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Create Exports

 

Please note that the "Exports" section will soon be superseded by custom reports. You can find detailed information on the current use of exports, which has already been reduced, in this article. 

This article explains how to manually or automatically export data from Personio and which configuration options are available to you when doing so.

To create new exports, or edit or delete existing exports, go to the main menu and click on Reports > Exports. Here, you can create any number of exports by entering the desired export name under Add export... and saving it by clicking on the plus symbol. Then select Edit configuration.

exports-edit-configuration_en-us.png

The following screenshot shows an example configuration for a vacation export:

exports-configure-vacation_en-us.png

 

Configuring Exports

Name

The name you choose can also be edited later. It will form the basis of your export's file name, for example Personio export Vacation export 2017-11-10.

 

Filters

You can use filters to select which employees should be included in the export.

The Employee selection export includes all active employees by default. You can limit the selection by using the filter options equals, does not equal and contains. By doing so, you could, for example, include all the desired employee attributes for all employees except an office's management team...

exports-filter-employee-section_en-us.png

... or, for example, all employees with an email address containing ".com".

exports-employee-email_en-us.png

Please note that all employees who are inactive on the export date are by default excluded from the export. To include them, please check the corresponding checkbox. This is especially relevant for Leaving employees exports, as employees are automatically given Inactive status when they leave the company.

exports-include-inactive-employees_en-us.png

 

Export Attributes

You can add any number of attributes to your export under Export attributes. Rearrange the attributes, and thus the order of the columns in your Excel export, using drag & drop. Then save your selection by clicking on Save.

export-attributes_en-us.png

You can use any of the following attributes:

Payroll attributes: Select from salary, bonus salary, extra payments, overtime, hours worked, leave starts, leave ends, leave comment and/or any other custom compensation types.

Employee attributes: Select from all the system-created, predefined attributes and any custom attributes you have created.

Absence attributes: The absence attributes that are available will depend on how your absence types are configured:

Absence Attribute Explanation
Entitlement Entitlement from the start of the current year to the export date
Accrual balance Accrual balance on the export date
Scheduled days All planned days starting from the export date + one day
Planned days in the current year Planned days starting from the export date + one day until the end of the current year
Days taken in the current year Days taken between 01.01. of the current year and the export date
Carryover from previous year Carryover of absences from the previous to the current year, regardless of whether the days still exist on the export date
Expired days from carryover All expired days from the previous year's carryover
Days Confirmed absence days between the export's start and end dates
Days with medical certificate

All days between the export's start and end dates for which an approved certificate has been provided
Period All absence periods between the export's start and end dates

 

Sorting

Finally, select which employee attribute should be used to sort the employees in the export file. It is not necessary to add this attribute under Export attributes. Please note that Personio sorts in descending order, both alphabetically and numerically.

A detailed description of how to evaluate vacation accruals using the exports function can be found here.

 

Interval

If you would like to create a regular, automatically generated export based on your configuration, you can decide under Interval whether your export should be created Daily or Monthly. Alternatively, you can deactivate the interval setting and trigger your export manually by clicking on the Run export now button as required.

 

Export Date

By default, Personio uses the date on which you manually trigger the export or the date on which it is automatically created as the export date. You also have the option of selecting a different export date.

export-date_en-us.png

Please note that if you backdate an export, historical values will only be displayed for salary- and absence-related attributes.

 

Export Period

1. Manually created export

  • Start date: export date minus one month
  • End date: export date
  • Example: a manually created export with the export date 15.11.2017 will export the period 15.10.2017–15.11.2017

2. Automatically created export

Depending on the selected interval, Personio will create an export Daily or Monthly. The exported period depends on the last export date:

  • Start date: last export date + one day
  • If there is no last export date:
    • Export date minus one day if the interval is daily
    • Export date minus one month if the interval is monthly 
  • End date: export date
  • Example: export date 01.11.2017 with no previous export:
    • The export period with a daily internal would be 31.10.2017–01.11.2017
    • The export period with a monthly interval would be 01.10.2017–01.11.2017
  • Example 2: export date 01.11.2017, last export date 31.10.2017, the export period would be 01.11.2017–01.11.2017
  • Example 3: export date 01.11.2017, last export date 01.10.2017, the export period would be 02.10.2017–01.11.2017