Export Data in Vincere 📂
The Data export tool in Vincere is a powerful feature that allows you to set up both immediate and scheduled exports.
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
| 👉 How This Works
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For more details, let's dive into the process below ⬇️
⭕ 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.
Editing Reports: Click the pencil icon to edit a report. Changes will reflect 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
Navigation: Go to Settings > Data Export > Export Schedules > 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.
Export Methods
To Export/Download list: Select this option to add the export to the download list.
Transfer file to SFTP: Select this option to transfer the file via SFTP.
Send file through Email: Select this option to send the file through email.
📝 Note: CSV export is limited to 500,000 applications per export.
👉 You can read more about these export methods HERE
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:
Choose the export method
To Export/ Download list
To choose this method, simply select the Export/Download option:
To view, go to the Export/Download list
Here you will see a list of the downloaded exports, and their status, and will be able to remove any that are expired.
📝 Note: Downloads automatically expire after 30 days - at this point you can re-download them.
Transfer file to SFTP
If your company has an SFTP network already set up, you can use this to transfer the files. Just complete the details of the SFTP here:
Please speak to your IT team for further assistance in setting up an SFTP network.
Send file through email
To send my email, you need to enter a valid email address, subject, and message:
Editing existing 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.
Deleting existing 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.
🔴 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. 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.
8. 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🤩