A detailed guide on exporting & Using your ATS data on Freshteam
Description
Your Enterprise/ Estate plan comes with the capability to export your candidate/ Jobs related data right from Freshteam account into your local system. Be it the requirement to make better and more informed decisions on your hiring pipeline or analysing the nitty gritty of prospective candidates on various jobs posted, you can simply export that, in a structured and detailed format.
Everything around ATS gets covered while exporting data. Downloaded folder consists of XML data files around Jobs, Prospective candidates, your Job Vendors & basic details around your employee user base. While this is a more holistic way of exporting data, one can also choose to export data specific to Jobs/ Candidates from the jobs sections, which will enable instant download of CSV files for the same.
Instructions for exporting your end to end ATS data:
Below steps will guide users on how to export ATS data from their Freshteam account:
1. Go to settings --> General Settings --> Account --> Click on account
2. On the Accounts page, Under Request Export click on "Request Now"
3. Email will be sent to the registered primary contact detail ID
4. After receiving the email, click on the link provided which will lead user to the Accounts page
5. Now Simply click on the "Download XML file" that appears on the page and the data gets downloaded
Below GIF demonstrates the above points:
Note: Following the above steps downloads a folder on your local system. The folder comprise of XML files with the following name:
1. Leads
2. Vendors
3. Jobs
4. Users &
We’ll discuss in the later part of the article on how we can use the XML files to retrieve data on various fronts using the attributes.
Instructions for exporting your Candidate data for a Job
Below steps demonstrate how to export CSV for a particular job posted. The exported CSV will contain basic candidate data like their Bio, Professional experience data and much more.
1.Go to Jobs -->Select Job, this leads user to candidates page for the specific Job
2. Select the filter you want to apply for viewing the candidates (Default will be All Candidates - Active)
3. Click on the download icon on the right of the filter button
4. Email is sent to the respective user on screen
5. Email contains an attachment which comprise of the candidate information for a particular job
6. Users can download the file and start using the CSV for their purpose
Below GIF demonstrates the above points
Instructions for exporting your Candidate data in recruitment pipeline
Below steps demonstrate how to export a CSV file consisting of candidate data in the entire recruitment pipeline. The exported CSV will contain basic candidate data like their Bio, Professional experience data, jobs they have applied to and more.
1.Go to "Recruitment" tab -->Select "Candidates", this leads user to candidates page in the recruitment tab
2. Select the filter you want to apply for viewing the candidates (Default will be All Candidates - Active)
3. Click on the download icon on the right of the the filter button
4. Email is sent to the respective user on screen with hiring team privileges
5. Email contains an attachment which comprise of the complete candidate information in the pipeline
6. Users can download the file and start using the CSV for their purpose
Below GIF demonstrates the above points.
Understanding XML attributes of the exported end to end ATS data
Your downloaded ATS data folder comprise of XML files with the following file name:
1. Leads: These are details of all the candidates who have applied for Job openings posted by your organization. Every lead gets captured through a unique lead ID, named as "ID" in your XML file as shown in Image below
2. Jobs: Comprising all the data pertaining to a Job and all the Jobs that are published, this also includes attributes like Description, PositionLevelName, JobBoardLocationID and many other details associated with a Job opening. This XML file also consists of all the details of candidates who have applied for the respective Job and also the details of email conversations happening during the process of recruitment. The "Jobs" file links the "Leads" file through a unique lead ID for all the candidates who have applied for their preferred jobs. Below Image shows the corresponding lead (candidate) ID for a particular Job in the "Jobs" file.
3. Users: This consists of data that has all the information pertaining to users of Freshteam, basic details pertaining to your organization's employees, recruiters, admins, hiring managers and all other roles associated in your Freshteam account.
4. Vendors: Similar to Job file this contains all the data pertaining to recruitment vendors for your organisation that you have on boarded on your Freshteam account
It is very often a case that a single candidate applies for multiple jobs as posted on the Job boards or career site. "Lead ID" is the attribute that is used to map the candidate in "Job" file to "Lead" file to extract information pertaining to all the jobs that a candidate applied for and other associated information.