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Data Export: Employee absence history records

Data export to show absence history for an employee.

H
Written by Harry Ledger
Updated over 3 weeks ago

This guide details the process of creating a data export to show the absence history of an employee.

  1. Log in to the SelectHR Administrator Tool.

  2. Click Import/Export Data.

  3. Click Create an export definition.

  4. Click Select the data to export.

  5. Change the database to SelectHR.

  6. Log in.

  7. Copy the below SQL:

    Select Person.Snapshot.[Person Number], Person.Snapshot.[First Name], Person.Snapshot.Surname, ah.[Absence Number], ah.[Absence Start Date], ah.[Absence End Date], ah.[Absence Type], ah.[Created Date], ah.Workflow, Case When ah.Workflow = 1 Then 'Live' When ah.Workflow = 2 Then 'Pending Update' When ah.Workflow = 0 Then 'Pending' When ah.Workflow = -1 Then 'Declined' When ah.Workflow = -2 Then 'Cancelled' When ah.Workflow = -3 Then 'Soft Deleted' End As [Workflow Status] From Person.Snapshot Inner Join Absence.[History Data] As ah On Person.Snapshot.[Person Number] = ah.[Person Number] Order By Person.Snapshot.Surname, ah.[Absence Start Date] Desc

  8. In the top left of the data export window, click Options, Paste SQL from clipboard.

  9. In the Query tab, use the criteria section to filter for a specific employee.

  10. Click Data.

  11. Once the data export is created, a Primary Key must be selected. Click the Key Field icon and select the appropriate Key. The Key Field must be represented by a number (i.e. Person Number, Absence Number etc.). When the export is finished it can be saved for future use.

  12. Click OK to continue the export. The Data Export Wizard windows appears.

  13. In the Definition name field, enter a full name. This will be the name of the report saved in the Admin Tool, which can be edited in the future, if needed. There is more information available about how to edit an existing report.

  14. Click Browse to choose a location for the report exported to Excel.

  15. In the File name field, enter a name. This will be the name of the Excel document once exported on the local machine.

  16. Use the File Format drop-down and select Microsoft Excel 97-2003.

  17. Click Next. A preview of the data appears.

  18. In the Column section under the columns preview, click a column header to select a column and set export options.

  19. Click Next.

  20. Click the Open file after export check box. The document will then open once the export is completed.

  21. Click Finish. The Export will now appear in the External Data Transfers list and can be run again.

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