure all schedules are finished before deletion.
Once done, click on Save to of the Report.
📝 Note: If there is a schedule set up you will see “yes” in this column and will be unable to delete the report. You will first have to ensure that all the schedules set up for that report are “finished” before being able to delete the report:
👉 You can read more about these export methods HERE
⭕ Set Up the Export Schedules
To set up the Export Schedules, follow the steps below:
Go to Settings
Click on Data Export
Navigate to the Export Schedules tab
Click on "Create new scheduler"
🎯 Export Report Options
File Type: CSV or XLSX.
Export Method: Immediate or scheduled.
👉 Click HERE for more details on Data Filters
Update Preview
Click the Update Preview button to see a preview of the data based on your selected filters.
🎯 Different export methods - Download / SFTP / Email
When setting up an immediate or scheduled export, you have three options for how to receive the export:
Export/Download List
To choose this method, simply select the "Export/Download List" option during the export setup process.
How to View Your Exports
Navigate to the Export/Download List section.
Here, you will see a list of the downloaded exports, their status, and options to remove any expired exports.
📝 Note: Downloads automatically expire after 30 days. After this period, you can re-download the files if needed.
Transfer File to SFTP
If your company has an SFTP (Secure File Transfer Protocol) network already set up, you can use this method to transfer the files.
How to Transfer Files to SFTP
Complete the required SFTP details during the export setup process.
Make sure to provide the necessary server, username, password, and directory details.
💡 Tip: Please speak to your IT team for further assistance on setting up an SFTP network if you do not have one in place.
Send File through Email
To send the export file via email, follow these steps:
Enter a valid email address.
Provide a subject for the email.
Write a message if necessary.
What to Expect
After setting up the export to be sent via email, you should receive an email containing the export file at the provided email address.
By following these steps, you can effectively set up and manage the export of your data using the method that best suits your needs. For further assistance, please refer to your IT team or support resources.
📝 Note: CSV export is limited to 500,000 applications per export.
How can I export the data on a schedule? 🤔
This is perfect if you need to export data on a regular basis - you no longer need to manually do the export each time. Just set it up once, and it will then export on a schedule that suits you.
Select Report and File Type: Choose the report and file type (CSV or XLSX).
Schedule Export: Configure the schedule with filters and time zones.
First Data Export From - This is the date that the first data will pull from - Any data timestamped between "First data export from" and "Start date & time" will be included in your first export.
Start Date: This is the date of the first scheduled export.
Repeat Schedule: Daily, weekly, or monthly options are available.
🗓️ Weekly:
This option allows you to choose how many weeks between each export, and on which days of the week:
Example: If you select 3 weeks and Monday & Thursday, the export will run every 3 weeks on the Monday and Thursday of that week.
🗓️ Monthly:
This option allows you to run the report monthly, and select which days of the month you would like to run it on:
Example: If you select every 1 month, and for the report to run on day 1, the report will run on the 1st day of each month.
📝 Note: Due to February being a short month, we do not support exporting on the 28th, 29th, 30th or 31st. You can select “last day of the month” to export on the last calendar day of each month.
Ends: This is when you would like the schedule to end:
Never - keep the schedule repeating with no end date
After a number of export times - after the export has happened after a certain number of times
Specific date - repeat the export until a certain date
Preview:
When you are setting up the schedule, you can preview the data to see when the data will export, and which date ranges will be exported in each export.
Example:
🎯 How to Edit Existing Export Schedules
To edit a schedule, click the pencil icon in the Action column.
This will take you through to the export schedule and you’ll be able to make changes to the future exports.
🎯 How to Delete Existing Export Schedules
To delete a schedule, click the red delete icon
📝 Note: You are only able to delete schedules where the status is “paused” or “finished”
DID YOU KNOW? 🤔
You can now configure up to 25 custom placement fields in Vincere. You can do this from Settings > Field Configuration> Placement Fields.
🎯 Why Use Data Export (Report Scheduler) vs. Export to CSV?
Data Export (Report Scheduler):
Best for scheduled, automated, and large-scale data exports.
Ideal for ongoing reports and systematic data retrieval.
Supports different export methods (Download, SFTP, Email).
Can export up to 500,000 applications per export, making it suitable for bulk data operations.
Allows for customized reports with selected fields, filters, and formats.
Export to CSV:
Best for quick, on-the-fly exports for immediate use.
Limited to 5,000 records per export, making it suitable for smaller data sets.
Requires manual execution each time data needs to be extracted.
Primarily used for quick backups, email campaigns, and simple data retrieval.
🎯 Difference Between Data Export (Report Scheduler) vs. Export to CSV
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Purpose | Scheduled and automated data exports | Ad-hoc, manual data extraction |
Record Limit | Up to 500,000 records per export | Up to 5,000 records per export |
Automation | Can be scheduled at set intervals | Manual process, requires user action each time |
Data Sets | Deals with data sets - Allows selection of specific fields, filters, and formats | Deals with Entities -Exports all selected records as a standard CSV |
Export Methods | Download, SFTP, Email | Download via email |
Ideal For | Regular reporting, compliance, integrations with other systems | Quick data retrieval, small-scale exports |
File Type Options | CSV, XLSX | CSV only |
📌 Summary
Use Data Export (Report Scheduler) when you need scheduled, large-scale, and automated data extraction with more export options.
Use Export to CSV for quick, manual exports of smaller datasets for immediate use.
🔴 Data Filters
Export data:
Custom: Select this option to customize the data you want to export.
Export everything: Select this option to export all available data.
Brands: Choose from all available brands or select specific ones.
Company: Choose from all available companies or select specific ones.
Consultant/Job Owner: Choose from all available consultants/job owners or select specific ones.
Job type: Choose from all available job types or select specific ones.
Pay Type: Choose from all available pay types or select specific ones.
Time frame: Select the desired time frame for the data to be exported.
Timezone: Choose the appropriate timezone. The default is set to (UTC-08:00) Pacific Time (US and Canada).
Get Data From: Select the start date for the data.
To: Select the end date for the data.
🔴 Available Filters with Each Specific Data Set
1. Candidate Absence Data:
Filter: Candidate Absence, Shift Information, Application Information, Candidate Information, Placement Information, Placement custom field, Company custom field, Marketing, Other.
2. Application and Onboarding data:
Filter: Application Information, Candidate Information, Placement Information, Placement custom field, Company custom field, Marketing, Other.
3. Invoices and Onboarding data:
Filter: Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement custom field, Company custom field, Line Items in Invoice.
4. Application, Onboarding, and Invoices data:
Filter: Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement custom field, Company custom field, Line Items in Invoice.
5. Placement cancellation data:
Filter: Placement Information, Application Information, Candidate Information, Placement custom field, Company custom field, Marketing, Other.
6. Timesheet data:
Filter: Candidate Information, Timesheet Data, Placement Information, Application Information, Other
7. Shift Data
Shift Export Feature allows you to effortlessly export detailed shift data, making it easier than ever to streamline your reporting and export shift-specific information.
👉 This is perfect for customers who need enhanced visibility into shift data and or/importing into a third-party payroll system.
How to export Shift Data?
Just like with the existing data export tool, you can configure the shift data export in three simple steps:
Step 1: Export Setup: Select the specific data fields you want to export.
Step 2: Export Schedules: Configure your export details and choose to run the export immediately or set it to run on a schedule.
Step 3: Export/Download List: Access and manage your export files with ease. You can also select the file type (CSV or XLSX) that suits your needs best, giving you greater flexibility in managing and exporting your shift data.
Please refer to the video bellow for your visual guidance:
Benefits and Use Cases:
Payroll Compliance: Export shift data to ensure accurate payroll calculations, reduce errors, and comply with labor regulations.
Resource Optimization: Analyze shift coverage and inefficiencies to improve staffing and productivity.
Enhanced Reporting: Integrate with third-party systems for detailed insights on labor costs, productivity, and shift patterns.
💡Quick Tips
You can select/re-order/rename any columns above for the export.
You can input the fixed name for the report
You can setup Data Format and Decimal Number format when Setup the Shift Data Export
You can select/re-order/rename any columns above for the export.
· User can input the fixed name for the report
· User can setup Data Format and Decimal Number format when Setup the Shift Data Export:
8. Applications, Onboarding, Invoices and Expense Report data:
Filter: Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement custom field, Company custom field, Line Items in Invoice.
9. Applications, Onboarding and Expense Report data:
Filter: Application Information, Candidate Information, Placement Information, Placement custom field, Company custom field, Marketing, Other, Expense Information.
By following these steps, you can efficiently set up and manage data exports in Vincere, ensuring your data is available in the desired format and on your preferred schedule.
Happy Recruitment #TheVinnyWay🤩