SmartRecruiters' Report Builder lets Admins easily create custom reports, schedule them for periodic execution, and share them with a specific group of users. Reports take only a few minutes to generate, and are downloadable in .csv form.
Users with Admin system roles can access the Report Builder to create new reports. For each report, report creators can specify a list of Admin, Extended or Standard users who should receive a notification for scheduled reports and who should be able download the .csv files generated for each report. Standard users may only download generated files, and will not be able to edit the reports themselves or access the Report Builder.
Building a report
When you create a report, you specify the structure of the report, including which fields the report should contain.
There are four main parts of a report's structure:
|Rows||The entity or reporting area that the report describes, such as jobs or applications. Each report can describe one type of entity. Each row in the table will describe a specific instance within this area, e.g., for the job entity, each row describes a single job.|
|Columns||The various fields in the report, which contain data related to the specified entity. Each selected field is a single column. The list of fields will vary, depending on the reporting area chosen for the rows.|
|Filters||Filters that limit the output of the report to a specific segment of the available data, e.g., to applications received in the last 30 days.|
|Access list||The list of users who should have access to the files generated by the report. They'll also be notified by email when the report is run so that they can download a new version of the report.|
When you run a report created with Report Builder, SmartRecruiters uses the report's definitions to retrieve various data and combine them into a single report.
- Open the Analytics list, and click Report Builder.
- Click Create a new report.
- Add a report name
If you would like, you can also choose to import fields from a predefined list of system templates that are already available.
- Choose Row
(If you have selected to apply a system template, you can skip to "Add columns" section).
Choose the reporting area (i.e. what each row in your report should represent). Your choice will determine which fields you can add to the report as columns and well as which filters you can apply.
For example, if you select "Application", each row in your report will represent one application received. If you select "Review", each row will represent one review that was submitted by interviewers.
You can choose from this list of entities:
- Hired Position
- Application Field (aka Candidate Field)
- Candidate Consent status
- Hiring Team Member
- Application State
- Application Status
- Candidate City or Country
- Job Country
- Job Status
- Any of the company's custom Job or Org fields
- Community (only available with SmartCRM)
- Community Application (only available with SmartCRM)
- Community Application Source (only available with SmartCRM)
- Community Application Screening Questions (only available with SmartCRM)
- Campaign (only available with SmartCRM)
- Campaign Message (only available with SmartCRM)
- Add columns
Once you've chosen the report's entity, build out the report's columns by choosing from a list fields related to that entity.
Each field has one of these types:
- ID: Unique SmartRecruiters ID for the entity. Every entity has exactly one ID.
- Date: dates in UTC
- Text: text fields
- Boolean: true/false values
- Number: numeric values (with optional decimal part)
- Enum: Values from a static set, such as job statuses, source types, etc.
Notice that each field is listed with the type of entity it belongs to. In this example, we've chosen the Job entity, but there are Application fields because applications are related to jobs, and SmartRecruiters can look up applications for a specific job using that job's ID.
Start typing to filter by field name and select each column (up to 50) to add it to the report's list of fields:
The horizontal order of columns in the report is determined by the vertical order present in the Builder: the topmost field in the list of selected fields will be the leftmost column in the report. Drag/drop to reorder the columns.
Click Preview to see the layout and order of columns:
Preview mode does not include any actual data, just an example of the report's structure.
- Filter report data
By default, the reports aren't limited to a particular time period. You can filter the report's results over a certain time period using any of the Date fields available for the chosen row entity, even if you haven't added the field to the report.
Just select Custom time for the Time filter option
then select the field you'd like to filter by in the Date Range picker:
Choose one of the predefined periods:
- Last Day (only) - this option retrieves data solely for the previous full day
- Last 7 days (default)
- Last 30 days
- Last 90 days
- Last year
Or, set the start and end date for a custom time period:
Important: if you add today's date to the custom date interval, you will be able to get data all the way up to the last data synchronization. This sync happens every 10 to 15 minutes.
You will also be able to use 2 additional filters to narrow your dataset:
- Job Status
- Application State
These filters will be available depending on what you choose for your Row. For example, if the report Row is "Jobs," you can choose to filter those jobs in your report by the Job Status filter. You can select from the filter values: CREATED, SOURCING, INTERVIEW, OFFER, FILLED or CANCELLED. Click Add to select the filter value.
You can explore all the data filters that are available to you based on your initial Report configuration. Please note that the filter selection list may not present all the available options, but you can use the selection's search function in order to find the field you are looking for.
All reports will include anonymized data of deleted candidates, applications and jobs by default. To exclude the deleted data from their reporting, users can edit their reports and apply a true/false Data filter on the following fields "Is Job / Application / Candidate deleted?".
See January 2020 release notes for more details.
- Schedule Report
You can set the report to run periodically on a Daily, Weekly, Monthly or Annual schedule.
Choose a start date and decide if you want to schedule it to run forever or choose a custom end date. A summary of the schedule will be shown.
- Define access list
The final step in building a report template is creating an explicit list of users who should have access to the files generated by the report. Each time the report is run to generate a .csv file, these users will receive an email notification.
SmartRecruiters automatically adds you, as the report creator, to the list of Extended or Standard users who have access to the report and should be notified when the report is ready. To add other recipients, just search for a user in your account by name, and SmartRecruiters will add them to the Access list. Only users in your account can be added to the Access list.
Remember that even though Admin and Extended users can view all created reports, they won't automatically receive notifications about each report. It's important that you add to this list any user who should be notified when the report is run.
Sharing a report in this manner gives a user access to the .csv files generated by the report, but does not grant them the ability to edit or delete the report or its files.
When you're ready, click Save & Run to generate the report file and notify the users on the Access List, or just Save Only to save the report definition without generating the file. If you've set the report to run periodically, it'll run and generate a file immediately, and run thereafter on the defined schedule.
Users can find all reports that they can access, sorted by last modified date, in the list on the the Reports page.
The list displays each report that you can access - whether created by you, or shared by someone else - with:
- Report Name
- Report Last Modified Timestamp
- First and Last Name of User who last modified the report (or me if you were the last user)
Users with access to the report can click Run to request a new, ad-hoc version of the report with current data.
Users with access to a report can also download previously generated versions in the Reports list. These report will be kept for up to 30 days from the Report Date. Just click on the report name and find the report file in the list:
When importing reports that contain international characters to Microsoft Excel, it is recommended to import .xlsx file instead of .csv file to avoid character display issue when viewing the report in Microsoft Excel.
Editing a report
From the Reports list, Admins can:
- Create a new report.
- Edit to update and change any report report template.
- Delete any report template and its generated report files.
From the Report Builder itself, admins can
- Change the report's name. This will alter the name of previously generated report files.
- Edit rows or columns. Edits will affect only the future versions of the report. Previously generated versions of a report will not be altered if the report's template is changed.
- Add or remove a user from the report's Access List. When removed, users will no longer receive notifications of newly generated files for that report, and will not have access to the previously generated reports.
When a report is deleted, all users who previously had access to report and/or its generated files will no longer be able to download previously generated versions of that report.
When a report is run, users in a report's Access list will receive an email with a link to download the report as a .csv in SmartRecruiters. If you scheduled a report to run periodically, you will receive a notification every time a new report is generated.
For security reasons, users must be logged into SmartRecruiters to download a report.
Please note that deleted Jobs and Applications will still show up in your reports. This might cause a possible discrepancy between the number of Jobs/Applications in reports compared to what is shown in the system