We have made improvements to the data export tool, meaning that you can now set up future exports to run on a schedule, as well as doing immediate exports.

Please note: You can export job applications, placements, pay & bill data only. (P.S. Ability to export other data e.g candidates or contacts is on the roadmap.)

Step 1: Set up the export report

Step 2: Set up the schedule

Step 3: View the export

Step 1: Set up the export report

Go to Settings > Data Export > Export Setup. Note: Only administrators will be able to do this - if you require access please speak to your administrator. 

Before you can schedule or run a data export, you first need to create the report. 

The report is where you can decide:

  • Data Set
  • Application & Onboarding data
  • Invoices & Onboarding data
  • Application, Invoices & Onboarding data
  • Fields to export (this dropdown will be determined by the chosen Data Set)
  • File name
  • Date format
  • Order of the columns in the export
  • Titles of each column header

In Export Setup you will be able to see any existing export reports, edit existing reports, and create a new report.

Creating a new report:

  1. Select field

Click the green “Create new report” button

Select the Data Set:

  • Application & Onboarding data
  • Invoices & Onboarding data
  • Application, Invoices & Onboarding data

Select the fields. The options will be determined by the chosen Data Set. Use the filter button to find the fields you are looking for:

If you want to export onboarding fields, you must first choose the country so that the relevant fields appear. Custom onboarding fields can also be exported.

Note: The onboarding fields shown will depend on the Country selection - these fields will be mapped to the Candidates that belong to the application or invoice. Candidates from other countries will export, but the onboarding fields will be blank.

Click Next

2. Set up report

Name your file (this will be the name of the export) and choose the date format and decimal place number for exported figures.

Customize your export report by renaming the header of each column

You can rearrange the columns by clicking and dragging each field

Click save - your export report is now set up and ready to use to create an export schedule

Editing reports:

To edit an existing report, click on the pencil icon:

The data you export will change accordingly depending on the changes made in the report.

Deleting reports:

If you have not set up a scheduled export for a report, you can delete it by pressing this button:

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:

Step 2: Set up the schedule

Go to Settings > Data Export > Export Schedules. Note: Only administrators will be able to do this - if you require access please speak to your administrator. 

Now that you have set up the report, you can create the export schedule. This is where you decide:

  • Which report to create the export from (which data to export)
  • File type
  • To export data immediately
  • To set up the export on a schedule
  • Daily
  • Weekly
  • Monthly
  • Export method
  • To export/download list
  • SFTP
  • Email

Creating a new schedule:

Click the green “Create new schedule” button

Export the data immediately:

  1. Choose the report you would like to export
  2. Select file type - CSV or XLXS
  3. Choose export method - immediate
  4. Select to export data
  5. By timeframe - choose the dates
  6. Everything - export all data
  7. Report data filter by
  8. Decide how you would like the export to be filtered. Note: This dropdown will vary according to which data set you are exporting
  1. Timezone - this will default to the timezone set in your User Settings
  2. If exporting “by timeframe” select the timeframe
  3. Choose the export method
  4. To export / download list
  5. SFTP
  6. By email

You can read more about these export methods HERE

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.

  1. Choose the report you would like to export
  2. Select file type - CSV or XLXS
  3. Choose export method - schedule
  4. Report data filter by
  5. Decide how you would like the export to be filtered. Note: This dropdown will vary according to which data set you are exporting
  1. Timezone - this will default to the timezone set in your User Settings
  2. 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

  1. Start Date: This is the date of the first scheduled export.
  1. Then you can choose when you would like your schedule to repeat:

Daily:

This option allows you to choose how many days between each export.

Example: If you select 8, the export will run every 8 days.

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.

  1. Ends: This is when you would like the schedule to end:
  2. Never - keep the schedule repeating with no end date
  3. After number of export times - after the export has happened after a certain number of times
  4. 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:

Here we have set up an export with the following details:

First data export from: 1st January 2020

Start date & time: 23rd March 2020

Repeat every week on Monday at 00:00

So, what does the preview in this example show?

The 1st export date will be on 23rd March 2020 at 00:00

The data in this export will start from 1st January 2020 (the first data export from) and end on 23rd March (the date of the 1st export)

The 2nd export date will be on 30th March 2020 at 00:00

The data in this export will start from 23rd March 2020 (the date of the 1st export) and end on 30th March (the date of the 2nd export)

The 3rd export date will be on 6th April 2020 at 00:00

The data in this export will start from 30th March 2020 (the date of the 2nd export) and end on 6th April (the date of the 3rd export)

The 4th export date will be on 13th April 2020 at 00:00

The data in this export will start from 6th April 2020 (the date of the 3rd export) and end on 13th April (the date of the 4th export)

Export Method:

There are 3 options for how to receive the export:

  • To Export/Download list
  • Transfer file to SFTP
  • Send file through Email

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, their status, and will be able to remove any which 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 on 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. NOTE: Previously these were configured in the Marketplace

You can then find these fields in the Custom Fields section on the placement page - these fields are ideal if you need data for your export that isn't a standard field in Vincere.

Did this answer your question?