Position Reports

Overview

A Position Report is a downloadable export of all relevant data associated with a specific Position — including position details, submission counts by workflow stage, and a complete breakdown of candidate responses to every question on the Application Form. Position Reports are exported as a .zip file containing multiple .csv files, each organized by data type.

→ See 409 - Export-Position-Report for instructions on how to export a Position Report.

Note: This document covers Position Reports — exports of aggregated data across all submissions for a Position. To export an individual candidate's submission responses, see 707 - Export-Submissions.

What is a Position Report?

A Position Report is a structured export of position-level data generated from within a Position in Leadline. It provides a complete snapshot of the position's submissions and candidate responses at a specific point in time — tied to a specific version of the Application Form.

The report is delivered as a .zip file named {{PositionName}}_Report_{{Date}} and contains multiple .csv files — one for position information, one for a submission snapshot, one for all candidate responses in a single sheet, and one individual .csv file for each selected Application Form question.

Who Can Export Position Reports?

Exporting Position Reports is a permission-controlled action. By default, only Company Administrators can export Position Reports. Non-admin users must be granted the "Can Export Position Reports" permission explicitly by a Company Administrator before the Export Report button will be visible to them.

Note: When granting this permission to non-admin users, Company Administrators are shown the following warning: "Users with this permission set to 'Yes' can view all candidate responses, including ones intended to be hidden from non-admins. These may contain sensitive data."

→ See 125 - User-Permissions for more information on the Can Export Position Reports permission.

→ See 102 - Admin-Hub for instructions on configuring user permissions.

Where Do I Export a Position Report?

The "Export Report" button is located within the Submissions page of a Position, next to the "Add Submission" button.

→ See 101 - Platform-Links for the direct link to the Positions page.

→ See 409 - Export-Position-Report for step-by-step instructions on exporting a Position Report.

What is an Application Form Version?

When exporting a Position Report, users must select which Application Form version to include. This ensures that only submissions collected under that specific version of the form are included in the report — keeping candidate responses accurate and comparable.

→ See 103 - Application-Form for full product knowledge on Application Form versioning including Current, Draft, and Previous Version states.

Can I Select Which Reports to Include in the Export?

Yes. When exporting a Position Report, users can choose which of the three standard report files to include in the .zip file:

Position Information
Submission Snapshot
Candidate Response Summary

Any report file that is not selected will not be included in the export.

→ See 409 - Export-Position-Report for instructions on selecting reports when exporting a Position Report.

Can I Select Which Application Form Questions to Include in the Export?

Yes. In addition to the standard report files, users can select which individual Application Form questions to export. Each selected question generates its own .csv file containing an aggregated percentage breakdown of candidate responses for that question. Questions that are not selected will not have an individual file generated.

→ See 409 - Export-Position-Report for instructions on selecting Application Form questions when exporting a Position Report.

What Files are Included in a Position Report?

A Position Report .zip file always contains the following .csv files:

Position Information — a high-level overview of the Position and any applied filters
Submission Snapshot — a count of candidates in each Workflow stage at the time of export
Candidate Response Summary — a complete raw dataset of all candidates and their responses to every question in one file
Candidate Application Form Responses (Selected Questions) — when viewing the export report modal, a list of all Application Form questions for the selected version is presented in a tree component. Select which questions to include and an individual .csv file will be generated for each selected question. Each file shows the total number of responses and a percentage breakdown of how many candidates selected each answer choice — it does not show individual candidate responses, only the aggregated distribution across all collected responses.

Note: The Position Report export has two selectable layers — the three standard report files (Position Information, Submission Snapshot, Candidate Response Summary) which are always available, and individual Application Form question files which are selected separately. These are two distinct choices within the export modal.

Note: All exported files includes an Applied Filters section that displays any filters that were active at the time of export. If no filters were applied, this section is omitted.

→ See 112 - Submissions for a full list of available filters that can be applied when exporting a Position Report.

What is Included in the Position Information File?

The Position Information file provides a high-level overview of the Position being exported. It includes:

Report creation date
Application Form version used for the export
Position ID
Position Name
Location
Total Submissions
Submissions for the selected version
Published date
Closed date (left blank if the Position is currently open)
Assigned Workflow
Assigned Collaborators

What is Included in the Submission Snapshot File?

The Submission Snapshot file provides a count of how many candidates are in each Workflow stage at the time of export. It only includes submissions generated from the selected Application Form version that also match any applied filter criteria.

The file displays:

Application Form version
Assigned Workflow
A row of submission counts organized by Workflow stage — left to right in the same order the stages appear in the Workflow

This is especially useful for event-based use cases — for example, comparing how many candidates registered for an event versus how many actually attended.

→ See 113 - Workflows for more information on Workflow stages.

What is Included in the Candidate Responses File?

The Candidate Responses file contains a complete raw dataset of all candidates and their responses to every Application Form question in a single sheet. It includes:

Application Form version
Total responses for the selected version
One row per candidate containing: First Name, Last Name, Submission Date, and a column for each Application Form question in the same order they appear on the form

A Total Responses count is displayed at the bottom of each question column — indicating how many candidates provided a response to that specific question.

Note: File and video responses are exported as web links rather than the actual files. To open a linked file or video, you must be logged into Leadline — unauthenticated links will not display the content.

What is Included in the Individual Question Files?

Each Application Form question gets its own .csv file named after the question header. The format of each file varies slightly depending on the question type:

Resume Upload Shows how many candidates uploaded a file vs. provided no response — displayed as a count and a percentage of total submissions.

Range Lists each answer range option with a count of how many candidates selected it, a percentage of total submissions, and identifies which range is the minimum and maximum preferred answer.

Single Choice Lists each answer choice with a count and percentage, and identifies the preferred answer.

Multiple Choice Shows the combination of answers selected by each candidate, with a count and percentage for each unique answer combination.

Free Text Response Shows how many candidates provided a response vs. provided no response — displayed as a count and percentage.

Photo or File Upload Shows how many candidates uploaded a file vs. provided no response — displayed as a count and percentage.

Video Upload Shows how many candidates uploaded a video vs. provided no response — displayed as a count and percentage.

Date Selection Shows how many candidates provided a date response vs. provided no response — displayed as a count and percentage.

Note: All percentages in individual question files are calculated as (number of answers) / (total submission count) and displayed to one decimal place to ensure accuracy.

Are Hidden Questions Included in Position Reports?

Yes. Application Form questions marked as "Hide from Non-Admins" are always included as an available option when selecting which questions to include in a Position Report export — regardless of the exporting user's role. This is why the export permission carries a warning about sensitive data visibility.

→ See 104 - Application-Form-Questions for more information on the Hide from Non-Admins question setting.

Can I Filter the Data Included in a Position Report?

Yes. Filters can be applied before exporting to narrow the dataset included in the report. Any filters applied at the time of export are documented in the Applied Filters section of the Position Information file.

→ See 112 - Submissions for a full list of available filters and what each one does.

What Format is the Position Report Exported In?

Position Reports are exported as a .zip file. The zip file is named {{PositionName}}_Report_{{Date}} — for example: General_Manager_Report_Aug_12_2026.zip.

Inside the zip file, each section of the report is a separate .csv file. Individual question files are named after the question header.

Note: .csv files do not support multiple sheets or tabs like traditional Excel files. This is why each section of the report is delivered as a separate file within the .zip archive.

111 - Positions — Understand how Positions relate to Position Reports and where the Export Report button is located
103 - Application-Form — Learn about Application Forms and how versioning affects Position Report data
104 - Application-Form-Questions — Learn about question types and the Hide from Non-Admins setting referenced in Position Reports
112 - Submissions — Understand how Submissions are included in Position Reports based on version and filter criteria and view the full list of available filters
113 - Workflows — Learn how Workflow stages are displayed in the Submission Snapshot file
116 - Reporting — Learn about Leadline's full reporting capabilities beyond Position Reports
125 - User-Permissions — Learn about the Can Export Position Reports permission
102 - Admin-Hub — Instructions for configuring the Can Export Position Reports permission for non-admin users
707 - Export-Submissions — Instructions for exporting an individual candidate's submission responses
409 - Export-Position-Report — Instructions for exporting a Position Report
101 - Platform-Links — Direct link to the Positions page

Position Reports

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