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Understanding historical incident reports

Updated over 3 weeks ago

Understanding Historical Incident Reports in PyjamaHR: Accessing Data Dumps and Backup Requests

Executive Summary

Historical incident reports in PyjamaHR provide a transparent record of data backup requests, delivery timelines, and any technical issues that may have impacted your access to critical recruitment data. Understanding how these reports work—and how to navigate common challenges—ensures your organization maintains compliance, data integrity, and business continuity. This guide walks you through the process, best practices, and troubleshooting steps based on real customer experiences.

Detailed Overview

PyjamaHR allows customers to request data backups (often referred to as "data dumps") containing all candidate resumes, application data, and related recruitment information. These requests are essential for:

  • Data retention and compliance (e.g., for audits or regulatory requirements)

  • Business continuity (e.g., in case of migration or internal reporting)

  • Incident transparency (e.g., tracking delays or technical issues)

Historical incident reports in this context refer to the documented communication and resolution trail for backup/data dump requests, including:

  • Request submission and acknowledgment

  • Technical issues encountered (e.g., data dump errors, delays)

  • Delivery of backup links or files

  • Validity periods for download links

These reports are crucial for both customers and PyjamaHR support to track, resolve, and learn from any incidents related to data access.

Integration with Other PyjamaHR Features

  • Candidate Database: Backups typically include all resumes and candidate data.

  • User Management: Only authorized users (e.g., admins, directors) can request or access full data dumps.

  • Support Ticketing: Incident reports are tied to your support history for easy reference.

Business Impact and Benefits

  • Audit Readiness: Maintain a clear trail of data access and incident resolution.

  • Reduced Downtime: Quickly identify and resolve issues with backup delivery.

  • Improved Trust: Transparent communication builds confidence in PyjamaHR’s data handling.

Step-by-Step Guide: Requesting and Accessing Historical Data Dumps

Prerequisites

  • Admin or authorized user access in PyjamaHR

  • Valid email address registered with your organization’s PyjamaHR account

1. Submitting a Data Backup Request

  1. Log in to your PyjamaHR account.

  2. Navigate to Support or use the in-app chat to contact support.

  3. Clearly state your request:
    ​ Example: “I need a full data backup/data dump of all candidate resumes and application data.”

  4. Provide any specific requirements (e.g., date range, file format).

Screenshot Callout:
- [ ] Screenshot of the Support/Help section with the “Request Data Backup” option highlighted.

2. Tracking Your Request

  • Support will acknowledge your request and provide an estimated timeline.

  • If there are technical issues (e.g., “data dump is getting messed”), support will update you with the status and expected resolution time.

3. Receiving the Data Dump

  • You will receive a secure download link (e.g., to a .tar.gz or .csv file) via email or support chat.

  • The link is time-limited (typically valid for 5-7 days).

  • Download the file within the validity period.

Screenshot Callout:
- [ ] Example email or chat message with the download link and expiry notice.

4. Accessing and Using the Data

  • Extract the .tar.gz file or open the .csv to access resumes and data.

  • Store the backup securely according to your organization’s data policies.

5. Documenting the Incident

  • Save all communication with support for your records.

  • Note the request date, delivery date, and any issues encountered.

Advanced Usage & Best Practices

Power User Tips

  • Request Backups Proactively: Schedule regular backup requests to avoid last-minute delays.

  • Monitor Link Expiry: Download backups as soon as links are provided; expired links require a new request.

  • Centralize Communication: Always use your organization’s primary contact email for requests to streamline support.

Optimization Strategies

  • Batch Requests: If you need multiple backups (e.g., for different departments), specify this in your initial request.

  • Data Validation: After downloading, verify the integrity of the data (e.g., check file completeness).

Do’s and Don’ts

Do:
- Follow up politely if you haven’t received your backup within the promised timeframe.
- Keep a record of all incident communications for compliance.

Don’t:
- Wait until the last day to download your backup.
- Share download links with unauthorized users.

Troubleshooting & Common Issues

Common Issues

  1. Delayed Backup Delivery
    - Example: “Still waiting for the latest backup request to be honoured.”
    - Solution: Follow up with support; ask for a status update and expected resolution time.

  2. Technical Errors in Data Dump
    - Example: “Data dump is getting messed.”
    - Solution: Support will escalate to the tech team; request regular updates.

  3. Expired Download Link
    - Example: “Link is valid for a week.”
    - Solution: If expired, request a new link from support.

  4. Incomplete Data
    - Example: CSV contains only links, not files.
    - Solution: Clarify your requirements (e.g., request actual files vs. links).

Recovery Procedures

  • Missed Download Window: Contact support for a new link.

  • Corrupted Files: Report immediately; support can regenerate the backup.

When to Contact Support

  • If you haven’t received your backup within the promised timeframe.

  • If the data dump is incomplete or corrupted.

  • If you need backups in a specific format not provided.

Comprehensive FAQ

  1. How long does it take to receive a data backup after requesting?
    Typically within a week, but delays may occur due to technical issues.

  2. How long are backup download links valid?
    Usually 5-7 days. Always check the message for the exact expiry.

  3. What should I do if my download link expires?
    Contact support to generate a new link.

  4. Can I request backups in a specific file format?
    Yes, specify your preferred format (e.g., .csv, .tar.gz) when making the request.

  5. Who can request data backups?
    Only authorized users (admins, directors) can request full data dumps.

  6. What if the backup is missing data or files?
    Report the issue to support with specifics; they will investigate and resend if needed.

  7. Are backups automated or manual?
    Currently, backups are provided on request; regular automated backups are not mentioned.

  8. Can I access historical incident reports directly in PyjamaHR?
    All incident communications are tracked via support tickets and email.

  9. What if I need backups for a specific date range?
    Specify the range in your request.

  10. How do I ensure compliance with data retention policies?
    Maintain your own records of backup requests and deliveries.

  11. Can I share backup links with others?
    Only with authorized personnel; links are time-limited and confidential.

  12. What happens if there’s a technical issue with my backup?
    Support will escalate to the tech team and keep you updated.

Related Features & Next Steps

  • Candidate Data Export: For smaller, self-service exports, use the “Export” feature in the Candidate Database.

  • User Management: Ensure only authorized users can request and access backups.

  • Support Ticketing: Reference your ticket number for faster follow-up.

Recommended Articles:
- How to Export Candidate Data from PyjamaHR
- Managing User Permissions for Data Access
- Best Practices for Data Security in PyjamaHR

Still have questions?
Contact PyjamaHR Support via in-app chat or email for personalized assistance. Your data integrity and access are our top priorities.

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