Cyber Recruiter 7.0:

Report Writer Guide

May 2009

Contents

Getting Started

Terms

Administrative Functions

Backing Up Reports

Setting Security

Access to the Data Dictionary

Access to Report Writer

Standard Reports

Running Reports

Quick Changes

Modifying Reports

Navigation

Tabs

Reports

Data Sources

Multiple Data Sources

Fields

Sample Preview: No Grouping

Sample Preview: Selecting a ‘VG’ (Visual Group)

Filters

Sample Preview: Filter Equal To

Summary

Sample Preview: Single Grouping

Sample Preview: Multiple Grouping

Chart

Sample Preview: Trend Chart

Sample Preview: Pie Chart

Sample Preview: Bar Chart

Misc

Sample Preview: Basic Description

Style

Sample Preview: Field | Value Format

Preview

Icons

Actions

Creating a New Report

Designing a Report

Building a Report

Removing Reports

Single Report

Report Category

Appendix A – Data Sources

Getting Started

Thank you for purchasing the Cyber Recruiter Applicant Tracking System from Visibility Software, LLC. This guide is designed to provide Administrators of the system the knowledge needed to grant access to the Report Writing tool as well to provide Users with the knowledge needed to start using the tool. As with any Report Writer, an understanding of database structure and the system is very important. This tool should be used by Power Users of Cyber Recruiter to help design reports but can be used by the everyday user to access and run reports.

Izenda Ad Hoc for Cyber Recruiter enables you to easily access your databases directly and quickly transform raw data into useful and readily understood information. With Ad Hoc you can extract the information you need from one or more related tables and format it into tables, reports, or charts. You can view the resulting report in your Web-browser and then print it. You can also export reports in several formats, including Microsoft Word, Microsoft Excel, and Adobe PDF.

Imagine that your boss has asked for a list of applicants for each requisition. You know that your database has a table called Applicants, and another table called AppReq, and that they can be linked together using the common field called ApplNum. Using Ad Hoc, you can “join” the two tables and then choose the data fields you need, such as customer name, phone number, order number, order date, and order amount. You can use a filter to select only open requisitions. You can sort the data by manager. Finally you can view or print the report, create the report as a PDF file, or output it to Excel. It is so easy. It is so fast. Your boss will be amazed.

This user manual will step you through each simple process in using Ad Hoc, and provide you with what you need to know to create your queries and reports. Any data that your application developer has included in the database can be accessible to you in creating Ad Hoc reports.

Izenda Ad Hoc is a reporting solution which allows a user to design and run reports from a web browser. It consists of a query designer and pages which list and view reports. Specific security must be set under Admin > Security > Group Security prior to accessing the Query Designer. This tool can be set to simply view reports or design reports in addition to allowing only access to specific groups.

Terms

Admin: A person who has access to the Administrator menu of Cyber Recruiter. For this tool, the main area of focus for the Admin will be in the Group Security section.

User: A person who has access to the general views of Cyber Recruiter. This user might have access to run reports but typically will not have access to build or modify reports.

Power User: People who work regularly in Cyber Recruiter and have a good understand of where information is stored on the various pages in the system.

Data Dictionary: Report used as a tool to understand the various databases and fields used to store information in Cyber Recruiter.

Data Source: The group of related information which will be used to pull data from the databases into a report format. Example: View_ConnectorAppReq is a data source which combines information about Applicants and the Requisitions they are connected to.

Field: A single piece of information stored in a data source. Example: In the View_ConnectorAppReq, the field “LastName” will display the last name of each applicant in the system. If you are an excel user, this would be the column of information.

Record: A group of all the fields related to a single person, requisition or combination of the two. If you are an excel user, this would be the row of information.

Filter: A narrowing of all data down to relevant data based on criteria applied against a field. Example: Reporting only requisitions closed in the last 90 days or applicants added in the last 6 months.

Administrative Functions

Backing Up Reports

On the server where Cyber Recruiter is installed, any reports created using the Report Writer tool will be stored into the /Reporting folder. Each category added by the user will be a sub folder in this main folder. Because these reports are unique to your organization and cannot be recovered by re-installing the software or downloading an update, please ensure this folder is being backed up on a regular basis for data recovery purposes.

Setting Security

Security access to the Report Writer tool is set under the Group level of Security.

Two tabs should be review for each group to ensure the correct level of access is granted to this tool.

Access to the Data Dictionary

The report which acts as a guide to understanding the data sources is controlled by the last item on the Applicants tab. Change this setting to NO for any group who does not need this level of comprehension in the system.

Access to Report Writer

This tab controls access to and settings available when using the Report Writer.

Item / Purpose
View Reports / Allows the user to access the Report Writer from the Reports menu item and view any report from the list. User will also be able to enter in additional filters when viewing the report.
Report Categories / Each report is saved into a category. Highlighting or excluding a category will ensure the user only sees reports in that category for those users who have ‘View Reports’ access.
Design Reports / Allows the user to have the same access available in View Reports and the user can access the Query Designer to create and modify reports. This setting allows the user to see all reports, not just those in a highlighted category.

Standard Reports

Running Reports

Visibility Software has included a list of Standard Reports pre-populated in Cyber Recruiter to provide a starting point and example for creation of future reports. To access these reports simply select Reports > Report Writer from the standard Cyber Recruiter Screens. From the menu screen, highlight which report to run and press the PREVIEW button.

Based on the report selected and the parameters set in the report, information is collected from Cyber Recruiter and will display in an HTML view. Scroll using the scroll bar options will display additional information regarding this report.

Quick Changes

Some items can be quickly adjusted on the Display Page as needed but changes to the report via the Display Page are not saved with the original report. If changes should be permanently made to a report, the report will need to be modified – see Modifying Reports section below. With each release and upgrade to Cyber Recruiter, the standard reports will use the defaults that they came with overriding any changes made by Users.

Item / Purpose
‘Reports’ Drop-down / References the other reports available and changes the report based on the selection without the need to go back to the first menu page
‘Results’ Drop-down / Defaults to 100 records but can be expanded to show additional records on the screen.
‘Add Field’ Drop-down / Quickly add another field from the list of available fields without having to go back and modify the whole report.
‘Export Type’ Drop-down / Defaults to HTML so the report will print in the web browser being used. Use the drop-down options to select another method for displaying the information (excel, word, etc.)
‘Export’ Button / After selecting another method for viewing the information, press the Export button to move the data to that new source (excel, word, etc.)
‘Report List’ Button / Returns the user to the reports list to choose another report
‘Back’ Button / Moves the User back one page in the browser.
‘Update Results’ Button / If allowed in the setup of the report, the parameters may be updated by the user when viewing the report. This button works in conjunction with the table listed below the button to update the records displayed based o the new or updated parameters
Filters Table / This is a list of fields and comparisons which the report is using to restrict the number of records being displayed

Modifying Reports

When possible, it is easier to modify an existing report than it is to create a report from scratch. It is recommended to start with the Standard Reports to see what they can provide and then to modify them to create new ones as needed. Additionally, it is important to note that standard reports will always use the defaults properties. To avoid overriding changes with new releases or upgrades, it is better to modify these reports and save them under another name if necessary. To modify reports simply select Reports > Report Writer from the Main Menu Bar. Click on the “Designer” button to receive a list of current reports in the system.

The page which appears will display a menu of all of the reports currently available in the system. To modify a report, select the report by clicking on the name which is a hyperlink. Click on the ‘Reports’ tab to return to this page from any other page in the design view.

Once the report is open, press the ‘Save As’ button.

And enter a new name for the report. Remember that if the report is saved in a new category, additional security changes may be necessary in the Admin > Security >Group Security setting.

Navigation

Reports are written or modified in the Query Designer.This user interfaceincorporates all of the screens involved in creating, modifying and previewing a report. Once in the design mode, a header will always be present at the top of the page:

Tabs

Inside the Report Writer, the navigation will be controlled by the tabs shown at the top of each page. Quickly preview the report based on the changes made in each tab by pressing the Preview tab at any point.

Reports

TheReports tab saves createdreports to thedatabaseforlater reference. This is the main screen which will appear when starting new reports or selecting reports to modify. The page will be grouped by category first and then display report alphabetically. The last modified date, sharing status and owner ID will also be prominently displayed for easy reference.

Data Sources

TheData Sources tab contains a list of tables/views available for use in building reports. To join two tables/views together, each table must have an identical and unique field. Many of the tables have commonly used fields to decrease the necessity of joining tables. For example, if the User wanted information regarding an Applicant and the Requisition he/she applied for, the View_ConnectorAppReq would be selected from the dropdown list. Generally this view is the best data source to start all report with because both sides of the system are represented and additional joins are not needed.

Multiple Data Sources

Generally only one data source is needed; however, if additional information, say about the skills that applicant has, are also needed an additional data source needs to be added.

Generally the “Field (Foreign Key)” and “Field” will match exactly and all that the user needs to do pick the two matching fields from the drop-down lists. In rare occasions the names will not match and the user will have to identify the two fields from the different sources which are the same. For example, if the user links back to the View_CodeTables to get a description for a drop-down list, the “Field (Foreign Key)” will only show Code or Description but the “Field” will be the actual field in the data source, OrgLevel1 for example.

The “Join Type” is a drop-down list and will either be ‘Inner (Direct)’ or 'Left (First Exist)'. 'Inner (Direct)' will filter the results to only the information that contains data from both sources whereas the 'Left (First Exist)' will filter from the first table.

So, using the example above, if the Join Type is Inner (Direct) then the records which will appear must be in both sources. Only the applicants who are in the system and have skills will be listed on the report. However, if the Join Type is changed to Left (First Exist) the report will display all applicants in the system and for those applicants who have a skill those will also be displayed.

Fields

TheFields tab, allows the user to select which field ofthetable/view in theData Sourcestab to display, as well as what format is desired. If more than one data source is selected and the two sources have an overlapping field, the system will identify which data source the information will be pulled from by putting the data source in parenthesis.

For example, below FullName is in both View_Skills and View_ConnectorAppReq so in the Field list it is displayed with the data source listed. However, SkillDescription (the name of the skill this applicant has listed) is only in one data source so it is not necessary to list that data source.

Generally, when creating reports with multiple data sources use fields from the original source (source picked first on the data sources tab) if any fields should overlap.

Item / Purpose
‘Field’ Drop-down / Selecting an item from the drop-down menu maps this piece of information from the Cyber Recruiter screens onto the report.
Description / The description will default automatically based on the field selected but can be changed by the user.
Sort (a-z) / Sort this column of information alphabetically starting with A.
Sort (z-a) / Sort this column of information alphabetically starting with Z.
VG / Make this field a group and have all other information show under it. For example, if a report was needed of everyone with a Bachelors Degree, VG would be checked next to Degree. However, if a report was needed for every employee and a detail of his/her education, VG would be checked next to Full Name.
A / Will add, subtract, multiply, or divide by the selection in the row above. Instead of 2 numeric columns, there is only 1 and the numbers are added together, or they could be multiplied, divided or subtracted. For example if a report was needed to find out what percentage of routings for each person also result in an interview. Check mark A until the divide sign appears and the number of interviews will be divided by the number of routings.
‘Function’ Drop-down / The Function means that instead of just showing the field chosen, it will perform that function and show that. Typically, the Group function is used for a high level and then the count or sum function is used to sum some field within each group.
‘Format’ Drop-down / TheFormatdropdownmenu is alist of formats forthe entries ofthe fieldselected in theField dropdown menu directlyto theleft to appearin.
Sample Preview: No Grouping

Note how using the Left (First Exists) ensures that all applicants are listed even though they don’t have skills as part of their applicant profile. Using Inner (Direct) would eliminate those applicants from this report.

Sample Preview: Selecting a ‘VG’ (Visual Group)

Note that check-marking VG for the name moves the Applicant name from the column of information to the header of the record. Multiple items can be selected as VG and they will continue to add to the header.