On occasion, the PCRecruiter support and training team host webinar sessions. We’ll be archiving relevant sessions below for those who missed the sessions:
PCRecruiter Tutors Series
Adding and Managing Records (March 31, 2020)
Mason discusses adding Name, Company and Position records to PCR while using consistent data entry practices to keep your database clean and ready for an influx of resumes and job orders.
Adding and Managing Records with Mason
Good Afternoon! My name is Mason Stewart, and I am a training consulting here at Main Sequence Technology- The developers of PCRecruiter.
Today’s webinar is the first in our ‘PCRecruiter Tutor’ series, designed to keep our users engaged, educated, and up-to-date on the latest features in PCRecruiter. This is also a great opportunity for some of our more seasoned users to freshen up on some PCR fundamentals.
We have customers telling us that they are making placements retained, contingent, and on contract. We also have customers that are flooded with resumes because their industry is super affected by layoffs, or super busy because of labor reallocations happening in the marketplace. Either way, there is a need to work with records to have the most complete data so that those records can be found when they are needed at a moment’s notice. Let’s go over some best practices.
What we’ll be addressing today are the 3 main types of data in PCRecuiter;
- Company Records
- Name Records
- Position Records
The COMPANY RECORD is generally regarded as the most important type of record in PCRecruiter, as each NAME RECORD and POSITION record must be associated with a company or organization record.
These can be any organizations or groups people are associated with. These can include CLIENTS, DEPARTMENTS within your own organization, or general ‘TALENT POOL’ groupings.
There are 4 main types of COMPANIES that can be stored in PCRecruiter;
3. AVAILABLE COMPANIES
4. DEFAULT COMPANY
CLIENT COMPANIES refer to any company in your database in which you are actively doing business with on some level- perhaps you’re working on active searches with them currently or have, at the very least, made placements for them in the past.
VENDOR COMPANIES are companies that you still work with on some level, but not specific to recruiting. VENDOR COMPANIES will typically provide a specific service or product, and while you may not be interacting with them directly for recruiting purposes, you still might wish to store their information in your database; MAIN SEQUENCE TECHNOLOGY is a good example of a VENDOR that is commonly stored in most databases.
AVAILABLE COMPANIES are those that you’ve collected in your database over time but haven’t yet had an opportunity to work with directly for recruiting purposes. These can be looked at as PROSPECTS, or any company that you don’t feel can be directly labeled a CLIENT or VENDOR. You might use these for active marketing as you attempt to grow your business.
Finally, we have the DEFAULT COMPANY. As we briefly mentioned, and NAME or POSITION RECORD in PCRecruiter must be associated with some type of company or organization record in order to exist in the system, but what about those individuals that don’t have a company they can be linked to? They might be an independent contractor, self-employed, or unemployed. For those records, the DEFAULT company can serve as a general PLACEHOLDER or POOL for any records that aren’t directly linked to any type of parent company.
-Your database’s people. These include your candidates, Applicants, Hiring Authorities, Client Contacts, Managers, and so forth
With your NAME RECORDS, PCRecruiter can store NOTES, CONTACT DETAILS, SKILL SHEETS, ATTACHMENTS, and of course RESUMES
As a general rule, anyone with a NAME, JOB TITLE, PHONE NUMBER, or EMAIL ADDRESS can be stored as a NAME RECORD.
Finally we have POSITION RECORDS. These are the JOBS or ROLES in which your name records are the contact FOR, or the OPENINGS which you are trying to place them IN. They can also be the job in which someone currently holds.
The POSITION RECORD is also used for submitting candidates to Hiring Authorities, tracking applicants through the INTERVIEW PROCESS, and where PLACEMENTS are ultimately made.
There are a handful of ways that we can add a COMPANY RECORD in PCRecuiter. The simplest way is to select the COMPANY option from the main toolbar. In the right-hand corner, you’ll see an option to ‘ADD’ a new record.
This will pop open the ‘Add Company’ window. Here, you can add as much, or as little information that you have on the company you wish to add, starting with the Company’s name. If you have the key information to enter manually, you can go ahead and do so, but there are a few handy shortcuts in this window that you can use you save yourself some time.
The first of which is the ‘Google’ icon to the right of the ‘Company Name’ field. Once you’ve entered the company name, this can be used to perform a quick-Google search to find the company’s information.
This information can be copied so that we can take advantage of the second shortcut, the parsing tool. If you click on the ‘CLIPBOARD’ icon next to the COMPANY NAME field, you can paste copied text which PCRecruiter can then parse to populate certain fields in the ADD COMPANY WINDOW.
Aside from the COMPANY NAME, and basic CONTACT INFO, the one field you’ll want to pay close attention to is the ‘DEFAULT COMPANY TYPE.’ This field is used to tell PCRecruiter exactly which type of company we’re entering. By default, the value is set to AVAILABLE, but you might want to set this to ‘CLIENT COMPANY’ if entering a new client. Generally speaking, the one value you’ll want to avoid when adding a new COMPANY record is the ‘DEFAULT COMPANY’ value, as there should only be one of these per database.
Once you’ve added the information desired, click ‘SAVE,’ and you’re done.
Another popular method of adding a COMPANY RECORD is to use our QUICK-ADD tool known as the ‘ADD WIZARD.’ The ADD WIZARD, if you’re not familiar, is located in the top right-hand corner, designated by a LIGHTNING BOLT icon. If you click here, you’ll be asked to choose which type of record you wish to add. In this case, we’ll choose COMPANY. In the window that follows, you’ll be presented with 2 options for you how you might wish to add your record- MANUAL ENTRY or IMPORT LIST. In this case, we’ll choose MANUAL ENTRY.
In the first step, we’ll need to select whether we’ll be entering the company record WITH or WITHOUT a point of contact. We’ll choose the option the ENTER a COMPANY CONTACT.
This method is nice because we can save some time by adding both the COMPANY RECORD and the NAME RECORD at the same time. Once you’ve made your selection, click ‘NEXT.’
The first thing you’ll do is enter the COMPANY information, which follows the exact same process we followed before, but this time, by clicking NEXT, we’ve got one more step, and that’s entering the COMPANY CONTACT information.
In this screen, we’ll enter the CONTACT’S first name, last name, TITLE, and contact info, as well as designating the name record’s STATUS – in this case HIRING AUTHORITY – but more on that in a moment.
Once the desired information for both the COMPANY and the CONTACT has been entered, we can then click ‘NEXT,’ review the information once more, if needed, then click ‘FINISH’ to save both the new NAME RECORD and COMPANY RECORD.
Now that we’ve entered a couple of COMPANIES, let’s explore the process of adding a NAME RECORD a bit more deeply.
When adding NAME RECORDS, it is important to remember that EVERY name must be associated with a company or organization record.
HIRING AUTHORITIES will generally be added to their own company or organization, while CANDIDATES will more commonly be added to the DEFAULT COMPANY or general talent pool.
PCRecruiter offers several ways to add a name record to the system. One of the more popular ways is to, again, use the ADD WIZARD.
- Click on this icon and decide whether we are adding a NAME, COMPANY, or POSITION. In this case, we’ll choose ‘NAME.’
- In this window, we’ve got the options to enter the record manually, parse the individual’s contact information from a resume, or import the information from a list such as an Excel spreadsheet or csv. We’ll start with the MANAUL option, as this a great way to quickly add a Hiring Authority or some other Contact that you likely won’t have a resume for.
- When you’ve selected the method you’d like to use to ADD the record, click ‘START’, and the CANDIDATE ENTRY screen appears. The first thing you’ll see is an ‘ENTER COMPANY’ field, as again- we must link this record to COMPANY record of some sort. This field acts as a search tool which can be used to select any company that already exists in your database. If this field is left blank when adding your NAME RECORD, PCRecruiter will auto-assign it to the DEFAULT COMPANY.
- If you’d like to begin entering the person’s contact information here, that’s cool, but there is a shortcut option available that you can use as well. To the right of the ‘LAST NAME’ field on the entry screen you’ll notice a ‘CLIPBOARD’ icon- if you click this icon and then past contact info into the box- from the individual’s email signature, for example- PCRecruiter will attempt to parse the basic information presented into the fields for you to save yourself some typing.
- Now, as with the COMPANY RECORD, the one field you’ll want to pay close attention to upon entry is the ‘STATUS’ field. This field is used to designate exactly what type of NAME RECORD we are entering. Remember that any NAME record can be a CANDIDATE, HIRING AUTHORITY, VENDOR, EMPLOYEE, or CONTRACTOR. The default selection is CANDIDATE, but you may want to adjust this based on the type of person you’re adding. If it’s a contact, you may want to select the ‘HIRING AUTHORITY’ so you’ll know this isn’t a person you’ll want to try and submit for an open JOB later.
- In addition to entering the name record’s basic contact information, if the person is a CANDIDATE, you can also add experience and education details, as well as their availability, or current or desired salaries.
- Once you’ve added the record’s information to your satisfaction, click ‘NEXT’. If you feel confident that the record info has been added to your satisfaction, click ‘FINISH.’ If you do need to make any final edits here, you can click the ‘CANDIDATE’ option to do so, but you’ll always be able to go back and make additional edits to the record in the future. Few things are every permanent in PCRecruiter.
PARSE FROM RESUME
- Now we’ll add another NAME RECORD, but this time we’ll see how this process works when we’ve received a resume from the job seeker. The process begins the same way. We’ll start by clicking on the ADD WIZARD, and ‘NAME,’ but this time we’ll choose the ‘Parse from Resume’ option.
- This will open the ‘Add Resume Utility.’ From here we can click ‘Open’ at the bottom of the window to open a file browser that we can use to find the resume we want to upload. Once you’ve located the desired file click ‘OPEN’ and PCRecruiter will do a quick-scan of the document to find the necessary information, then those values will populate the designated fields. Once the resume has been parsed, you can then manually enter additional information, or correct any fields that didn’t populate as you might have hoped or expected.
- Using the ‘ADD RESUME UTILITY’ you’ll also have the opportunity to link the CANDIDATE to a POSITION, add them to a ROLLUP, or assign to a specific COMPANY. Keep in mind, though, that if no COMPANY NAME is added, the CANDIDATE will be assigned to the DEFAULT COMPANY.
- In this window there’s also a ‘check for duplicates’ option, which is turned on by default. This is to prevent users from attempting to add resumes to the system which may have already been uploaded.
- Once you’ve finished adding the candidate’s information, you can then click ‘SAVE’ to store the new record in the database. You can then ‘CLICK TO VIEW’ the record in the database or simply close the windows, and you’re all set.
FROM COMPANY RECORD
There are several more ways that NAME RECORDS can be added to PCRecruiter, but now that we’ve reviewed the ‘QUICK-ADD’ methods, I’d like to show you one more place where a NAME RECORD can be added to the database. You should know by now that all names must be linked to a COMPANY RECORD, so let’s use that for our next example, as PCRecruiter also gives us the ability to add a NAME RECORD directly from the COMPANY RECORD.
- From a set of search results, we have the option to ADD NAME or ADD RESUME below the ‘I Want To…’ dropdown menus, but this time, the system will know which COMPANY RECORD we’ll be adding the name to directly.
- We can also open the COMPANY RECORD from the set of search results, and us the ‘ADD NEW NAME’ icon or the ‘ADD RESUME’ icon to open the same ‘ADD NAME’ window or ‘ADD RESUME UTILITY’ we’ve already seen in the ADD WIZARD, but again, this time the system will already know which company we want to add the new name record to.
There are several more ways we can add NAME RECORDS to PCRecruiter, but we’ll save those for future webinars 😉.
PARSE FROM RESUME
The LAST type of record I want to show you today is the POSITION RECORD. The POSITION RECORD. Now- as with NAME RECORDS, it is important to remember that a POSITION RECORD must be associated with a COMPANY record in order to exist in PCRecruiter, so while POSITIONS can be added quickly via the ADD WIZARD, my persona favorite way to add a new position is directly from the COMPANY RECORD we’re looking to fill the position for.
- To begin, let’s assume that we’ve just been sent a new position request from the HIRING AUTHORITY. The first thing we’ll do is look up that hiring authority’s COMPANY RECORD in the database.
- Once we’ve opened the record for that COMPANY, select the ‘ADD POSITION’ action icon on the right hand side of the screen.
- This will open the ‘ADD POSITION’ window. Here we can enter all of the available information for the job. *Also note that any field label in red with an asterisk is a REQUIRED field and must be entered in order to complete and save the record.
- The information you can enter here will be the JOB TITLE, STATUS, SALARY INFORMATION, and REQUIRED EXPERIENCE or EDUCATION where applicable. Since we’re adding the position directly from the COMPANY RECORD, note that the CITY, STATE, and COMPANY fields are already pre-populated, but these can be edited if necessary.
- Here we’ll also want to select a point of contact for this position. In most cases, this will be the HIRING AUTHORITY that sent the initial request, unless otherwise noted. The dropdown menu for CONTACT will be pre-populated with a list of associated NAME RECORDS for the company the position is for.
- Once we’ve entered the basic field information, we can then add the JOB DESCRIPTION. Unlike other fields in PCRecruiter, the JOB DESCRIPTION field supports custom HTML, so you can edit the job description using different font styles, or text sizes, add links, or use a bullet-point or numeric structure. If the HIRING AUTHORITY sent a job description to you directly, you can paste that text directly in the JOB DESCRIPTION field. If your company uses a PCRecruiter Job Board, also not that the formatting used in this field will be the format in which it is displayed on your website.
- On that note, there are 3 other fields you’ll want to remember when entering a job if you wish for it to be posted online; SHOW ON WEB (must be ‘SHOW’) NUMBER OF OPENINGS (must be AT LEAST ‘1’), and finally the STATUS must be AVAILABLE/OPEN. These 3 boxes must be checked or you’ll never see the job posted online.
- Other status options are PENDING, ON HOLD, CLOSED, INTERNAL ONLY, or FILLED, and can be updated accordingly.
Once the POSITION information has been entered to your satisfaction, click ‘SAVE.’
While, again, there are several ways records can be added to the system, the examples explored today should give you a solid foundation as to how records are built and stored in PCRecruiter.
Tune in next time for more fun tips on how to make the most of your PCRecruiter experience!
Activities, Scheduling, and Tracking User Activity (April 2, 2020)
Join Stacy as we explore tracking activities and utilizing the PCRecruiter Schedule. We will also focus on searching user activities and user reporting.
Hello everyone and thank you for joining us for todays PCRecruiter Tutors webinar session. My name is Stacy and I am the training manager here at PCRecruiter. Today we will be learning how to create activity types as an admin user and then learning how to utilize those activities, use the PCRecruiter schedule and view activity reports and details. I have Jarrid here with me as well ready to answer any questions you have throughout the session, please utilize the Questions option on the right hand side for any questions you have throughout the presentation.
So let’s get started!
What is an Activity Type?
First we will discuss what Activity Types are and how they are created in PCR. Keep in mind you do need to be an admin user to complete this task. When a new client joins the PCRecruiter family they receive a default set of activity types. These activities are used by PCRecruiter users to track any interactions they have had with a name, company or position record overtime. These activities create a virtual map that allows all users to see the history, future and current information in regards to the record.
Add Activity Types
Let’s take a look at where this activity list is stored in PCR. We will choose System from the main toolbar followed by Database Setup and then Activity Types. Here you will see a list of all Activity types that are already available in your database. You can see here that I essentially have 2 folder setup, one for Marketing and one for Recruiting, as well as some additional types that don’t fall under those categories. If you wish to remove an Activity Type locate it on the list and simply choose Action and delete. You will not lose any historical data by doing this, this is only removing the option from being selected moving forward. To add a new Activity Type we are going to go to the action toolbar and choose Add, keep in mind if you don’t see Add as an available option you will need to click the dropdown and select it from there, you can also of course pin it for future use. Let’s go ahead and add the Activity Type Reference Check that users can utilize when completing reference checks on candidates. First I have to enter a shortened version of the Activity Type, this is what will show when viewing activities on a record or reporting, I am going to use REFCHECK as my code, next I have to enter a longer description which will show when selecting the activity type. For this I will fully spell out Reference Check. The last item here allows you to choose a folder you would like your activity to be located under, as I mentioned we have Marketing and Recruiting folders already setup, so if I choose one of these options it will add this new activity type to that folder as well, if I choose an activity type that is already under a folder a subfolder will be created. Or, I can choose not to utilize a folder at all which is what I am going to do here. Click Save when finished.
Now we will move on to actually using our Activity Types when interacting with records. Most commonly an activity is created for a Name record, which is what we will focus on today, but the same steps can be followed when working with a Company or Position record as well.
So let’s go ahead and pull up a name record. Once on the record I am going to choose Add Activity from my action toolbar opening up my Add Activity window. If you prefer for this window to open in a new tab instead of a popup window there is a user setting to control this and you do not have to be an admin user to access it. Simply click the gear icon the top right corner of your account and choose User Preferences, check the option to Open Add Activity in a new tab here and choose Save. You will notice this option is also available when adding a Record, Note, Email or Form Letter and a Profile. The reasons users do like this option is because the new tab can then be moved to a different monitor while continuing to view the record, as you can see here. I am going to go ahead and turn this setting off for the time being.
So we are now back on our Add Activity window. And lets look at the Activity Details area. Here you will see that the date and time is automatically set as the current date and time, if needed you can click into this field and modify as needed. I am going to skip over this Schedule checkbox for the time being, but we will come back to it. And now I’m going to choose my Activity Type; so what action just took place with this person, you’ll see our new option is available at the bottom here so let’s go ahead and pretend that we have just completed a reference check. I select that option from the dropdown, I don’t need to do anything with this username dropdown unless I am entering this activity on the behalf of someone else. This will sometimes come up if there is a strict data entry user in an office. Now over to the right I can enter any notes from my activity, such as how it went, things I may need to know for a future call, etc. Oftentimes people wonder what the difference between adding notes and activities is, the biggest difference is that you cannot keyword search your activity text. If you do wish to add a note you can do so via the add note option in the top right here. You’ll notice there is already some text in this box, what is shown here is controlled by the Activity Defaults Configured in the gear icon in the lower left hand corner. On this screen you can choose which of these fields you would like to Show or Hide in your text box. This is a user specific setting, so each user can customize it as they desire.
So at this point we have the current date and time selected, our activity type of Refcheck and some notes added in regards to our activity. Let’s go ahead and save. Now that our activity is saved let’s see how it looks on the name record, choose Activities from the navigation toolbar. Here I see the date and time, activity type, username and my notes. If a user has the proper level of security they can simply click into the fields to edit, and then choose Save on the left.
Now, let’s add another activity. This time let’s say I left a voicemail for a contact and need to follow up. I’m going to choose my Add Activity option, but this time from my recently viewed record card, you’ll see this takes me to the same place as it does if I choose to do so from the record action toolbar.
So again, my date and time are already set but this time let’s choose Marketing LM1 as my activity type, I can again add notes as needed. Below the text box you will see the option to Copy to Company, this will write this activity to the name record I am on, as well as the company record this person is tied to. This Is useful so you only need to go to one place to see communications with all contacts at a company.
Now I choose my follow up date and time and choose any additional users who need to have this followup on their schedule if necessary. Once I select a date and time I can choose my duration, a color for my appointment to appear on my schedule and if I would like an alarm. By leaving the Create Follow up as a separate activity box checked, 2 activities are going to be created – 1 of the left message activity and 1 of the follow up. If you do not want a follow up activity written uncheck this option here. The activity written as the followup is configured in the gear icon here.
Save our activity and let’s look at the activities on this record. Here I can see both the Left Message and the follow up but on top of this let’s go over to our Schedule but selecting it from the main toolbar. Here, I will see my followup as well. If I expand this scheduled item I will see additional details and I can choose to jump over to the record.
One last time we are going to add an Activity, this time from my Quick Add option that is available from any screen on a name record. Now let’s say I’m setting up a future meeting with this potential client; I’m going to modify my date and time here and now I’m going to check mark the schedule option. By checking this option this activity is going to be added to my schedule and linked to this person. Once the check box is selected I can choose my duration, color for my appointment on my schedule, and if I would like an alarm. Choose your activity type as usual and then Save.
Here we see the activity that was created, and let’s go over to the schedule where I can now see my appointment. If you do wish to modify the color options available for your schedule you likely noticed that is available on the setting page of the add activity window – here you can remove unwanted colors or assign labels to colors you would like to utilize.
Using the Schedule
Now I want to jump over to the schedule and show you that you can also add an appointment directly from here by selecting the Add option from the action toolbar. Here you can choose to setup a multi day appointment, a start and end time, subject notes and color. From this screen you can also setup a recurring appointment. If you just save your appointment here it will not be linked to a record so I recommend going into the Links charm and assigning an activity type, record type and then searching for the record you would like this tied to. When you save the appointment is added to your schedule and the records activities screen.
Now that we have some activities in the database let’s turn our attention to searching for historical activities. We will start by clicking the Activities option from the main toolbar. Here I have the option to search for Name, Company, Position or Interview Activities. For this example we will be doing a Name Activity search which is what this screen opens to by default. Here I can enter a date range and choose how many records I would like to see per page as well as how they should be sorted. To the far right I can type into the text search option if I am looking for specific text in my activity text window. The filters area is where you will enter the majority of your selections. Here you can choose exactly what you are looking for, if you would like to see all activities for a particular user select the username and date range, click search to view the results. Note that once you are viewing the results you can choose print from the action menu to display a printable version. To return to your search choose Refine Search, if I want to see how many Recruiting Attempts the user made I can select it from this dropdown and run my search once again.
User Metrics Report
If you are a manager looking for an overall view of your users activities we recommend utilizing our User Metrics report. So we will go to Reports, Auditing Reports and Metrics Report. Here we will set the date range, activities to be included and usernames to be included in my report. When I choose Print I will see all of the activities entered by my users with an area to view totals at the bottom.
If you are looking for a report that is more condensed to particular activities you can utilize a custom User Metrics Report. Choose Reports, Manage Custom Reports, Manage User Metrics Report, Add. Here we’ll give our report a title such as Daily Usage. Then I need to identify what I would like to see, we are going to focus on activities for now but you can see there are some additional options here as well. So I choose Activities and then Select/Edit Sources Choose the activities you would like to include in that column, for example all of my Left Message activities, the total will be added together and displayed in my report. Label the column accordingly such as Voicemails. Continue adding to your report in this same manner and click Save when finished.
This report can now be seen from the Auditing Reports menu, once you select your criteria you can choose if you would like to Print or Export. Export will export the data in a csv file while print will display the data on your screen. The benefit of selecting print is that you can actually click into your results to drill down into the activity types that make up that number.
That concludes todays session, you will receive a follow up email shortly that will include the Recording of today’s webinar. You can also view this webinar as well as any others we have hosted at learning.pcrecruiter.net/site/webinars/
Have a great day, stay safe everyone.
Searching and Creating Rollup Lists (April 7, 2020)
Join Robin in learning the art of basic and advanced searching in PCR; including adding queries to your MyPCR Screen for easy access and adding the results of your searches to Rollup Lists.
Good Afternoon! My name is Robin Montoni, and I am a process consultant here at Main Sequence Technology- The developers of PCRecruiter. Today’s session will cover searching. By the end of this webinar, you should understand the types of searches, know how to run basic and advanced searches, know how to save and open search criteria, know how to save results to a rollup list.
The searching techniques that we’ll be covering today apply to searching companies, names or positions. First you need to identify the type of record to search, then click that icon on the main toolbar. We’ll use Name as the example for today’s session, but the process is the same for company and position searches. When I click Name on the main toolbar, the Basic search screen appears – you’ll also see your recently viewed records at the right.
You’ll be able to perform many of your searches in the Basic area, but I also have an Advanced option for more complex searching options. I’ll show you both the basic and advanced searches in today’s session.
Types of Data: Field vs. Keyword
Now that we’re in the Name’s Basic search area, we can search our database for people based on field data or keyword data. You’ll use the dropdowns at the top to filter by fields. Fields are the items you see on the record such as first name, last name, title, and status. There is also a keyword search option that does not look in fields. It looks at the text of the resume, attachments, profiles, notes, keywords or summary. It’s very important that when you’re entering people, that you populate the data as much as possible and try to get the resume or add searchable notes and keywords. So keep in mind that when adding a person, to profile with search friendly information so you can find the person efficiently later. If you only add name and phone, then you’ll only be able to find the person by name or phone.
Field Search Tricks
Let’s first start with a very simple search for a person by name. I am going to search the first name and the last name fields based on the first few characters of the person’s name. When doing a field search, think of the search as a “starts with” search, and the more characters you enter the more you refine your search. I’m going to search for name records where the first name starts with rob and the last name starts with mont. When I click Search, I see records for Robin Montoni and Robert Montgomery because they both start with rob and mont.
Let’s do another search but searching a different field. Use the dropdown to pick the field to search. I’m going to pick Title. If I type process into the field, I am only going to find people if their title field starts with process. I can use the SQL trick of a % as wildcard. If I put this before the search term, it will find anyone if their Title field contains process. You don’t need to put the % at the end since PCR automatically passes the % at the end – we just don’t show it. This is why I can search rob to find Rob, Robert, or Robin.
Let’s stay with the title field, what if I want to search more than one value of the same field. For example I may want process or train in the field. I can enter %process, a comma, then %train and my results are any record where the title field contains process, train, trainer, or training. This is also helpful for variation in title such as %HR,%human resources.
Let’s now move on to ways to geographically search.
You may not search the City field that often since it searches the word in the field. The field often stores the name of a small town or suburb so you could miss people. But you could put a string of cities separated by a comma such as Cleveland,Willoughby,Mayfield,Mentor .
Another very helpful field to search by geography is the All Phone search option. Let’s switch the City field to All Phone. In the US and Canada, the first 3 characters of a phone number are the area code. We can the all phone field for those first 3 digits such as 216,440 for the Cleveland area. This will simultaneously search the home, work, and cell phone fields. This is also helpful if you get a call from Robin at (440) 946-5214 but don’t know the last name to find the record. You can search first name rob and all phone 4409465214 to find the record for Robin Montoni.
If you want to broaden your search to State, switch the dropdown from the City field to the State field. Now you can put in a string of states such as OH,MI,IN
A very useful trick when you want to search a broad geography is to search the zip field for the first one or 2 digits. If you google 2 digit zip code map, you can find a map of the US (show map). Notice how the zip codes are structured across the US. In the northeast part of the US they start with a 0 or 1. Instead of searching a long string of states, you can search the Zip field for 0,1 to find names in the northeast part of the country. Likewise, if you want Southern Florida you could search 33,34.
If you want a very targeted search, for example 20 miles from my client’s company, there is a zip code feature in advanced search that we’ll cover once in that area. However, there is a limit of 100 miles, which is why the previous search of just the first few digits can be helpful.
Let’s now move on to keyword searching. Keyword searching will not look in any fields. It looks at the resume, attachments if you have Lucene, profile forms, notes, keywords, and summary.
Let’s first start with something simple as help desk. Because the search term is a phrase, I need to put quotes around the phrase.
Now let’s say I need to add another term. You will use Boolean search operators connect your search words together to either narrow or broaden your set of results. The three basic boolean operators are: AND, OR, and NOT.
I will use AND between search terms to narrow my search, such as pcrecruiter AND “help desk”. Notice I did not need quotes around pcrecruiter since it’s a single word.
I will use OR between search terms to broaden my search, such as “help desk” OR support
Now let’s say I want to exclude a person if they have a search term. I would use NOT but this must be at the end. For example, I can put “Help desk” NOT “main sequence”. This would find anyone that has help desk but not the phrase support.
Sometimes you need to group your search terms. For example, I want everyone that has pcrecruiter as a search term, but of those people I want people that have help desk or support. If I search pcrecruiter AND “help desk” OR support, I will find ANY person that has the word support. What I want to do in this situation is find everyone with pcrecruiter AND (“help desk” OR support). While some people may have all 3, all names returned would have pcrecruiter, but they will also have either help desk or support.
You can also do proximity searches. There are 2 ways to do this as it depends on the type of search index for your database. If you click Advanced you’ll see it in the corner. If you have Keyword version 2, you’ll enter the phrase in quotes but add NEAR followed by a number up to 20 between the words. For example, if I search “support NEAR10 administrator” I will find someone as long as support and administrator are within 10 words of each other. If you have Lucene, you’ll use the tilde after the phrase such as “support administrator”~10
When you use keywords in your search, you will see an extra column that stores and controls the sort display. You’ll also see letters representing where the words were found, such a R for resume, P for profile, N for Notes, S for Summary. Clicking that letter shows you that area. When its found in the resume notes, keywords or summary you’ll also see the keywords from your search highlighted.
Search Customization Options
When performing searches, there are a few customization options that you can setup per user.
First is the save as default option below the fields. If you don’t’ search City often, you can switch it to a different field, click Save as Default, then click Search. This returns all records in your database but when you go back to Name it remembers these are the 3 fields to default to. Don’t put in a value unless you want it to remember the value as well.
At the top right of your search screen is a Customize option. Here you will find 3 options
- Searching – this allows you to select fields you would search on and move them to the right. The ones that you leave at the left would be hidden from your search dropdowns.
- Results Page – here you can select which name fields to show in the results, the default sort order, number of rows per page, and shortcuts for results.
- Recent – allows you to specify which 2 fields to show and shortcuts to show below the name on your recently viewed cards.
Advanced Search allows you to perform more complex searches than Basic Search. Use Advanced Search when you need to:
- Search more than 3 fields as you’ll be building each row one at a time.
- Need to use field search operators to search compared against a value such as greater than, less than, or equal to a value.
- Find records where the field is not like, empty, or is not empty.
- Find name records based on the History fields.
- Narrow results based on radius to a zip or postal code
- Save search criteria for future use
- Return records that are on or not on a rollup list
Again we’ll click Name on the main toolbar, but we’ll click Advanced.
I first need to tell PCR what I want to search: A predefined field, a custom field, history fields, zip code radius, or rollup.
I’m going to search the City field using LIKE (which you can think of as Starts With) for Cleveland. When searching a predefined field or custom field, you must click Add for it to become part of the query.
Now I am going to add the All Phone field for 216,440 to catch people who may not have Cleveland in the City field but have an area code for the Cleveland area.
Now that I have 2 rows, I’m going to switch the dropdown between to OR because I want to broaden my search by city OR phone.
Next, I am going to add a zip code radius search by switching the Predefined Fields dropdown to Zip Code Radius. This time I click NEXT to the field instead of inside, and I can search by zip or city/state. If you want the results to be targeted to a specific area, it’s best to use the zip code. I’m going to enter 44094 and search within a 30 mile radius. This will return all zip codes which I can accept and return to my search screen.
When building a search like this, start with your OR searches first then end the group and start narrowing by selecting End Group/And.
Now I want to search the Date Entered field for Greater Than Equal 1/1/2020 and click Add. This will limit my results to only the people who were added to the database on or after 1/1/2020.
I can also limit my search based on the Status. When searching a field, you can use the picker at the right to see the unique values already in use for that field. You’ll notice that the database stores C for Candidate, H for Hiring Authority so I need to be sure to use the stored value instead of the full description.
I can also go in and find people who are or not on a particular list.
I can also add keywords such as pcrecruiter AND support
At the top right are your action icons for working with your results. Let’s first quickly see my results by clicking Search. If you get too many or too few results, you can click Advanced Search at the very top to return to your criteria and modify as needed. If this is a search that you would run often, you can click Save at the top and give the search a name. I can then leave the Advanced area, come back later, and use Open to load the criteria. You will only see your own saved searches.
Now I want to view my results. I’m going to click Search again at the top right. You will use the action icons in the search results to rollup into a list, mass email, or link to a position.
Viewing Results and Adding to a Rollup List
When viewing your results, your results may span multiple pages and you’ll see numbers at the top left to navigate page by page. To take action on the records, you can Individually select by checking a box. Notice how it shows the selected count at the right.
Click the Select column heading and select just this page or all results.
If you want to save the results as a list, you’ll select the records the use the Rollup Names option at the top right. This will show you a list of your existing rollup names. To add the results to an existing list, just click on the number. If you want to make a new list, select Add Rollup at the bottom. In most setups, you only need to enter a name, but you can also add a description to further describe what is on or the purpose of the list. Once you click Save, the list name is created, and the records are added into the list.
In addition to running searches on the fly, you can also copy or write SQL queries for your MYPCR page. Let’s first find a list of all hiring authorities that have an email address. In advanced search I can find names based on the status of H AND the email address Is Not Empty. I can then copy the generated query from the box and go to MYPCR on the main toolbar. I am going to click the Customize option then click Search Links, give the search a name, paste the query into the box, and make sure that the correct search type of name is selected. When I click Save, I now have this search on the MYPCR page as a link. All I have to do is click the link to view results.
If I go to the PCRecruiter Learning Center, expand Using PCRecruiter and Searching, there is a page named Adding Search Queries to your MYPCR Screen. Here you will find many queries we’ve provided in the past that you can copy into your page. Some may require editing such as user name or date.
We hope you learned some new searching tricks during this webinar. Don’t forget to review our list of upcoming webinars and register.
Setting up and using RingCentral (April 9, 2020)
Join Sean for this special edition of PCRecruiter Tutors, in which he will show you how to set up your RingCentral Phone to work with PCRecruiter and how to use it efficiently.
Good Morning / Afternoon Everyone.
Today we’ll be going through the install, set up and use Ring Central in conjunction with PCRecruiter.
The pre-requisites that you’ll need to have installed is the Ring Central Phone application on your Windows PC or your Mac. You’ll want to make sure that you install the Ring Central phone application and not the Ring Central app. This application can be found on Ring Centrals application downloads page.
You will also need to have the Launcher installed on your computer as well.
Our Learning Center has full instructions on how to set up the Launcher.
You will first need to install Java. If you are on Windows you can go to www.java.com and install from there. If you are on a Mac you will need a full Java Development Kit. We recommend using Amazon Coretto. You can search Google for Amazon Coretto 8 and install Mac OS version.
Once Java is installed on your Machine you can go to your PCRecruiter Log-In page and install the Launcher from the links there. There are both Windows & Mac versions so make sure you select the correct link.
Now that you have both Java and Launcher installed you can log into PCRecruiter and you will see a prompt to download the latest update for Launcher. Click the OK button and the latest version will download and the Launcher will start.
Enabling Ring Central in PCRecruiter
The first thing that we’ll need to do is enable Ring Central in your PCRecruiter database. Please note that if you would like to use Ring Central in multiple databases you will need to perform these steps in each database.
Please note this must be enabled by a user with Administrative Security.
- Open ‘SYSTEM’ in the main menu.
- Select Add-Ons
- Choose Install Feature
- Enter the feature code ‘ringcentral’
- Choose ‘Next’ and then ‘Close’.
Now that we have Ring Central enabled in the database, we will want to set up your individual user accounts in the User Name setup of your database.
- Open ‘SYSTEM’ in the main menu.
- Select Users
- Choose ‘Manage Users’
- Select the User Name you wish to update.
- Select the ‘Gear’ configuration icon next to the Contact Phone field.
- In the Telephone Settings panel, select ‘RingCentral’
This is the user’s direct dial phone number with no special characters besides a leading “+” sign (e.g. +14409465214). I always recommend using the direct dial number instead of the company line and extension. The direct dial number is unique to the user.
Choose “Authenticate” to login to the RingCentral account. If you are setting this up for another user you will need their Email or Phone Number and their RingCentral Password. Administrators can skip this step and users can Authenticate on their own via the MyPCR screen (this is the easier way to have them authenticate rather than collecting passwords)
Direct Dial Number
Often the same as ‘Phone Number’ above but may be different than the Phone Number field. This is primarily used for batch SMS messaging.
The number of seconds to pause before PCRecruiter loads the RingCentral dialer.
User Phone Configuration
The default “RING CENTRAL DESKTOP PHONE ONLY” option should be used unless the user has an IP-based hardware phone associated with this RingCentral account.
Authenticating from the MyPCR Screen
Once a users settings have been entered by an administrator they can authenticate their account via the MyPCR screen (If their administrator did not do this already)
- Select MyPCR from the Main toolbar
- Select “You are not authenticated with RingCentral, click here to login.”
- Enter your Email or Phone number that is associated with your RingCentral account (or utilize one of their SSO options)
- Click Next
- Enter your RingCentral Password
- Click Sign In
- Click Authorize
Next we will be enabling the PCRecruiter caller ID functionality in your Ring Central Phone. This will allow you to have a pop up on incoming calls that will show records that contain that number. You can click on the pop up and it will take you directly to the record.
Ring Central Desktop Phone Settings
After installing the RingCentral Desktop software, open the ‘Settings’ panel.
On the ‘Calls’ tab with Incoming selected, slide the ‘Launch an external app or URL on incoming call’ to ON and paste the following into the ‘Execute Command’ box:
“C:/Program Files (x86)/Main Sequence Technologies/PCRecruiter Launcher/ControlLoader.exe” “pcr:action=ringcentral&ver=latest&formattednumber=%P&lastname=%L&fullname=%N&firstname=%F&callednumber=%D&fullnumber=%C&standardizednumber=%E”
open “/Applications/pcrurl.app” “pcr:action=ringcentral&ver=latest&formattednumber=%P&lastname=%L&fullname=%N&firstname=%F&callednumber=%D&fullnumber=%C&standardizednumber=%E”
Incoming Call Notification
A Notification will appear in the bottom right corner of your window when there is an incoming call. If multiple records matching the phone number exist, the record with the most recent activity will appear. If the phone number is found on both names and companies, the company record will be favored in the popup.
Clicking on the notification will launch a window with the matching records. The top three will be shown (in order of most recent activity) and the ‘More Records’ option will show additional items up to a maximum of 50 per record type. The << icon will collapse the sidebar to increase screen space if needed. If no records match, the option to add a new record will be presented.
Windows Notifications Configuration
You may find that the default Windows notifications interfere with the PCRecruiter caller ID popup. To correct this, you will need to open the ‘Notification Area Icons’ option in the Windows Control Panel. Set the RingCentral option to “Hide icon and notifications.”
Using RingCentral in PCRecruiter
You are able to use Ring Central in PCRecruiter to make Phone Calls, Send Text Messages, and send Bulk Texts.
You will find ‘Call’ and ‘SMS’ icons in the Action menu at the upper right corner of name, company, and job records.
You will also see ‘Call’ and ‘SMS’ icons when activating any phone field within a record.
If you click the Phone dialer button using Ring Central Desktop Phone setting the phone number will be transmitted from your internet browser to the Ring Central Phone App after your specified countdown and the phone call will start.
If you are a physical IP phone provided by Ring Central then Ring Central will connect to Ring Centrals servers and it will pass the phone number to them. Your physical phone will start ringing and the caller id will show the number you are dialing. Once you lift the phone out of the cradle or answer using your headset the phone call will then connect out.
When you click the SMS button your browser will transfer the phone number to the Ring Central Phone app. The new text window will open and the phone number will be populated in the “To” area. You can then type out your text and send it using the Ring Central Phone app.
PCRecruiter will log activities for all text and voice communications made through your RingCentral account. Activities are created on a periodic sync with RingCentral’s servers and may not appear in your database immediately.
The activities you will see on Candidate records are: SMS, INBOUND, OUTBOUND
In the end Ring Central is a very useful tool when used with your PCRecruiter database. It allows you to quickly make calls and texts to connect you with your candidates and your clients.
The activity writing also helps save you time from having to manually create activities of your phone calls and your texts to help improve tracking.
We hope this webinar gave you some useful information on how PCRecruiter partners with Ring Central.
If you have any questions, please let us know.
PCR Capture (April 14, 2020)
Join Matt from our training team as he shows users how to best utilize the PCR Capture tool to maximize sourcing efforts.
The PCR Capture tool is a free extension for the Google Chrome browser, that saves time on data entry by allowing users to import and update contacts in PCRecruiter directly from some of the most popular recruiting sites used today. If a site is not one of our predefined sites we work with, you will still have highlight and parse functionality which we will discuss later.
PCR Capture users also have a PCR Match functionality which identifies if a person already exists in your database and allows for numerous quick actions, such as emailing the candidate or adding them to a Rollup List. This PCR Match feature is automatically enabled for our predefined sites list, with the ability to utilize it on other sites as well; which we will discuss later.
Please keep in mind you must be using the Chrome Web Browser in order to access this great tool.
Install/Login to Capture
To install Capture, we just search for PCR Capture in the Chrome Web Store, and click ‘Add to Chrome’. Once we’ve added the extension, the PCR logo appears in the toolbar. This will display a notification icon whenever you land on a supported web page. If you see a green ‘plus’ icon, this means to add a new record into PCRecruiter. If you see a red icon with a number displayed, this means there are potential matching records in the system. If you see a question mark icon, this means the page you are currently on does not support PCR Capture.
From your Chrome browser, click the PCR Capture icon in your Chrome Toolbar to open the extension. The first step is to enter in the required information to link PCR Capture to your PCRecruiter database. You will be presented with fields to enter your PCR url, username, password, and appropriate database. The PCR URL is just the login page you normally use to access PCRecruiter, I recommend just copying and pasting this information to make it easier.. You will then click login to begin using Capture and PCRMatch, but first we are going to look at the different options.
Once you have the PCR Capture extension installed and linked to your PCRecruiter database, you will need to choose your method of capturing records. To do so, click the extension in your Chrome browser and choose Options. This will bring up a window in which you can choose Basic or Advanced capturing
In Basic mode, any contact we capture is handled automatically with no added user interaction.
The “Set Company To” option, controls what company the candidate’s record will save to once their profile is Captured.
- Default: Places records into your default company; typically titled Candidates, Talent pool, Resumes, etc.
- Parsed Company: Looks for the Current Company on the profile and places the candidate under that Company, if that company does not exist it will create it automatically.
- Specific Company: Allows you to select a specific existing company from your database you would like to add the new candidates to.
We can also select a specific Rollup list to add all of the captured names to automatically.
In Advanced mode, we have the ability to view, confirm, manipulate, and augment the contact data before saving it. We also get manual control over duplicate merging.
The “Set Company To” option is going to be the same as Basic mode, controlling what company the candidate’s record will save to once their profile is Captured.
- Default: Places records into your default company; typically titled Candidates, Talent pool, Resumes, etc.
- Parsed Company: Looks for the Current Company on the profile and places the candidate under that Company, if that company does not exist it will create it automatically.
- Specific Company: Allows you to select a specific existing company from your database you would like to add the new candidates to.
You will still be able to specify a Rollup List to add the candidates record to, but this is done when we actually capture the profile as you will see in just a moment.
This last option lets us disable the confirmation popups after each capture, or to set them to automatically close after a moment. This would require you to have notifications turned on for your computer and Chrome browser.
Let’s enable Advanced mode for this demonstration, and walk through a sample Capture.
To capture a profile from any of our supported sites you will begin by accessing the profile. Please note that you will not be able to Capture until you are on an actual profile, not a listing of multiple profiles. Once we’ve browsed to a web page that PCR Capture recognizes and found a potential candidates profile, as long as you are logged into PCR Capture, a popup appears to the right of the candidate profile. The popup, as well as the icon on the toolbar, will indicate if the candidate has a potential match already in PCRecruiter or if you would be adding a new record.
The Green Plus sign indicates a new record, while a Red Number indicates a potential match. Please keep in mind this is a quick duplicate check and you may receive different results when you are capturing. Click the popup to start the Capture process. If you were using Basic Mode, you would not see the following steps, and the record is saved to PCRecuirter according to the settings you have selected in the options.
- The Advanced Capture menu will now appear with several options:
- Possible Matching Records: This will display records that are a possible match to the person you are attempting to capture. There are three tiers used in duplicate checking when using the PCR Capture tool, they are as follows:
- Social Network Match (Darkest Green): A profile has the same url as the current page, so it’s almost certainly the same person
- Name Match (Lighter Green): The First Name and Last Name match the current page (Or a derivative such as Rob vs. Robert)
- Less than perfect Name Match (Hardly Green): This would include things such as emails, addresses, phone number, etc.
- If you are not updating an existing record, you will also have the ability to “Add As New Record.”
- Possible Matching Records: This will display records that are a possible match to the person you are attempting to capture. There are three tiers used in duplicate checking when using the PCR Capture tool, they are as follows:
- Once you have chosen to update an existing record or create a new one, click next for further options:
- Currently Assigned Company: This option is only available if you have chosen to update an existing record, you have the option to keep the name within their current company.
- Captured Company: This is the company listed as their current employer on their profile page.
- Matching Company List: This is a list of potential matching company records already in PCR. Choose to add the record to an existing company
- Select Company from PCR Database: Begin typing to search and select a company ‘On the Fly’
- Select Next to review your data
- The last step of an Advanced Capture allows you to revise and make any changes to the information before you save it to PCRecruiter. If you are updating an existing record, you can select which information you would like to keep and which you would like to overwrite with the profile information that was just captured. If information already exists you will have the option to “Change”. The icons along the side show whether each data point is coming from the existing record in PCR, or the site we’re capturing from. We can click on each field and select which version of that data point we want to keep, and we can use these buttons to add additional info by hand before saving.
- Save when you are finished reviewing the data. The notification popup confirms that the record was updated, and we can click on it to jump right to the record.
Right Click Capture
PCR Capture also has a feature called Right Click Capture, which gives the user the ability to highlight text (Ex. An Email Signature) and bring it into PCRecruiter to create a new name record (Or update an existing record).
- Highlight desired text
- Right Click into your browser
- Hover over PCR Capture
- Choose Capture Highlighted Text
- You will then be directed to your desired Capture input function to follow the steps discussed above.
Using and Activating Auto Match
PCR Match gives users the ability to look at a list of names on any site and quickly see if a name is in your PCRecruiter database. These names are designated by a PCRecruiter icon following them, which when clicked, allows quick access to the name record and some action icons.
To activate PCR Match,
- Click the PCR Capture icon in your Chrome toolbar
- Toggle the PCR Match option on
Once this setting is turned ON, you will notice a secondary toggle appear. This toggle controls if PCR Match is in use on the site you are currently viewing. Most sites are automatically excluded, however; if you are on an allowed (whitelisted) site the PCR Match tool is automatically triggered. You can always toggle this settings as you see fit to allow your current web page, however; if you would like to permanently add a site to the allowed site list (Previously listed), you may do so via the following:
- Click the Capture icon from your Chrome Toolbar
- Select Options
- Choose the PCR Match tab
- Enter a site you would like to Whitelist
- Select Add
When PCR Match is enabled you will instantly see a PCRecruiter icon appear to the right of a name record if that name has been detected in your database.
- Locate a Name with the PCR icon to the right
- Click the PCR icon
- If multiple matches are found you can scroll through them in the upper right corner of the information popup
- Click any of the Quick Action icons
- Email: Opens a Compose Mail Screen to send an email to the person
- Call: Opens the Add Activity Screen where you can select the number you wish to dial (Note: You must have a phone system setup within PCR)
- Text: Opens the Add Activity Screen where you can select the number you wish to dial (Note: This feature is only available when using RingCentral)
- Rollup: Allows you to add the Name to any existing Rollup in your database.
- Jobs: Shows the interview status of the jobs this person is linked to in your database
PCR Capture Updates:
Capture and other Google Chrome extensions will automatically update when new versions are released.
Bulk Emailing and Email Campaigns (April 16, 2020)
Anthony walks you through how to create and send a mass communication through both our standard Bulk Mailing option as well as our premium Email Campaigns feature.
Configuring Your Outgoing Mail Settings in the database Through the Email Alias List
Keep in mind that you must have your email address fully configured inside of the Email Alias List section so that you can send Emails from PCRecruiter. You will need to speak with your Email Provider and confirm that they support “SMTP Relay”. Once this has been confirmed, ask them for their “SMTP Server”, “SMTP Username” and “SMTP Password. Once you have this information, follow these steps:
- Click System
- Click Email Setup
- Click Email Alias List
- Click the Action’s Drop Down and Choose: “Add”
- You’ll notice there are several sections to fill in, I will now go over what each section is looking for:
- Description: You’ll want to give this alias a name for later recognition ex. Anthony Bulk Email Address
- Alias Name: This is where you enter the name to appear on the email as the “sender” name. This will most Likely be your First and Last Name
- From Address: Here’s where you enter the ‘From:’ email address to be used for this alias
- Reply-To Address: enter the email address that replies should be sent to.
- SMTP Server: Enter the server name or IP associated with this email account. If you’re not sure what your SMTP Server is, contact your Email Provider
- SMTP Username: This is given to you by your email provider, more times than not, it will be just your Email Address
- SMTP Password: is also provided by your Email host, this is typically just your email’s password
- Delay Between Emails Milliseconds: allows you to add a delay in between emails.
- Disable SSL/TLS: If you want to force the email to only go through a non-SSL server connection then check this box.
- Make Default: By selecting this choice, PCRecruiter will automatically select this alias to use when emailing.
Once all the credentials have been inputted into the proper places, choose “Test Connection”, if done correctly, you’ll receive a message saying “STATUS: Test Completed”. If you receive an error message such as a “535” error, then you may want to confirm you have the right credentials with your mail provider.
Next, we will be discussing Email signatures. Your signature will automatically be applied to all emails sent from the system. It can also be inserted into a form letter which I will touch on later.
- To access the Signatures > Select “System” from your Tool bar
- Choose Email Setup
- Click the Email Signature
- Here’s where you Enter in your signature. If you wish to add any images, use the ‘Insert/Edit’ image button in the editing toolbar. You also have common text editing tools to be used as well.
- You’ll also want to Select whether you want to Always Use this signature or to Select to Use it when sending an email
- Once done, choose Save
Now that we have our Email and Email signature setup in the database, I will be walking you through how to use our Form Letters which are essentially Email templates. To access the Form letters screen, you’ll want to:
- Click System on the main toolbar and select Form Letters
- Click on Name Letters.
- Then, Click on the plus sign to “Add Letter”
- Your first step is to Name the document. The name auto-populates as the subject of the email. Do not use symbols in the name of the letter.
- You can now Type the contents of email into the Text box.
- Before I do so, I will go over the various “Tool Bar” Options:
- The “New Document” button is used to remove existing text and start a new letter.
- The “Print” button is used to send the letter to your printer.
- “Cut, Copy or Paste buttons” are used to transfer content to and from your clipboard.
- “Bold, Italics, and Underline” are used to format the text.
- “Format Paragraph” is used to create headings,
- You can use the “Horizontal Line” to create a line through your document.
- The “Left Justify, Center and Right Justify” buttons are used to align the text
- “Bullet lists and Numbered lists” are used for making ordered lists.
- You also have the ability for “Increasing and decreasing the Indent”, as well as adding a “Table”
- “Insert Picture icon” is used to include images.
- “Insert / Edit link” allows you to insert hyper links.
- “Text Color / Background” allows you to change the color of the text.
- “Source Code” will allow you to see the HTML making up your letter
- “Find / Replace” will allow you to scan your letter for specific words and replace them with a separate value
- “Font / Text size” options are available as well.
- And lastly use the “Insert Fields” button to insert things like, field data, your email signature, or an Email Opt Out Link.
I will now demonstrate how to use this “Insert Fields” feature properly:
I appreciate you reaching out, I am looking to hear back from you soon.
[[Email Opt Out Link]]
Once the letter has been completed, you can blank out the “Username” field if you’d like for all of your Users in the database to be able to access your Form Letter.
Your final step will be choosing the “Save” button below.
Now, let’s move onto Bulk Emailing. Bulk emailing is our Basic feature accessible to all users. This feature allows you to mass send Emails to a rollup list or a list of search results. After I cover the Bulk Email feature, we will move on to our Premium Email Campaigns feature. Let’s begin:
- You’ll want to access a Name rollup list or a group of Name search results. For this example, I will be setting up my Bulk Email through a Name rollup list.
- From here, Select the desired names to send your letter to
- Choose the “Letter icon” from the Action toolbar
- Choose “Click to Select a Form Letter”
- Choose “Action-Select” for the desired email”
- “Email Field” Choose which you would like to send to.
- “From” – If you are using multiple “Email Aliases’, you may select the appropriate one.
- Your “Subject” will auto populate from the name of the letter, you can change it if necessary.
- You can also check to receive a “Return Receipt” if desired.
- And, you can Choose a “Priority level” if needed.
- The “Options charm” can be used to turn on “Resend Checking”. Resend checking will prevent a candidate from receiving duplicate emails. One additional step you must take in order to utilize this re-send check option is enabling Bulk Email Activities to write on the candidate’s record. Show Steps to Get to the Preference
- “Return to the Bulk Email Screen”
- Next, you can use “Attachments” to add additional documents to your email.
- Finally, return to the “Email” charm and choose the “Send” button to send our bulk email.
Moving on, Email Campaigns introduces a new and improved way to bulk email from PCRecruiter. This is a premium feature. If you’re interested in getting access to this upgrade, please contact your Account Representative and they can assist you with the upgrade process. Here are the added advantages of using Email Campaigns over Bulk Emails:
- With Email Campaigns, they Allow you to Save Campaigns to be reused
- You can Create and use custom categories for tracking
- Allows for Delayed Sending
- Allows you to monitor response rates in Analytics
- Provides Various Reporting Options
Sending the Email Campaign
Campaigns can be sent through the same means as a bulk email which is through Rollup lists, Search Results and through the Pipeline.
- To begin, Access a list of search results or rollup list.
- Select the records you wish to email
- Click on the “Letter” option from the Actions Drop Down
- Enter a Campaign Name This needs to be unique for tracking purposes
- Next, Select any “Categories” that relate to your campaign; these will be used for reporting/analyzing
- “Letter” – Select the letter you wish to use
- “Subject” – Enter your Email Subject
- “To” – Leave this setting on “Selected Set of Names”
- “Email Field” – Adjust the Email Field if necessary
- “From” – Again, if you have multiple Alias’s, adjust this field as necessary
- Next, Choose to “Send Now or Send Later”; if choosing later you will be prompted to enter a date and time to send.
- You also have the same options for enabling re-send check, as well as adding any attachments to the mail campaign.
Use Existing Campaign
- In the future, if users choose to send the same campaign again and would like the status tracked as a combined total, they can utilize the “Use Existing Campaign Option”.
View Campaign Status
- Let’s go ahead and send out our campaign. Upon sending you will see a link to “Background Tasks Status Screen” this link will show you the status of your email. From the status screen you can choose tocancel a process or select it to view further details.
This screen can also be accessed from the Master Dropdown in the top right corner of PCRecruiter.
Now that we’ve sent out our first email campaign, let’s take a look at the Analytics feature:
- To access, select Analytics from the Main Toolbar
- Next, choose Email Campaigns.
This screen shows the summary for all campaigns sent including Opens, Clicks, Bounces, Replies and Unsubscribes. Bar graphs are provided at the bottom to show Top Open Rate, Top Click Rate, and Top Click-To-Open Rate between Campaigns. You can click to drill into any of these Top Campaigns by simply clicking them.
From the Details screen you can select your campaign and view Click Rate, Open Rate, Reply Rate, Bounce Rate, and Unsubscribe Rate. You can also view totals with individual recipients and add names to a rollup, for instance you can view everyone who clicked a link in the email and add them to an “Interested” Rollup.
Next, let’s move on to reporting for your Email Campaigns.
Users with proper security can access these from “Reports” on the main toolbar followed by “Email Campaigns”.
Once here you will see the two reports available which are the “Campaign Overview, and the “Campaign Results List” report.
Campaign Overview Report
For the “Campaign Overview Report”, Users will select a Campaign and Date range to run their report on. This report will show relevant information to the specified campaign including:
- Total Recipients
- Total Opens
- Total Clicks
- How many individuals have Not Opened the Email
- Successful Deliveries
- Unique Opens
- Last Opened stats
- Click to Opens
- Unique Clicks
- Last Clicked
- Subscribers with most opens
- Top links clicked
Campaign Results List
The Campaign results list report is useful if you’d like to hone in on a specific response of your email campaign. For example, if I only wanted to see how many opens my Email Campaign had received, I can simply select “Opens” from my list on the right hand side:
I want to thank you all for taking the time to learn about these powerful features that PCRecruiter offers. And if you have any follow up questions regarding anything we discussed, please give our support department a call at 440-946-5214 or you can reach us by email at Support@mainsequence.net
Importing Spreadsheets (April 21, 2020)
Importing data into PCRecruiter is one of the most essential tasks. Mike will walk you through this process step-by-step to ensure data is imported correctly and in the most simplified manner possible.
Hello Everyone! Today I will demonstrate how to import spreadsheets into the PCRecruiter database with our Generic File Mapper. Learning how to use our import utility can be extremely beneficial. It is great for importing new data and keeping your existing data up-to-date. I will import a few spreadsheets during our session, starting off simple then getting more complex. At the end of this webinar you will have the expertise and confidence to import your own data.
Let’s get started!
We are going to start with importing a spreadsheet of companies. You’ll notice I only have a couple of records to import. This is a great way to test out the import utility. Create a spreadsheet with just a few records, import the data, see the results and try it again.
Before we import the data, we need to look at two things. First, the column headings. You’ll notice I have the following columns: Company, City, State, Zip and Phone. We recommend that you label your column headings as close to the field you are going to map into. This helps during the mapping stage. Second, we need to look at the file type. The import utility can work with three types of files. These include Access, Text, and CSV. This spreadsheet is currently an excel workbook (.xlsx). I am going to save it as a CSV Comma Delimited file. Now that I have my file ready, let’s import it.
A rollup list is required to import spreadsheets. Before I import my list of companies, I’ll create a new rollup called First Import. On my rollup list, I have the option to click Import. You will need to have admin rights to use this feature. First, click Import, then select the Generic File Mapper option. Under File to Import, click ‘Select File’ and locate the CSV file. Click the Next button. This is the mapping stage. The Destination Fields column includes all the PCRecruiter fields and text areas I can import my data into. The Click Below to Map column is where I will select the columns from my spreadsheet. Click the cell to the right of Company Name and select Company from the dropdown. Repeat these steps for the other columns. The Source Fields column will display the column selected from the spreadsheet. At the bottom of the screen is a preview of the file you are importing. This is convenient to refer to when mapping your data. When you are satisfied with how everything is mapped, click Next. We will not activate the duplicate check feature because this is considered new data. Click Import. When the import is complete click Close. Refresh the rollup list to see the new data. That’s it! You have successfully imported a spreadsheet into PCRecruiter.
Let’s try that again with a few additions. I have a similar spreadsheet with new data. You’ll notice I have three new columns: Number of Employees, Type, and About. Also notice that I’m missing a zip code for one of the companies. The file is already in a CSV format, so it is ready to be imported. I’ll create a new rollup list called Second Import. On the rollup list click Import, Generic File Mapper, then select the file. I am going to take advantage of the import option to auto fill the city and state or zip. The record with only a city and state will have its zip code auto filled when imported. If I only had a zip code, it would auto fill the city and state based on the zip code. Click Next and begin mapping the data. Map the Company, City, State, Zip, Phone, and Number of Employees to their appropriate predefined fields. The Type value does not fit within any of our predefined fields so we’ll map it to a Custom Field. It is important to note that the custom field name will be labeled the same as the column heading from the spreadsheet. In this case, the custom field name will be labeled as ‘Type’. The About column is text about the company so we can map this to the Notes section. If you plan to reuse the same data map, take advantage of the ability to save your templates for future imports. I will save this map for our next import test. Click Next. Again, we will not activate the duplicate check feature, as this is considered new data. Click Import. When the import is complete, click Close. Refresh the rollup list to see the new data. You’ll see that the Type value ended up in a new custom field and the About information is in the Notes section. That’s it! You now know how to import data into predefined fields, custom fields, and text areas.
Now let’s take a look at using the duplicate check feature. I am going to use the file we just imported and make a few changes. I’ll change the Number of Employees for C Inc. and the Type for D Inc. I’ll save my changes and begin my import. Using the same rollup list as before, click Import, Generic File Mapper, and then select the file. Under Mapping Template, click ‘select file’ and locate the data map that was saved on the previous import. Click Next. Notice how my data map is already filled out because I used the template. If you are mapping to an existing custom field in your database it is important that your column name matches the custom field name in PCRecruiter. If I had Company Type as the column name, it would create a new custom field called Company Type. The column heading Type matches the existing custom field so we can continue. Click Next. We are now going to use the duplicate check feature. Here, you will select the option ‘Update if Duplicate Found’. You’ll notice we have a few options to detect duplicates. In our scenario, we will use the Company Name and Work Phone as the Criteria. If the data is a match, any new value in the spreadsheet will update the record in the database. If a value exists, it will be overwritten. If a value does not exist, it will simply be added. Click Import. When the import is complete, click Close. Refresh the rollup list to see the updated data. You’ll see that the Number of Employees and Type fields have both been updated successfully. That’s it! You now know how to update records that are already in the database.
So far, we’ve learned how to import data into predefined fields, custom fields, text areas, and how to update records.
Let’s now take a look at how to import companies with names. In this spreadsheet you’ll see that I have a list of names with their associated companies. The goal is to import both sets of data – companies and names – while making sure that the names are connected to their appropriate company record. The file is already in a CSV format, so we are ready to go. Any name that’s added to PCRecruiter needs to be associated with a company record, so I first need to import the companies in this spreadsheet. I’ll create a new rollup list called Third Import. Click Import then select the Generic File Mapper option. Under the file to import, click ‘Select File’ and locate the CSV file. Once selected, click the Next button. This is the mapping stage for companies. Select the appropriate company field and click Next. We will activate the duplicate check feature on this import. The spreadsheet has the companies listed multiple times for their appropriate employees. If I do not add a duplicate check option, it will create a new company record for each time it is listed in the spreadsheet. In our example, the companies would be created multiple times. To avoid this, we want to skip duplicate records. Once the first company is created, we want duplicates ignored. Therefore, select ‘Skip if Duplicate Found’. Click Import, and when the import is complete click Close. Refresh the rollup list to see the new data. Now, flip over to the name section for this same rollup list and click Import. Select the Generic File Mapper option. Under the file to import, click ‘Select File’ and locate the same CSV file. Once selected, click the Next button. This is the mapping stage for names. Select the appropriate name fields. Adding the company address fields to the name record is optional. Before I continue, I need to make sure that the names end up with their correct company record. That is done by selecting the company column for #Company Name. Click next then import. Click close then refresh the name rollup list. You will see that my names are listed under the correct company records. That’s it! You now know how to import names and companies.
You do have the option of importing a spreadsheet of only name records. When this is done the names will end up associated with the default company. Let’s take a look at this import. Create a new rollup called Fourth Import. Click Import then Generic File Mapper. Select the spreadsheet of names and click Next. Map the name fields then click Next. We will not activate the duplicate check feature because this is considered new data. Click Import. When the import is complete click Close. Refresh the rollup list to see the new data. That’s it! You have successfully imported a spreadsheet of names.
I hope that everyone will take advantage of our import utility. As you have seen, learning how to import and update records can easily be done in just a few simple steps. If you ever have any questions about your data or how to use the import utility, please contact our support team.
An email will be sent shortly afterwards with a link to the recording of this webinar.
Thank you very much for your time!
Customizing Layouts and Copying Settings (April 23, 2020)
Join Nick as he dives into record layouts. This will include fields being displayed for data entry on Name, Company, Position and Placement Records, creating custom fields, setting defaults for the fields and copying the settings between users.
Hello everyone. My name is Nick Mazzone and I’m a Process Consultant at Main Sequence Technology. In today’s webinar I’ll be covering how to create custom fields, customizing a record layout so that these fields can be seen on the record and finally copying this layout to all users so that everyone can use these new custom fields. Before I begin, there are some functions that I will be performing that not all users will have the capability to do. So if you are following along or go to rewatch this later and you do not see some of the options that I am choosing it is probably due to security settings not available to your user account. For further help with these you will need to contact a PCRecruiter administrator at your organization to be granted access to these functions or to assist.
Part 1: Creating Custom Fields
Now to begin, we will be creating a couple new custom fields. We will start by going to System, Custom Fields, and for today’s example, Name Custom Fields. Let’s say we want to create a new Nickname field where we can type any value up to 55 characters. We’ll go to the action dropdown and click the plus button to add a new field. Where it says field name we’ll type ‘Nickname’. Ignore the sort order and we want to make sure that the action dropdown stays set to ‘no action’ and click save to add it to the database.
Now let’s add a different type of field called a multi-select checkbox. This will allow you to load the field with predetermined options to select without having to risk any sort of unnecessary typing where spelling errors could occur. We’ll go back to the action menu and click the plus button again. We’ll call this field ‘Spoken Languages’. In the action dropdown we’re going to select option 15, multi-select checkbox. Now click save but we’re not done with this one yet. We’ll find it in the custom field list and click ‘Default Values’ to the right to load the field with our predetermined options. Click ‘Add’ at the bottom and type our first value ‘English’ in the new value box and click add again. Now we will repeat this process for our remaining values. When we’re finished we will click Close, and then Close once more on the previous window.
Let’s create one more custom field to demonstrate a dropdown where you can select only one predetermined value from a list. Click the plus button one final time and the field label for this will be Employment Preference. Change the action to number 8, dropdown and click Save. Now we will repeat the process of selecting the default values to the right and clicking the Add button. Our first value to be entered will be Full Time. Now we’ll do Part Time and last we’ll do Seasonal and click Close.
Part 2: Customizing Layouts
Now that we have these new custom fields let’s learn how to add them to your name record layout so we can use them. To start we will navigate to the Name tab in the main toolbar. In the lower frame of the window, on any name record we will go to the action dropdown and select ‘Customize’. If some of you do not have this option, then you will need to contact the PCRecruiter administrator at your organization to assist in any changes you would like to make to your record layout. Now this will open up in a new tab in your browser where you are free to make adjustments.
The first item I want to show what you can change is the column layout. Here you can see that there are two columns of fields. I’m going to change this to three columns of information so I can see more data across the page without having to scroll down. I’ll simply go to the upper left corner to Columns and click the dropdown and select three. The two columns will shrink to allow a third to be created. Now we will have room to move one of the groups from columns one or two to the right. Let’s move this record information group over by clicking and holding down the directional icon in the upper right corner and dragging over to the third column and releasing the click.
Now we can click at the bottom of any of these groups to add our new custom fields but let’s actually create a brand new group and add them to it instead. Go back to the upper left and click Add Group. Leave the group type set to regular and if you choose to give your group a heading type it where it says Group Name and click Done. That’ll move your new group all the way to the bottom so click and hold down that directional icon again and drag it up to the top. All we have to do now is click where it says ‘Click to set field’ and start typing the name of your desired field and select it from the drop down. Repeat this for the remaining two fields.
Similar to how we dragged and dropped the groups you can do the same with the individual fields. We’ll click anywhere in the bar for this field and hold it down. Now we’ll move it over here and release the click. You can also remove fields that you no longer wish to have on your record layout. All you have to do is click on the field to show the delete field button. Click and it will go away. If there is data in that field for any record it will still be there. It just won’t be seen on the front page of the record anymore.
The last feature I wanted to show you about customizing layouts is the ability to create shortcut groups. These display different modules about the person’s record such as their activities and interviews on the front page. We already have these on the layout shown here so we’ll add the View Rollups shortcut that will show us all the rollup lists the person might be on currently. Go to the upper left corner and click Add Group. Toggle the button to Shortcut and click Done. Like before it will add the group to the bottom of the layout. Click where it says ‘Click to set field’ and we’ll select View Rollups. Now we’re ready to save and see the changes we’ve made so go to the action dropdown at the top, click Save and close the tab down. All we have to do is click Edit Name to the left to refresh the record.
We can see our new custom group with those corresponding fields. You can type your own value in the nickname field. Spoken Languages presents all available options and let’s you select more than one and the Employment Preference gives you a dropdown list of options and allows only one to be selected at a time. Below you can see our shortcut groups that expand the width of the page. You can click on the group row to expand and minimize that section.
Part 3: Copying User Settings
The last part of this webinar we’re going to walk through taking these layouts that we modified and copying them over to another user or users to be used on a daily basis. We’re going to click the System button at the main toolbar at the top followed by Users. Before we copy you will want to make sure that the user that has the new layout will have permission to have settings copied from. So we will click Manage Users and then select our user name Admin to the left. In the lower frame of the window beneath the Security Information section you will have to make sure that the Model User dropdown is set to Yes and click Save in the action dropdown. We’ll go back to the System button at the top and select Users now but this time we’re going to Copy User Settings. On this screen you will need to make sure the username that has the new layouts is selected in the upper left dropdown for Source User Name. Below this field on the left are all the categories and corresponding options that can be copied from one user to another. We’re going to the Name, Company, Position Records section and clicking to show our available options. Place a checkbox next to Name in the Layout column. Take note that you can select the other two record layouts as well. Once you have your options selected to copy go to the right column and select the user or users you wish to copy them to. I’m just going to select the user name for myself. Click Save and you’re finished!
That completes our webinar today regarding creating custom fields, record layouts and copying user settings. Thank you all for joining! Each of you will receive an email with a copy of the recording shortly. Other previously recorded webinars as well as instructional articles regarding PCRecruiter can be found on our learning center at www.learning.pcrecruiter.net. Any questions you might have can also be emailed to firstname.lastname@example.org.
Working with Resumes (April 28, 2020)
Join Brian to refine your basic resume skills. This session will focus on editing vs. blinding resumes, emailing resumes, downloading and uploading.
Welcome to our webinar today. We will be covering “Working with resume in PCR”.
We will cover, how to edit a resumes, how to create a blinded resumes, Creating Resume Headers and footers, How to print, download, and email resumes as well.
EDITING A RESUME
So here is a resume of a candidate in my sample database. If say I want to edit the resume for whatever reason. Maybe their name changed but their resume stayed unchanged, or if there’s a miss spelling in there somewhere or if you simply wanted to spruce it up a bit.
You can go to the upper right hand side of the record’s screen and then click on the option icon to expand the list of your resume action options.
Then click Edit resume, What that will do is open up the resume in Microsoft word. Please note that you must have the PCR launcher up and running in order for this to work.
Then Make the desired edits within Word, Then click on the small save button at the top left hand side of Word. Minimize the window, and then click “Click to reload document”
And there it is your edited resume.
Next we will cover blinded resumes. Blinded resume are resumes that have had all the contact information removed. This enables the recruiter to have control over the candidates contact info so that Client’s can not poach the candidate from under the recruiter. Just to make things more confidential
You will need to click on blind over on the left hand side of the resume screen. Then you have options to either Upload a resume that you’ve already blinded. Or copy and paste an HTML doc. But most times that not you will use “Blind current resume” This will open up Word just like when your editing a resume But this time you remove all the desired contact info. Somepeople will even remove the name as well.
Then click the save button like before, Minimize, then click to reload document and there you have it. A blind resume with all the contact information removed.
Now that you know to edit the resumes and create blinded resumes you can also can create headers/footers for these resumes to make them more presentable. Click on the option icon again at the top right. Then click edit Header and footer. You will get this pop up box here and you can click on the pencil icon at the top left hand side.
This will pop open Microsoft Word’s header editor, and then you can enter in images like so, and enter in your contact info. Click save up at the top left and then minimize then Click to reload. And you can do the same for the Footer. You can also adjust the header and footer settings here by clicking the small gear icon at the bottom left hand side of the edit resume header and footer window. And choose the options shown: using header and footers for Printing, Downloading, Emailing, and you can also set the header and footer to be shown in all pages of the resume or just the first. Once you’ve chosen your desired settings click OK. And then Close.
So if you select the resume on the upper left hand side and then go to options, Email resume, you will see the email compose window pop up like anywhere else in PCR. You enter in the to email address and the subject is set to “Resume of NAME OF CANDIDATE” And if you go to send options. You can send meeting requests and return receipts as well. But you have an option to combine all attachments into a single PDF so that would be like if you had a cover letter and a reference letter attached to the email it would display to the recipient as one PDF with all the documents in a single PDF. You can preview it by clicking Preview. It will download the document; Double click and it opens up the PDF with the selected documents.
And you can also send as a PDF as well. And if you uncheck that it will send it as a word document. Here you can add attachments from your computer or PCR.
By default, the system will automatically choose the default resume to send if there is one. If not it will automatically select the full version of the resume. This is where you can manually check if you want to send the actual resume.
And If if you click the gear icon, you can edit your email resume settings. Header and footer settings, and PDF settings. Show Title Page and Separators, Show Only Separators, Show Only Title Page, Hide Title and Separators. Then Click OK.
You can also click one Blinded and then click on the upper left hand side and then go to options, Email resume, you will see the email compose window pop up But this version has an added level of security whereas the previous way says “resume of candidate” this version shows “Confidential resume” as the subject and automatically enters in Confidential ID: 1954023034 which is the candidates ID number and (Please Download Attached File)which would be the attachment in the email and if you go to PCR Files it only gives you the options to send a blind resume. But all other features are the same.
And that’s how you can send out a resume from the resume screen of the name record.
You can also download, delete, and print resumes from this section as well. (if you have the securities to)
And you can add resume or use “Quick upload resume” to enter in a resume for a name record that doesn’t have one or upload an updated resume that you got from the candidates.
That just about wraps everything up. If you have any questions, please feel free to reach out to our support team. We are more than happy to help and it’s been a pleasure to hosting this webinar. I hope that it was useful and informative. Thank you and stay safe out there.
Using the Pipeline (April 30, 2020)
Join Mason to learn how to schedule interviews and navigate your Position Pipeline in this webinar.
Using the Pipeline with Mason
-Good Afternoon! My name is Mason Stewart, and I am a member of the TRAINING DEPARTMENT here at Main Sequence Technology.
-So for today’s entry in the PCRecruiter Tutor series, we are going to be focusing on one of my personal favorite features- PCRecruiter’s POSITION PIPELINE. For what it’s worth, a lot of users might claim that the Pipeline is one of the most powerful features of PCRecruiter. The PIPELINE is used for tracking your candidates through every stage of the interview process from the time they initially apply to an open position- to their submission to the hiring manager, all the way to the end of the road when the position is ultimately FILLED.
– The PIPELINE can also be used for scheduling in-person and over-the-phone interviews, and taking candidates out of the process, who may not have been the best fit for any reason. For users interested in the ‘Applicant-Tracking’ component of their ‘Applicant-Tracking System,’ the PIPELINE is the star of the show
-So let’s go over some best practices.
INTERVIEW TYPES/INTERVIEW STATUSES
-First things first, the PIPELINE is broken down into categories and sub-categories referred to as INTERVIEW TYPES and INTERVIEW STATUSES- The Interview types are the umbrella stages that a candidate will be placed into during the applicant tracking process- so essentially they are the ‘TYPES’ of interviews for which we’re scheduling for our candidates.
-Beneath the INTERVIEW TYPES are the INTERVIEW STATUS CODES, which define the interview types a bit more specifically. For example, a candidate might be placed in the OUT-OF-PROCESS Interview type to indicate that they’re no longer being considered for a position, but the Interview STATUS will tell us the exact reason WHY they were taken out of process, whether it was a bad salary or location fit, or if the candidate was simply not qualified. So technically speaking, in PCRecruiter any stage of the applicant-tracking process can be referred to as an ‘INTERVIEW.’
-So those are the types of options we’ll consider when scheduling interviews for our candidates.
-For those of you following along at home, one thing to keep in mind is that the INTERVIEW TYPES and INTERVIEW STATUSES are HIGHLY CONFIGURABLE and HIGHLY CUSTOMIZABLE, so the options you see in front of you might be different from mine, but you can still follow the same process.
PIPELINE VIEW CONFIGURATION
-In addition to defining the various INTERVIEW TYPES and STATUSES we might use for tracking candidates, the Pipeline layout is also HIGHLY CONFIGURABLE and HIGHLY CUSTOMIZABLE, meaning that your organization can have full control over how the Pipeline looks and behaves. For example, some users might wish to modify the Pipeline to show more or less information regarding their interviews.
-To try this out…
– We’ll go to any position record and select ‘Pipeline’
– Choose the ‘Customize’ option from the ‘Action’ Dropdown Menu
1. CUSTOMIZE FIELDS
-For this example, we’ll use the ‘Customize Columns’ option
-The fields listed here should look familiar, as each one directly corresponds with one of the column-headers displayed across the Pipeline screen. So for example, here we see ‘Status,’ ‘Name,’ ‘Company Name,’ ‘Interviews,’ ‘Rank,’ etc. (close the window)
-Likewise, on the column-headers, we can see ‘Status,’ ‘Name,’ ‘Company Name,’ ‘Interviews,’ ‘Rank,’ etc. See a pattern? So if I wanted to rearrange the order in which these columns are displayed, or even add or remove certain columns I’m not interested in seeing, here’s how we can do that.
– First we’ll go ahead and re-open the ‘Customize’ window. If I just want to modify the order of the column-headers, this can be done with a simple drag-drag-and drop motion. Simply click on the field you’d like to move, drag it to your desired location, and drop it in place. If that’s all you’d like to do in this case, simply click ‘SAVE,’ ‘CLOSE,’ and move on with life.
-(while re-opening the window) If, however, we want to do more- such as adding or removing columns, we have to take an extra step. Removing a column from the layout is as simple as clicking on the field and selecting ‘DELETE FIELD.’ To ADD a column that has previously been deleted, simply scroll to the bottom of the field list and choose ‘Click to set field.’ In this dropdown, you’ll find a list of all of the available fields that can be added.
-Again, once finished, click ‘SAVE’ and ‘CLOSE.’ Once we’re satisfied that our layout fits our needs, right-click and select ‘Reload Frame’ and we can see the changes we’ve made.
-I’m going to re-open the ‘Customize’ window one last time just to give you a quick look at some of the other items that can be customized in your PIPELINE.
2. DEFAULT PIPELINE FOLDER
-This dropdown list shows us all of our existing INTERVIEW TYPES. By selecting one, we can decide which INTERVIEW TYPE will open by default when we enter a position’s Pipeline
3. ADDITIONAL COMPANY DETAIL/ADDITIONAL NAME DETAIL
-The ‘Additional Company Detail’ and ‘Additional Name Detail’ Fields can be used to add more information about the Candidate or Candidate’s Company in their corresponding columns in the Pipeline.
-For Example, if we choose the ‘City,’ ‘State,’ and ‘Email Address’ for the Name, those items will now be displayed under the ‘NAME’ column on the Pipeline to give recruiters a quick look at some of the candidate’s key information.
-As you can see, there are several more options listed here, all of which can be explored in greater detail on the PCRecruiter Learning Center
LINKING CANDIDATES TO A POSITION
Once the Pipeline has been setup and customized you your satisfaction, the next question is, “How do I get candidates in here?” The short answer- there are several ways!
In order to track a Candidate’s interviews, you’ll first need to LINK those candidates to a position.
FROM A NAME RECORD
The simplest way to do this is directly from a Candidate’s NAME record.
To take this approach, you’ll want to…
-Open the Name record for a candidate you’d like to review for a position. You might need to run a Basic or Advanced Search to find this candidate, but for our purposes, we’ll use one of our most recently viewed candidates.
-Once you’ve selected his or her record, and their details have opened in the lower frame, slide over to the Action Dropdown, and scroll down to the CHAINLINK icon for ‘Link to Position.’
-This will pop open the ‘Link to Position’ window, which you can use to either search for an open Job or select one from the recently viewed options below.
-If you select one from the recently viewed, simply click on that option, and you’re all set.
-If you need to run a search for an open job, you can use the available fields to search by Job Title, location, or status, or use the dropdown options to search for different criteria. Once you’ve entered the information you need, click ‘SEARCH’, and select the position you’d like to Link your candidate to by clicking the checkbox. Then click ‘Link Items’ and we’ll be able to confirm that the candidate was successfully linked. From here we can then hop over to the Position record, or directly to the Pipeline to begin working with our candidate.
FROM A LIST OF SEARCH RESULTS
-Another method we might use to add candidates to the Pipeline would be to add multiple candidates at once from a set of NAME SEARCH results, or a Rollup List.
-Let’s say for instance we’ve just run a SEARCH for candidates with similar qualifications that we’d like to review for an open position. In this example, we’ll keep it simple and run a quick keyword search for ‘Software.’ All we have to do is select the candidates we want to link- in this case, we’ll just choose ‘CURRENT PAGE,’ then click the CHAINLINK icon to open our ‘Link to Position’ window.
-Again, we can either select a recently viewed Position, or search for an open position in the database. In this case, we’ll select on from the list. (select on from the list).
– This time instead of adding one candidate to the Pipeline, we’ve added several. In some cases, your search results MIGHT return candidates that have already been linked, and that’s OK- PCRecruiter won’t link a candidate to the same position twice, and you’ll get a warning if there were any names that have already been added.
-Now if you’d like to use a Rollup List, the process works the exact same way. Open the rollup, select your candidates, and then click the CHAINLINK from the action icons in the top right-hand corner.
FROM THE PIPELINE
-There’s one more method I want to show you today that we can use for linking candidates to a position, and this one is directly FROM to Position’s PIPELINE.
-This method is nice, because we can essentially kill 2 birds with one stone by linking a candidate to a position, and scheduling an interview at the SAME TIME. This is handy, because you might be reviewing the Pipeline for an open position, but don’t want to run through the process of opening a name record, or running search, just to end up back where you already are. So to add a candidate to the position the you are CURRENTLY viewing, you simply open the PIPLELINE, and click ‘ADD.’
-This will open the ‘Add Interview’ window, which presents us with 2 options; I can select a single candidate from criteria like First or Last Name, Industry, or Status, or we can add multiple records from an existing Rollup List. Today, we’ll just look for a single candidate, searching by STATE. (OHIO)
-Once the search results are returned, simply click ‘SELECT’ to LINK the candidate to the job, and-if desired- begin scheduling the interview. Since our only goal in this example was to simply add a new candidate to this PIPELINE, and NOT to schedule an interview just yet, I’m just going to update the interview status to reflect that the NAME has been LINKED (set INT TYPE/STATUS= CANDIDATES>LINKNAME). Then we’ll just click SAVE and CLOSE, then reload the Pipeline to confirm that our Candidate has been added.
-Of course, there are other ways that candidates can be linked to JOBS in PCRecruiter- a few examples; if a candidate applies to a position online through a PCR Job Board, they can be automatically added to that position’s PIPELINE.
-When adding candidates to PCRecruiter using the ‘Add Resume Utility’ or even PCR Capture, there are options to select positions available in each of those screens.
-Once we’ve added some candidates to our Pipeline, the next logical step would be to start reviewing the candidates. Whether using their resumes, attachments, or other information stored in the candidates’ records, we’re likely going to want to start narrowing down our list because REMEMBER, since candidates can be added to the PIPELINE simply by applying online, you may find that just because a candidate has been linked to a job, that doesn’t necessarily mean that they are ready for a phone screening or to be submitted to the Hiring Authority.
-For that reason, we can quickly move candidates from one INTERVIEW stage to the next simply by using a DRAG-n-DROP method.
-To do this, we’ll simply CLICK on the person’s name, DRAG them to the desired INTERVIEW STATUS, and DROP them in place. (take a candidate OUT-of-PROCESS>Not Qual)
-Once you’ve done this, the number of candidates in that INTERVIEW TYPE or STATUS will be updated, and the INTERVIEW TYPE and CURRENT STATUS columns for the candidate in that PIPELINE will be updated to reflect where that candidate currently stands for THAT POSITION ONLY- remember that candidates can be in consideration for more than one position at any given time.
SCHEDULE AN INTERVIEW
-While the DRAG-n-DROP method is useful for those quick-and-easy internal status updates such as taking candidates out of process, or marking them as having been reviewed for submission, it doesn’t offer us much if we need to track the dates and times of interviews, or schedule follow-up events. So what about those stages that require some advanced scheduling such as PHONE SCREENINGS or INTERVIEWS?
-In those cases we’ll use the ‘ACTION’>’ADD INTERVIEW’ method to create the interview record manually.
-For this method, we’ll want to be in the Pipeline, and ideally looking the candidates for which we’d like to schedule an interview. If the candidate isn’t already associated with the job, click the ‘ADD’ action icon like we did a few moments ago.
-Once we’ve selected our Candidate, go to the ‘I Want To…’ column and select ACTION, then ADD to open the ‘ADD ITERVIEW’ window.
-Here we can use the INTERVIEW TYPE/STATUS field to specify which type of interview we’re going to schedule.
-Next we’ll select the DATE and TIME for when the interview will occur. One quick note while we’re here, you’ll notice that there are TWO date/time fields; ‘ARRANGED DATE’ and ‘APPOINTMENT DATE’ – the ARRANGED DATE will- in most cases- be left at the current date and time to indicated when the appointment was scheduled, the APPOINTMENT DATE tells us when the interview will actually occur, so that’s the one we’ll update in this case.
-You can then select the INTERVIEWER for the job (the available options in this dropdown will be contacts for the POSTION and COMPANY in question), and keep in mind that you CAN select multiple interviewers here.
-To the right, you can add ‘Feedback’, ‘Notes’, or ‘Guarantee’ information as necessary
-To the left, you can click the FEES/RATES charm, if necessary (don’t in the demo)
-The SCHEDULING charm at the left will allow you, the recruiter, to place a follow-up item on your schedule, or you can even add a prep and debrief appointment before or after the interview.
-Finally, the EMAIL option can be selected for a few ‘quick email’ options, but keep in mind that more email functions will be available once the interview record is saved.
-For purposes of covering the basics today, we’ll go ahead and click the ‘SAVE’ icon in the bottom right-hand corner. Once saved, the interview record will be updated, any scheduled items will appear on your calendar, and an EMAIL icon will appear in the bottom right if you’d like to compose a new email.
-That pretty much covers the basics for scheduling and updating interview items, but there is one more trick I’d like to show you today. You can email directly from the Pipeline as well.
-To send an email to an individual candidate or contact, simply select ‘ACTION’, then ‘EMAIL’ to open a ‘Compose Email’ window. You can then draft a new email on your own, or select the ‘TEMPLATE’ option to select an existing template -these must be created under ‘PIPELINE EMAILS’ in the SYSTEM menu.
-Once you’ve selected your template, you can select additional ‘Send Options’ or Attachments prior to sending.
-PIPELINE email templates are great for sending interview confirmation details, or for notifying candidates that they are no longer in consideration for that role.
It may seem like we’ve covered a lot this afternoon, but there are still many handy tools that can be used in the PCR Pipeline, so you’ll want to come back for future sessions to learn more.
That concludes today’s webinar on the PCRecruiter PIPELINE. Thank you so much for joining! Each of you will receive an email with a copy of the recording shortly. Other previously recorded webinars as well as instructional articles regarding PCRecruiter can be found on our learning center at learning.pcrecruiter.net, and any questions you might have can also be emailed to email@example.com. Thanks again, and have a great day!
Reporting (May 5, 2020)
Robin will walk you through the basics of reporting in this webinar. Learn how to run some standard reports as well as an introduction to custom reporting.
Good Afternoon! My name is Robin Montoni, and I am a process consultant here at Main Sequence Technology- The developers of PCRecruiter. Today’s session will cover reports. I want to spend our time today showing you the most common reports. I’ll show several of our provided reports, but I’ll spend a good portion of our time on custom reporting options that give you the most flexibility.
There are user security settings that control your access to reports.
These are enabled by an administrator in System > Users > Manage Users.
Click on a user name then click Security.
There is a Reports section that contains settings based on the type of report.
Some reports have an export option, but you would need the Data Transfer security to include Export or you will be limited to Print only.
Provided Company, Name, Position Reports
To view the reports available, click Reports on the main toolbar. At the upper left, you’ll see options based on the type of report – for example we have Company Reports, Name Reports, and Position Reports. Let’s start with these.
When I click Name reports there are a few reports here.
I can run Name Summary report by rollup or date entered. Rather than trying to recreate every search option as a report filter, you can run your search and put the records into a rollup. That rollup can then be used as a filter when running a report to specify which records you want to report on, but the report you go to would determine what you want to pull about those records. When click Print this generates the report, but you need to click your browser’s Print icon to send it to your printer.
The Summary has a set list of fields and cannot be customized, but the Detailed version does have some customization options. Let’s go back to the Name Reports are and view the Detailed version. If I click Customize Detail at the top right, I can check or uncheck which data to include. This may look familiar to you if you ever Print a name record. When you click Print on a name record, it’s generating this report for that record.
Now, what if I want specific fields not included or I want the results in a spreadsheet? Customization is limited to the Detail version only – and I can only Print. For these reasons, I recommend using setting up a custom report instead of the provided Company, Name or Position Reports.
Custom Name Report
Let’s take a look at setting up a custom name report and a custom position report.
I’m going to click Reports on the main toolbar, then Manage Reports at the upper right. To create a report based on Name records, click the Custom Name Report tab. You’ll see any custom name reports you already created, or you can click Add to setup a new report.
Once you clicked Add or go into an existing report, it’s important to make sure that the Report Header and Body Rows sections are expanded.
In the Report Header, the middle cell shows [[Report Name]] within double brackets. Type over that with a name for the report. You do not need to change the date and user name cells. This populates show the current date/time and user name who is generating the report.
Let’s jump to the Body Rows area, this is where you pick the fields to show. Click in the first cell and you’ll see a list of name fields and company fields. I can pick the First Name field. Then I’ll move over to the right and pick the Last Name field, then repeat to pick their Company Name, Title and Email address. You will move left to right then down to the next row. I have 8 rows available so I can pick up to 24 fields for this report.
Once you pick fields in the Body areas, you could expand the Header Rows area and you will see that it uses the field name as the column header. If you want to rename the column for the report (for example Current Employer vs. Company Name), then you can type over the default name with your custom heading.
Now I’m going to click Save and run the report.
Once you create a new report, you need to click Reports on the main toolbar to fresh the list of available Reports. I’ll now go back to Name reports and you’ll see our new report. Click on the report name and I now either select my rollup or enter a date ranged based on Date Entered. Let’s run this report for all names entered since January 1st to the current date. I still have my Print option available, but again one of the advantages of the custom version is the Export option. Clicking export opens my file in Excel.
This database has very little data, but one thing to keep in mind when generating reports is that the more records and fields you are exporting, the longer the export will take.
Position Reports & Custom Position Reports
Let’s now go back over to Position reports. Like the name reports, these are going to have a set list of fields and Print options.
I can go back to Manage Custom Reports and click Custom Position Reports. Here I am going to click on a custom report already added to this database. With a custom position report, I can pull fields from the position record or the company it is associated with.
I also have a few Interview fields, which can be used to provide a count of records based on the main interview type. It is important to note that when picking the interview types, you are going to see the Default name instead of your custom name. You may need to refer to your custom pipeline setup under system to determine default vs. custom label, but then use the Header Rows area to make the adjustment.
What I can also do I go to Field Group and select a field such as Position.Status – this will give me a breakdown of the number of positions based on status – for example, how many are available, closed, or filled in my report.
Let’s now run this report. I’ll click Position and you’ll see my Custom Position Report with the name. I’ll put in the date range based on Date Posted, clear out the default status to see all jobs (not just those that are available or internal), then click Export.
I now have a list of my jobs, and a breakdown based on status at the bottom. I can also sort or filter my results using Excel options on the toolbar.
If you want a report showing candidates in the pipelines for your jobs, you’ll need to use Pipeline Reports instead of Position reports. When go to Reports then click Pipeline Reports, the first 3 are the ones you will use most often.
Active Candidate Pipeline
Let’s first start with the Active Candidate Pipeline. This is a good report if you want to quickly get a report of each unique person in the pipeline and their current status for that position. There are a few filter options. For example, I can run the report just for the available jobs, but I can clear out my username if I want jobs for all users.
I can also use the filter options below to control which candidates I want to include. I can limit based on the history (in the pipeline. For example, I can limit my results to only the people who have been submitted. Or, I can exclude people based on their current pipeline stage – such as people already moved to out of process.
I’m going to ignore those filters so I see all candidates for the available jobs. This report does have an export option, but I’m going to use Print this time. This report can take some time to generate compared to others because its pulling and combining information, but also calculating counts.
Once generated, I see my jobs grouped by company name first then the position. I then see each unique candidate in the pipeline and if they are “active”. You will see an N if they’re already been placed as a perm or contract hire or moved out of process.
The date resume submitted represents the date they first went into the pipeline folder that has the default name of Resume – however your database may have this folder renamed. I then see how long ago that was and where they currently are in the pipeline for this position.
Below the candidates, I see a breakdown of candidates for the position of the per stage. These are the numbers you also see next to your pipeline folders of how many are in that folder currently vs. have been in that folder.
Candidate Timeline by Position
I am now going to show you the Candidate Timeline by Position Report. This one gives you more detail than the Active Candidate Pipeline, I also have more filter options.
I will run this for my own positions (based on position username) but I’m going to clear out the Job Status this time. When I click Print, again my jobs are listed by company first then the position, but with this report I get to see each step the person went through. I can also see that the source of the candidate, which is from the EEO Source field) that he was from LinkedIn. Then down at the bottom I have a breakdown of candidates based on their interview status (the sublevel of the pipeline), the Interview Type (the main level of the pipeline), and the EEOC Source. So here I can tell that I had more candidates for these jobs from LinkedIn than Referral.
Applicant Tracking Report
Now I am going to show you the Applicant Tracking Report. This report shows the position, but each pipeline record is a separate row. This report has many filter options. Let’s say I want a list of all submittals this year, which I have in my pipeline as Res Sent
I am going to run this report based on Date and I can specify if it is the Arranged or Appointment Date. I will run this report for the first of this year to the to the current date. I am then going to apply additional filters. I don’t want every pipeline record – I only want the submittals so I will use the Filter by Interview Type/Status to narrow my report to just the Res Sent status of my pipeline. I am also going to clear the A,I that defaults to the position status field since I want all names regardless of the position’s status as some of the jobs have been closed or filled.
When I click Print or Export, I have a list of submittals for the year and there is a breakdown at the bottom.
Custom Applicant Tracking Report
I now want to show the Custom Applicant Tracking Report. I will go back to the Manage Reports option at the top right. When it comes to pipeline data, I usually recommend this type of report . You can pick the company, position, candidate name, or pipeline fields to show. You do have options for Custom Pipeline Reports and Custom Placement Reports, but you may not need to use those reports because you can do usually do the same things using the Custom Applicant Tracking – with more options to run the report.
Let’s go to the Custom Applicant Tracking Report tab and take a look at 2 reports already created in this database.
Setting up the Custom App Tracking Report
I like to keep it simple while creating and collapse my header rows but expand the Body Rows areas. You’ll notice with this type of report, we have TWO Body Row sections. When we ran the provided applicant tracking report, remember we had company/position info at the top, then name and the name/pipeline details below. This is the same type of format when printing so in the Position Body area, only select Company and Position fields.
In the Interview Body area, I only pick Name and Interview Fields. This report shows the candidate’s name, but also information from the pipeline record such as interview type, interview status, arranged date, appointment date. I can also add other name fields such as their EEOC Source but I also have an option of Current_Status which shows where they are now in the pipeline. I can also get a breakdown based on Source and Current Status using the Field Groups area below.
While we are here, you can create many Applicant Tracking Reports for different purposes. For example, I could create a report with perm and contract hire fields which will also start with Interview then run it for my perm or contract hires. Again, because the Custom Applicant Tracking Report is so flexible, it usually replaces the need to use many of the pipeline or placement reports.
Generating the Custom App Tracking Report
Let’s go back to the Pipeline Reports area and click on the Custom Applicant Tracking Report we reviewed. Similar to the provided applicant tracking report, I can run by date and have many filter options available; however, this report gives you not only the ability to narrow based on interview type/status – but you also have the option to limit based on the Current Interview Type/Status. In other words, I can use this report to find anyone I have in the interview stage within the date range – or I can run based on them currently at the interview stage.
Another option that’s very useful is the Group Interviews by Name option. When the Group Interviews is not selected, you will get a row for each interview record so a person can be listed more than once per position if they’ve gone through multiple steps in the pipeline. If you click Group Interviews and don’t limit by stage, you’ll get a list showing one row per candidate/per position, but it will show where they are now.
Let’s go ahead and run for all Res Sent pipeline records for this year, without the Group Interviews selected I can use Print or Export with this report and now I have a list of interviews but can see where they are now in the process, with a breakdown below.
I could also go back to my pipeline reports area and run the other custom report we saw – but limit the results to perm and contract hires.
While reports based on your candidates and jobs are important, many also like to see what they are doing in the database as a user. Under Auditing Reports, there is a Metrics Report. You can run this report by date and username then click Print. This shows you each unique activity type that person has written with a count and counts what they are doing in the pipeline. However, there is a well-designed custom version of this report that I’d like to show you.
Custom User Metrics Report
Setting up the Custom User Metrics Report
Let’s go back to Manage Custom Reports. Click the Manage User Metrics Report tab. I’m going to show you a report already created. You’ll see the name at the top. The advantage of this report is you can specify what is important to you and the source of the data. For example, my first metric will count the number of positions added and this is based on Activities. Clicking the View/Edit Sources allows me to pick which activity types to count and from which record type.
My next metric will give me a count of the number of positions based on Status. Here I have selected to count the number of position records that have that status of Available/open.
My next metric will be based on the pipeline, so it’s set to interviews/placements. For example, I can count based on the interview status of Link Name or Resume Sent. You also have the option to count based on the arranged or appointment date. I have also added counts for how many in person interviews were arranged vs. appointments.
Generating the Custom User Metrics Report
Let’s click Save and go back to Auditing Reports to run this report. When you click the report name, you can run this by date and username. I am going to click Print. You will then see the metrics grouped by username with totals for all users at the bottom. What is special about the Print feature of this report is that the number is a hyperlink. When you click on the number, it shows the source records. I also have an export option, but this will not give you the hyperlinked data since we are now outside of PCR and in Excel.
We are at the end of the webinar and I hope you found your time well spent. If you have questions regarding reports or other PCRecruiter features, you can email firstname.lastname@example.org or give us a call at (440) 946-5214.
Using the Portal for MS Outlook (May 7, 2020)
This session will focus on our Portal for MS Outlook. Mike will walk you through installation, syncing your calendar, parsing resumes and more! Keep in mind this is an add-on feature that may not be part of your current PCRecruiter subscription. Check with your account representative for details.
Hello Everyone! Today I am going to show you the PCRecruiter Portal for Outlook. With the Portal, your entire database of Companies, Candidates, and Positions is right inside of your Outlook Window. No jumping between programs. No maintaining separate contacts and schedules. No copying and pasting. In today’s webinar, I am going to show you how the PCRecruiter Portal will make it much easier to manage and maintain your emails, calendars, and contacts. Let’s get started!
When the Portal is installed into your Microsoft Outlook, a new PCRecruiter ribbon will be created. You do have the option of moving and configuring this ribbon. On my ribbon I added a few common actions such as Send/Receive All Folders, New Email, New Appointment, and New Contact. Customizing this ribbon can easily be done by right-clicking an area on the ribbon and selecting ‘Customize the Ribbon’.
Clicking on any of the main PCR buttons will bring up the program directly inside of Outlook. To find a contact, click on Name, enter a first and last name, click search and select the record. I can now interact with the record just as I would if I were using PCR on a browser. When you click on an email message, you will see two arrows and the label ‘Reading Pane’. Clicking the right arrow will display PCR and clicking the left arrow will display the email. In the Options section, there are a few things I want to point out. First the Calendar Sync tab. This is a great feature for keeping your Outlook and PCR calendars synchronized. If Outlook is your primary schedule, we recommend the option ‘Sync Changes from PCRecruiter to Outlook’. When a new calendar event is created in PCR, it will be automatically created in your Outlook. The other options are available if you prefer to sync from Outlook to PCR (if PCR is your primary schedule), or sync in both directions. Another key element is automatically writing outgoing and incoming emails to your contacts in PCR. In the Auto Activities section, select which email address to monitor. If you do have multiple email addresses, there are ways within PCR to make sure those outgoing/incoming emails are also tracked on records in PCR. Now that we have a general idea on the layout, let’s take a look at some features of Portal.
We are going to start with the ability to easily move resumes from your Inbox to your database. You’ll notice I have a typical email from a candidate with their resume attached. When you either right-click the attachment or select the dropdown on the attachment, you will see options provided by the Portal. These include Parse Resume, Inhale Resume, Import Attachment, and Update Resume. This candidate does not exist in the database so we are going to create a new record while parsing the contact information from the resume. If you have the time, we recommend that you select Parse Resume. This will allow you to see how the contact information is parsed before the record is saved. Click Parse Resume. The Add Resume Utility screen will appear with information already extracted to the name fields. After you confirm that everything looks good, click Save. You do have the option to ‘Click to View Name Record’. This is convenient if you want to start interacting with the new name record. In another example, I’ll right-click the attachment and select Inhale Resume. The resume was automatically parsed and added to the database. This can be beneficial if you are dealing with a larger number of emails and you need the records added quickly. The feature ‘Import Attachment’ will automatically add the attached resume to the attachments area for that record in PCR. This is great for documents sent by contacts or additional info sent by your candidates. When you receive an email from a candidate who has provided an updated version of their resume, take advantage of the Update Resume feature. With the newer version of the resume, right-click the attachment and click Update Resume. Let’s take a look at what happened to the existing record. Once you locate the name, click resume. You will see the newer version. The previous resume is automatically moved to the Attachments area. If you receive a resume in the body of the email, right-click the email and select the option ‘Parse Email Body as Resume’. Take advantage of parsing the resume directly from an email. It will save you time.
A quick way to see if the contact already exists in your database is with the Search Selected Message feature. After you select an email, click on the magnify glass. This will search your database to see if the sender email matches a record in your database. If you get an orange plus symbol, the record does not exist. Clicking on the plus symbol allows you to create a new record. A green checkmark verifies the record exists. Clicking this checkmark will open up the matching name record allowing you to quickly interact with the record. A two person image will indicate duplicate records. Clicking this icon will display the duplicate records allowing you to easily merge the results.
A great way of creating and working with contacts and attachments in the Portal is with the Drag and Drop feature. This email here contains a file that we want to attach to a Company in the database. We’ll locate the Company, open it, and now we’ll drag the email into the PCR area of the screen. A number of options appear. ‘Add Company Attachment,’ at the top, will allow us to take the email itself or any files that came along with it and attach them to the currently open Company record. We can create a Global Attachment instead by dragging to the option here at the bottom. We also have the option to generate a new Name record for this contact, using the ‘From’ email address on the message. If the contact is already in the database, we can also generate an Activity on their record. In our example, we are going to drag the email to ‘Add Company Attachment’. Select the attachment. Click Save. Open up the Attachments area on the company record. We are also going to create a new name activity for this record. Click and drag the email to the company record and drop the email on ‘Create New Name Activity’. This allows us to easily create a new activity for this record without having to look it up in the database. If we’re back at the Company Search screen, we can still drag an email over, but now we’ll see all of the Recently Viewed companies currently displayed. We can select which of them to attach the files to.
Let’s take a look at the drag and drop feature for Names. Click on Name, search for your name and open it up. Click and drag the email over to the name record. A number of options appear. Add Name Attachment, Add/Update Resume, Add Email Activity, Create New Name Activity, Create New Name Record, and Add Global Attachment. Let’s take a look at a few of these. Drop the email on Add Name Attachment. You will see you can add attachments directly to the name record. Click Close. Drag and drop the email on Add Email Activity. After the progress bar is complete click on Activities. You will see that a new Email Received activity has been written. This feature is useful for logging an email on another record. For example, if you received feedback about a candidate from a hiring authority. You could drop the hiring authorities email onto the candidate’s record and create a new Email Received activity. The drag and drop technique can even be applied to Rollups. Click on the Rollup Menu and select a rollup list. Drag and drop the email to that rollup list. Once done, click on the rollup name to refresh the rollup list. You will see the name now on the list. If the name does not already exist in your PCR database, it will prompt you to add it. Once the record is created, it will also be added to the rollup list. You do have the ability to select a list of emails and add all of those names to a rollup. Select a few emails and drag them over to the rollup list. Once done, click on the rollup name to refresh the rollup list. Take advantage of dragging emails to rollup lists. This can be helpful when creating sourcing or mail campaign lists.
Now let’s take a look at emailing and scheduling calendar events Click on Name and locate a name. To the right of the email address, click on Compose Email. You’ll notice it opens up a new Outlook Message. This is convenient because it provides you with all the standard email options in Outlook. On the far right, you will see a PCRecruiter tab. Click this. You have options to include Attachments and Profiles within this email. Close this screen and click on the Form Letter button. On any letter, click Action then Email. You will see that you do have the ability to send PCR form letters directly in Outlook. The fields are auto populated just as they would be if you were sending this form letter in the browser version of PCR. Notice the PCRecruiter tab does exist in this compose email as well.
Let’s create a new activity for this record and add it to my Outlook calendar. On the name record, click Add Activity. Indicate that you left a voice message and to schedule a follow up call. After you enter your activity, click Save. Open up your Outlook Calendar. You should now see your new event. Open it up. The activity text will be there. Click on the PCR tab in the upper right. Notice the three options. Click on Jump to Name. This will open up the name record in PCR. Click on View Name Activities. This will show you the activities for this name record. Click on Create Name Activity. This will allow you to create a new name activity for this name record.
I hope that everyone will take advantage of the PCRecruiter Portal. As you have seen, having the ability to work with PCR directly in Outlook can be very beneficial. If you ever have any questions about using the PCR Portal, please contact our support team. The PCR Portal is an add-on feature. If you are interested in having it integrated with your Outlook, please contact your salesperson. An email will be sent shortly afterwards with a link to the recording of this webinar. Thank you very much for your time!
PCRecruiter for Gmail (Nov. 3, 2020)
This session will focus on the PCRecruiter addon for Gmail. This feature allows you to add and work with your name records completely from Gmail for the Chrome web browser.
Install and Setup
To get started you will want to add it to your Google account. Open up Gmail in the Google Chrome web browser. On the right I have my side panel with addons from the Google marketplace. Click the plus button to open up the Google store. In the search panel at the top type in ‘pcrecruiter’ and click ‘Enter’. Click on the result, followed by Install to begin integrating it to your Gmail. As you can see mine is already installed. Please note that it may take up to 24 hours for it to appear in yours.
Now to link it to your database, find and copy your entire PCRecruiter web address. Go to the PCR icon in the side panel of your Gmail and paste it. Click Login followed by Begin Authorization. A PCRecruiter login window will pop up. Enter your PCRecruiter user name, password and select your database and click Allow Access.
Now that we have our Gmail add in enabled we can begin creating name records. Open up an email and click on the PCR icon. It will open an Add Name screen which will automatically run a duplicate check from the recipient’s email address and search four specific email fields in your database. Those four fields are; email address, email work, email home and email other. It cannot duplicate check based on any custom email fields created by users. Looking at the top you can see that PCRecruiter did not detect a duplicate record from this recipient. The first option it allows us to do is assign the person’s status using the dropdown. I’m going to set this person as a Hiring Authority instead of the default, Candidate. Our next option is to search for and match the person to an existing company in the database. Just simply type in the name of a company here and a list of matching options can pop up for you to select. If you do not get one to display, no worries, as it will allow you to create that company. If you leave the company box blank it will add the person to your default company.
Our first option to create a record from is by email signature/body. If we click Create, it will parse any information it can find in the body of the email into the corresponding fields on the record card. All we have to do is review and make any necessary edits and click Add.
Our next option to create a name is by using a Microsoft Word or PDF attachment from an email. We’ll open up this next email and our tool has already run a duplicate check on the email address and gives us our standard add options. You will see in the ‘Create record from’ section we have an attachment name. We will select it and click Create. It parses the contact information and generates a preview of the new record for us to make any changes and confirm before adding to the database. We click Add and our new candidate is created.
Our last option to create a name record is manual entry. We click this next email and again, it runs through the duplicate check and doesn’t find a match. At the bottom under manual entry it generates a first and last name based on the alias of the recipient. We click Manually Add Record at the bottom to take us to the add name screen where it grabs the first and last name, as well as the email address of the recipient. Now it is up to us to assign the status, company and any other details for the person before clicking Add.
Once the plugin links to a record in the database you will have additional actions with it.
The first is the ability to edit the record by selecting the pencil icon. Here you can change any of the data in the fields that make up the record.
We can add the person to a rollup list by clicking the rollup icon here, typing in the name of the rollup list, selecting it and then clicking the Add to Rollup button.
You can also link the person to a position. Click the briefcase icon followed by Search for Position. Enter some search criteria to find a specific role or you can scroll through the list of jobs at the bottom. Once you find your position, click the Link option to the right to connect them to the pipeline.
Below those actions you will have a link to view the record’s attachments if it has any.
The next option is to view and add a note. Just click the Add button, type in your note and click Save.
The last action you can perform here is to view and add an activity. Clicking the Add button here will bring up an activity record for you to enter with the same features as the regular one inside the browser of PCR.
The last part about PCR for Gmail that I want to cover is customization. You are capable of editing the fields that are displayed when viewing and adding names to the database.
To begin, we go to the 3 dots in the upper right corner and click Settings. The name card settings will allow you to show or hide specific contact information when viewing a record that is inside your database. You also have settings to preview notes and activities when pulling up a person’s record.
The field settings are used only when adding a record using the plugin. First name, last name, email address, status and company name are required and cannot be removed but the rest is up to you. You can even include custom fields that you may have created inside your own database to be used when adding. Simply click the Add button and look through the dropdown to see a full list of all predefined and custom fields to choose from. I’ll select one of my own custom fields here, and then click Add Field. Now click Save and it will be available when I go to add the next person.
That concludes our webinar today about the PCRecruiter add on for Gmail. Thank you all for joining. A link to the recording will be sent out to you shortly. If you have any questions about it, you can contact support at email@example.com or call (440)946-5214 ext.7000. You can also check out how to learn other great PCRecruiter features on our Learning Management System which can be found at lms.pcrecruiter.net. Sign up for the webinar next week if you wish to learn from Mason about the Candidate Presentations feature. Thank you and have a great rest of your day.
Configuring and Sending Candidate Presentations (Nov. 10, 2020) Learn about the most powerful tool for submitting Candidates to Clients. We will dive into the available settings as well as the easy sending process for users. We will then take a look at it from the Client side, how the Resume will look to them, and how they can easily submit feedback.
Good Afternoon Everyone! My name is Mason Stewart, and I am a member of the TRAINING DEPARTMENT here at Main Sequence Technology.
For today’s entry in the PCRecruiter Tutor series, we are going to take a deep dive into PCRecruiter’s CANDIDATE PRESENTATIONS feature.
At the most basic level, Candidate Presentations will allow users to send customizable, branded candidate data packages directly to your hiring authorities and clients. They are convenient, they look sharp, AND again they are interactive so they can help encourage engagement with partners.
Currently, when many of you think about submitting- or presenting- a candidate to a Hiring Authority, you might think of sending that person a traditional email with the candidate’s resume attached, along with other documents or attachments where necessary. While this tried-and-true method is reliable, and perfectly acceptable, it doesn’t give you much room for creativity, and may actually create extra work for yourself in the long-run when you need to add the client’s notes to the candidate’s record, or move the candidate into various stages of the Pipeline.
Today I’m going to show you how to;
- BUILD Presentations of your own
- SEND Presentations to Hiring Authorities
- REVIEW Hiring Authority feedback for your candidates
As with many functions in PCRecruiter, there are a handful of ways to do this, so I’ll show you a few different methods over the course of the webinar, and- of course- we’ll look at a couple of general setup items as well.
Candidate Presentations can be sent from either a single candidate’s NAME record, or from the PIPELINE for a specific job- you can also use ROLLUP lists or SEARCH results if you’d like to present or submit multiple candidates at the same time.
Now what we are looking at now is actually from the Hiring Authority’s perspective. This is the packaged up Candidate Presentation email as the client sees it- it begins with an expirable link that we can click on to view the information on the included candidates.
What we see here separate packages for various candidates that I’ve chosen to forward to a client, whether that is for a specific job, or if they are just general candidates I’d like to pitch for potential openings in the future- regardless, this is a nice way to cleanly show potential clients what type of talent you have to offer.
On the left-hand side is a list of all of the candidates included, and by clicking each one, we can take a look at additional information, and most importantly their resume(s), or other attachments that might be included.
Once I’ve had an opportunity to explore the content of the resume, I can then submit feedback by clicking the ‘Feedback’ option in the top corner. Here I can provide a 5-star rating and a quick note where necessary.
When the feedback has been submitted, we can even set up notifications that can be triggered back to the recruiter, and most importantly- that feedback is now stored on the candidate’s record so that we can keep track of how many times we’ve submitted them, how many times they’ve been viewed, and the rating system and notes will allow us to pin down our best and most placeable candidates.
So that’s the general idea- now let’s rewind a bit and walk through how we got here.
ENABLING CANDIDATE PRESENTATIONS
The nice thing about our PRESENTATIONS is that they are super user-friendly- but as with many PCRecruiter features, it all starts with thorough setup.
There are a few important things we’ll need before we can start sending candidate presentations;
- User Permissions
- Appropriate Form Letters
- Outgoing Mail Settings Enabled
You’ll want to make sure that the users in your database have permission to do so. The first thing you’ll want to do is open the ‘System’ menu, click ‘Users’ then ‘Manage Users’ to update their security settings.
Once you’ve opened the record for the users to which you’d like to grant access, click ‘Security’ and the setting you want will be ‘Presentations’
Here you’ll find a few different options;
- ‘Read Only’ will give users the ability to see any presentations that have been sent, and corresponding feedback
- ‘Send, Edit’ will allow them to ‘send’ and ‘edit’ the presentations
- Finally, ‘Templates, Send, Edit’ will allow users to do all of the above, as well as edit and create custom Templates.
You’ll also want to decide which additional Presentations you want your users to have access to. The ‘Presentation Overall List’ setting can allow access to the list of ALL presentations that have been sent AND the feedback. Set users to ‘Full Permission’ for this option. ‘No Permission’ will block users from accessing this list in the ‘System’ menu, but they’ll still be able to view the presentation details on candidates’ name records.
Once the appropriate permissions have been applied, you’ll want to create FORM LETTERS- for those of you familiar with using FORM LETTERS already, you may have at some point noticed that there is a menu option here called ‘PRESENTATION LETTERS’- that is what we’ll be working with today.
Most databases now come with default PRESENTATION LETTERS out of the box, but if you don’t have templates set up specifically for PRESENTATIONS, here’s where you’ll want to create them. You can also use this section to make your own edits to the existing templates.
Please note that there are TWO different PRESENTATION form letters listed here- one is a standard NAME LETTER for a simple candidate presentation from a NAME record, and one is POSITION LETTER for candidates linked to a specific POSITION RECORDS in the PIPELINE. This is an important distinction, as when you are sending presentations from the PIPELINE, you’ll typically want reference a specific POSITION record, so you’ll at least want to make sure that they include a job title so that the Hiring Authority will know which position the presentation is for.
When you click to open one of the letters, we can see that they are very simple as most of the relevant content will come from our PRESENTATION LINK, which is applied using the corresponding INSERT FIELD.
As with any PCR FORM LETTER, the insert fields are used to pull in specific information from their corresponding fields in the database. In most cases, you’ll want to include at least the recipient’s name and your email signature, but the most important insert field to include is the ‘Presentation Link,’ which is placed conveniently for you at the top of the list.
The same method applies to the template for POSITION LETTERS, but you’ll also want to include the ‘POSITION.Job_Title’ field if referencing a specific opening.
When you’re finished making your edits, simply click ‘SAVE’ and ‘CLOSE’, and we’re ready to move onto the next step
*For those of you wondering, this part only needs to be done once- the FORM LETTERS that you create can be used for all PRESENTATIONS moving forward. Most of you likely know this, but it is worth pointing out.
Once you have granted your users access and created the necessary FORM LETTERS, you may also want to create your own TEMPLATES. It is worth noting that is part is completely optional, as PCRecruiter does provide you with a handful of good templates out of the box. Custom templates are a great option for putting your own flavor on your presentations, and of course plug in some of your own headers and branding.
If this is something you’d like to try, still in the ‘SYSTEM’ menu, click on the ‘PRESENTATIONS’ menu option, then choose ‘Candidate Presentation Templates.’
Here you’ll find all of the tools available to you to build a custom PRESENTATION TEMPLATE. You can choose from options like which fields will be available to select upon sending, and where they’ll sit using the ‘Layout Option’. You can also choose your preferred color scheme or add a header if you’d like to include your company logo on top of it all.
Under the ‘PRESENTATION SETTINGS’ header, you can either select an existing template to modify, or create a new one by selecting ‘NEW’
Next just give the presentation a unique name- We’ll call ours ‘Full Presentation with LOGO’ as I’d like to include a logo in this one. (Keep in mind that the names of the Presentation templates will be sorted alphabetically when you go to create a new presentation later on.)
A logo can be added by clicking ‘Click to Select Image’ and choosing the appropriate file
You can then select your preferred layout to determine whether the candidate details will be listed to the left, right, or top of the candidate’s resume
After that, we’ll just select a color scheme- this case we’ll go with ‘ZOEY’, and then we’ll save the template by clicking ‘SAVE TEMPLATE PRESENTATION’
You can also click ‘PREVIEW PRESENTATION’ to get a feel for what it might look like on the recipient’s end, or you can delete them if you decide it didn’t look as pretty as you’d planned. ‘DELETE TEMPLATE PRESENTATION’ will give your template the ‘axe.’
*Again, this can be a one-time setup. You don’t need to create a new presentation template every time you submit a candidate, though you can do that if you’d like.
Obviously there are a lot of other settings that we did not cover, but these will simply become the ‘defaults’ when we go to create the presentation later on, and can be adjusted with each time, so not selecting other settings at this stage will give us a bit more flexibility when we create the presentation.
SENDING PRESENTATIONS (Single Candidate)
Now that we’ve completed the main setup components, onto the fun part- it’s time to CREATE a new PRESENTATION!
FROM CANDIDATE’S NAME RECORD
The simplest and most straight-forward way to create a CANDIDATE PRESENTATION is directly from a CANDIDATE’s NAME record.
The first thing we’ll do is find our candidate in the system by performing a BASIC or ADVANCED search, then open the record details below, and choose ‘CREATE PRESENTATION’ from the ACTION ITEMS dropdown menu (Obviously this candidate will need to have at least a resume or some useful attachments before we start)
First we’ll take a look at our PRESENTATION SETTINGS.
Click the dropdown menu labeled ‘Select/Create Template.
This will pre-populate most of the preferences we selected in the Template Editor, but we can also select options here, as your preferences might change on a case-by-case basis.
You can choose from options like who will receive notifications when the presentation is viewed, or when FEEDBACK is received. You can also choose whether they have the ability to download a PDF copy of the resume, or if it can only be viewed through an expiring link- and if so, how long they’ll have to view it.
You can even include the option to include or exclude the 5-star rating option, and whether or not it will be required in order for the Hiring Authority to submit feedback.
If you do decide that the resume link should expire, we can include a notification or warning that the link will expire, and a reminder as to WHEN it will expire. This can also be sent to the USER that SENT the presentation, or the USERNAME associated specifically with the CANDIDATE RECORD.
Finally we can include notification emails when the presentation is VIEWED and when feedback is RECEIVED so you’ll know when to reach back out to the candidate or Hiring Authority for the next steps.
You’ll notice here that you also have the option to ‘Show’ the candidate’s name, or ‘Hide’ to keep the presentation anonymous. You can also select other details to include in the presentation such as LOCATION, JOB TITLE, SALARY, or other fields you see fit.
Now ideally, you’ll already have a BLINDED copy of the candidate’s resume on hand, as one of the benefits of using PRESENTATIONS is the ability to send anonymous candidates, but if you don’t have a BLIND copy, this tool grants you the ability to create one ‘on the fly’.
If you don’t have a blind copy, you can also just send the candidate’s current resume by checking the box labeled ‘CURRENT RESUME’
If there are additional attachments on the records, you’ll see an ‘Alert’ symbol to inform you that there is additional information that can be included in the presentation. If you’d like to include any of the additional attachments, simply check the boxes.
Once you’re satisfied with the options you’ve selected you can either ‘Preview’ the presentation or click ‘Continue to Sending.’
The first thing we’ll do in the ‘Send’ screen is select our FORM LETTER- you do have the ability to choose different templates for different situations, but in our example, we’ll choose our standard ‘Candidate Presentation’ email.
Next, select which email alias you’d like to use in the ‘FROM’ field (we’ll go with our DEFAULT email address), and then start adding your recipients- you can choose up to 10.
Notice that the subject line will default to the NAME of the FORM LETTER, but you can also edit that here if you’d like. In this screen, you can also add additional INSERT FIELDS, or edit the text for the PRESENTATION LINK, by clicking ‘Presentation Link’
After completing these steps, click ‘Send’ and then wait for Feedback!
VIEWING PRESENTATIONS and SUBMITTING FEEDBACK (Single Candidate)
When the Hiring Authority has received the email, they’ll be able to add notes, and give a 5-star rating, and we’ve already seen that much. What we have not seen is how this will appear in the candidate’s record.
Once you’ve received a feedback notification, go back to the candidate’s record and click ‘Presentations’ to see details on all presentations that have been sent on that candidate. You can even see details like when it was viewed, and when the link will expire.
SENDING PRESENTATIONS (Pipeline)
That covers submitting an individual candidate, but what if I want to send multiple candidates at once? That can be done using a rollup list or a set of SEARCH RESULTS , but I’m going to show you how to do so today using the position pipeline- this way we can see how the feature changes when submitting candidates for a specific job.
The first thing we’ll do is open one of our active POSITION records- ideally with at least a handful of candidates in the PIPELINE, then open a list of candidates, and select the candidates you’d like to submit (you can choose up to TEN candidates here, though you do have the ability to submit a single candidate in this area as well).
After selecting the candidates, choose ‘Create Presentation’ from the action dropdown.
The setup in this case is largely the same as submitting an individual candidate, but there are a couple of extra steps, because you can actually set the presentation to automatically update a candidate’s current INTERVIEW status when a presentation is viewed, or when feedback is submitted. All you have to do here is select the candidates’ CURRENT status, and the status you’d like to move them TO when this action is occurred.
Your interview types and status codes will likely differ from mine, but the workflow is the same- you may- for example- move a candidate from ‘Resume sent to Hiring Authority’ to ‘Feedback Received’.
Again, you’ll choose which additional information or documents you’d like to include in the Presentation, then click ‘Continue to Sending’.
This time, you’ll have a different set of FORM LETTERS available as we are now sending it from the Pipeline, so we’ll want the ‘Job Title’ to be included- otherwise, this part of the process is the same as before.
Complete the steps and click ‘SEND’
VIEWING PRESENTATIONS and SUBMITTING FEEDBACK (Pipeline)
Now from the link, I’m able to provide feedback and a rating for all candidates at once from the same screen, but this time, once the feedback is provided, I’m able to see that information directly in the Pipeline, to help us decide who moves onto the next stage, and who does not.
If we selected the option to update the candidate’s interview status, that will be reflected as well.
Again, when submitting candidates this way, the Presentation details will show up in the ‘Presentations’ tab on their name records as well, and all presentations we’ve sent- whether individually, or in bulk- can be viewed in the ‘Presentation Overall List’ found in the ‘System Menu.’
That concludes today’s webinar on the CANDIDATE PRESENTATIONS. Thank you so much for joining!
If you’d like to explore more information on your own, obviously we have only scratched the surface today—SO don’t forget to subscribe to our new Learning Management System. There is a course that covers this subject that can help you expand on what we’ve covered today.
Each of you will be receiving an email shortly with a copy of today’s recording. Other previously recorded webinars as well as instructional articles regarding ALL THINGS PCRecruiter can be found on our learning center at learning.pcrecruiter.net, and if you do have any questions please email us at firstname.lastname@example.org. If you’ve not already done so, make sure to register for next week’s webinar- ANALYTICS with ROBIN! Thanks again and have a great day, everyone!
Configuring and Viewing the Analytics (November 17, 2020)
Robin walks through the process of setting up and configuring the PCRecruiter Analytics tool.
Configuring and Viewing Analytics
Hello all. My name is Robin Montoni and I am a process consultant here at Main Sequence Technology. In today’s webinar, I’m going to provide you with high level overview on how to configure and view the PCR Analytics.
What are the PCRecruiter Analytics?
The PCRecruiter Analytics are the most advanced Reporting tool available within PCRecruiter. Analytics are used to gather statistics based on Activities and Interviews within your databases and can be displayed in graphs and charts. These analytics are pulled from your databases throughout the day and readily available when needed. You can setup Metrics for activities and interviews, set goals for each user based on metrics, and design Key Performance Indicators to tell if you are on track to meet the goals. .
Please note that the PCRecruiter Analytics are a Premium feature and may not be part of your current services. Please contact your Account Representative if you interested in adding this feature.
Enabling Analytics for Users
Once the Analytics have been enabled for your database, the very first step is to turn the Analytics on for your users.
- Click System on the main toolbar,
- Click Users then Manage Users.
- Click on a username then click Security at the left.
- Go to the Other section and change the Analytics security from No Permission to Full Permission, then click Save.
Once the user has permission for the Analytics, there will be an unpinned Analytics icon on the main toolbar. The user can then go into the full menu and click the push pin to have the Analytics icon always show.
There will be at one “power user” assigned to Analytics to begin the setup, but Analytics has its own user security section to control what users can do within Analytics.
- Click Analytics on the main toolbar.
- Click Administration.
- Click User Security. Here you will see a list of users. At the right you can specify their level of access within Analytics.
- No User or Team Filters: Users can only see their own Analytics. The person will not be able to view analytics for any other users.
- Filter by Related Teams or Users. Users can view their own Analytics plus they can view Analytics for members of the same team.
- Filter by Anything – Users can view metrics for any user or team but will not have access to Administration.
- Full Admin – these users have full filtering capability, but they will also have the Administration section we are in now to maintain users and configure the Analytics.
Teams are especially helpful for our larger clients. Teams are used to pull analytics data for set groups of people. For instance, you may want to have a Team for Recruiters and a separate Team for Sales. To make a team:
- Within the Analytics, click Administration then click Teams.
- To make a new Team Name, click the 3 lined icon at the top then click Add Team.
- Provide a Team name such as Sales then click Save.
- Now I can assign members BCAINE and JLOMBARDO to the Sales team by clicking the + on the Sales header.
- You will get a dropdown of all usernames. You can search by name then move them to the right to be selected, then click Save.
Data Set Configuration
All Analytics tracking starts with Data Set Configuration. This is where you configure what activities or pipeline stages to count. They will then appear in the Metrics section to give you the counts (show Metrics area) and then you’ll be able to set Goals and add into KPIs to tell if you are on or off track to meet the goal (show KPI area).
- Within the Analytics, click Administration then click Data Set Configuration.
- Here you will see I have separate Chart Data Sets for Calls and Emails, Marketing, Pipeline, and Recruiting. To make the Data Set, I click the 3 lined icon at the top then click Add Chart Data Setup.
- First you want to specify if this will specify if this chart data set will be based on Activities and/or Pipeline. It is best to always select Activities or Pipeline in case you decide to add a different data type later. Then give it a name and click Save. For the sake of time, let us go over to my existing Metrics for Pipeline.
- Here in my Pipeline Chart Data Set, you will see the Groups I setup that will appear on this Metrics page. Light blue represents Activities, and dark blue represents Pipeline.
- Let us first click on edit to check out my existing Add Position group. Here you will see that I set this up to count activities and gave the group a name. Because I selected to count activities, you will see a pane of your activities. You can scroll through or type an activity name, then move it to the right to be counted in the group. You can select one or multiple activities.
- Now let’s look at my Interviewing group. Here I have 1st and 2nd interviews group together, and another group with just 2nd interviews. What if I want another group for just 1st interviews? Let’s click Add at the top right of this chart data set area and add a new group. I’m going to select that this will count from pipeline and give it a name of 1st IP. Because I selected Pipeline Only as the Group Type, when I go into the pane at the bottom left I will see my pipeline stages instead of activity types. Here I’ll type 1st IP at the left, select it and move it to the right. Again, I could pick multiple stages to count together, but I’m done so will click Save. I can then drag it to be after the Interview group.
While we are talking about counting pipeline stages, it’s important to note that all pipeline stages have an arranged and appointment date, and placements have placed, start and end dates. You can go to Administration then click Analytics Settings to specify which date type to base your metrics.
Once you have your Data Sets configured, you can go to Metrics at the left sidebar. I can select which Metrics chart to run. Each page has data in a table and chart. You can go to the top right to modify your timeframe. I can also modify my filters such as viewing my own, all users or teams depending on the user setup, and once I have my selected filters click Apply to see the results. Once displayed, I can switch to view by Time, Client, Employee, Job or Team. There is also an export to csv option at the top right of a metrics table.
Data Refresh Log
One important thing to note with the Analytics, is it can be connected to multiple databases and the metrics are not real time. Analytics pulls data about every 15 minutes so if you just recorded an activity or pipeline action, it would not show right away. You can click About Analytics then Data Refresh Log to see your connected databases and when last pulled.
Now that we have Data Set Configurations, which show in Metrics, we can also go to Administration to set goals based on those data sets. When you go to Goals, you will have a Revenue Goals option and a spreadsheet in which you define the goals.
Let’s now add another goal based on our 1st interviews. I’m going to click the icon at the top right and select Add New KPI. You will see the data sets and I pick 1st Interview. There are tabs for each year and goals are entered monthly. This allows flexibility as goals can change over time. Once you type in a goal, you can copy it to other cells then click Save.
Configure Key Metrics
In addition to the Metrics that shows counts, you can also configure Key Metrics that show if you are on or off pace to meet your goals. Under Administration, click Configure Key Metrics. You can create multiple page names, but let’s check out the one I already created.
The first step is to click on Design, which is where you specify what to show. You’ll notice I already have my goal for Revenue selected. Clicking one of these tiles, shows you the Goals you have setup, and you can show it in your KPIs based on a weekly, monthly, quarterly, or yearly timeframe. In my setup, I have shown Revenue goals twice – once for monthly and another based on the year. Let’s add 1st Interviews to show as a KPI. I’ll click an empty tile and select 1st Interviews, then select the timeframe to show- monthly as an example. You can pick up to 8 goals to show.
In addition, you can scroll down and pick 4 data chart sets to include. You can select or change the chart to show using the graph icon in the corner. Here I have chosen to show Placements by Employee for the year, Placements by Client for the Year, and Pipeline Activities by Employee for the month, and Calls/Emails by Time for the month. When you make changes in this area, they are automatically saved.
Assigning and Scheduling Metrics
Now that I have selected what to show, I go to the Key Metric and click Action then Assign to specify who should see this KPI page. You can select names individually or select a team to give access.
Another feature of the Analytics is that you can schedule an email of the KPIs. This helps you to get those important numbers in front of people, rather than relying on them to go into Analytics to check their progress. If you assigned individual names, each name has access to the metrics and the recipient will receive a separate email for each user. If you assigned as team, all members of the team have access to the KPI and the recipient will receive one email per team with their KPIs combined. Now if you want to send one email with all users KPIS combined, setup one team name consisting of all users. If you want each person to only get their own, then you will need separate Key Metrics pages and assign to only that user.
When you click Action then Schedule, you can specify who is to receive the email, how often, and if the KPI page should be inline within the message or as a PDF attachment. These emails go out around 6AM Eastern time.
View Key Metrics
Now that our Key Metrics are configured, each user assigned to that page can at any time click Key Metrics and view the page. Based on their filter securities, they can select to show their own, all users or by team – with the other filter options as well. Notice how the goals increase as you select to show your own, all users, or by team as this is controlling who to analyze.
In this session we configured users, configured and viewed metrics, set goals, and designed the KPI page. We have information on our learning center as a reference, but also have our new LMS available at lms.pcrecruiter.net, in which there is a module for Analytics. We have recorded this session so you can visit our webinar page to watch this and other webinars, or to sign up for an upcoming webinar. Next Tuesday’s session is on database cleanup, which is a great session for those who have “unkept” databases I appreciate you taking time to attend today’s webinar, and encourage you to and wish you a good week!
Database Cleanup (November 24, 2020)
Learn the most effective ways to clean up your PCRecruiter database and rid yourself of old or incomplete data. We will discuss merging duplicates, running an inactive candidate report and more.
Even using the most meticulous data entry practices in place, it is still a good idea to occasionally clean up your database. This includes basics like moving Contacts to updated Company Records or more advanced techniques that include merging duplicate records and identifying inactive records to be deleted/archived.
What you will learn
This webinar will cover a couple courses from the new LMS we have available to all PCRecruiter users, Merging and Database Cleanup. We will go through the following topics
- Merging Duplicate Records
- Moving Names from one Company to Another
- Searching for Missing Data
- Moving Records Between Databases Individually and in Bulk
- Deleting Records
- Identifying Inactive Records
Merging Records is the most basic form of Database Cleanup allowing you to Merge duplicates that accidentally found their way into the database. Merging duplicate company or name records can be performed in three areas; Reports, Search Results and Rollup Lists. When you choose to merge you will select the Master record, and also which records should be merged into the Master record. Once your records have been merged an Attachment, called the Merge Log, will be created under the new Master record highlighting any information that did not merge.
Important Note: There is no undo button when merging records, please verify your merge before executing.
The first method of Merging is done from either a Company or Name Search Result List (We do not allow for Merging Positions). Using this method allows a user to Merge two duplicate records together as they come across them during daily usage.
For example; if Lenny Collins called and I went to look him up, I see he is in my database multiple times – I'm able to quickly merge his record and continue.
- Search for a duplicate name record
- Click the checkbox to the left of each record you want to merge.
- Select Merge Names from the Action Menu
- Review the records, if the records should be merged; click the Master check box for the record that will become the final record. The record you select as master should contain the most accurate data or most recent data in the fields.
- Click the Merge checkbox for each record that should be merged to the master record
- Click Merge. A message will display to alert you that the other records will be deleted, resumes cannot be combined, and to verify that you have selected the proper merge criteria
- Click OK to continue the merge process.
The second method of Merging is done from a Rollup List. This is incredibly useful when nicknames may have been used that would not be returned in a basic search, for instance; Bob/Robert, Melissa/MIssy, etc.
- Select desired Rollup LIst from Main Toolbar
- Select the checkbox for two names that are alike and in need of being merged
- Select Merge Names from the Action Menu
- Review the records, if the records should be merged; click the Master check box for the record that will become the final record. The record you select as master should contain the most accurate data or most recent data in the fields.
- Click Merge. A message will display to alert you that the other records will be deleted, resumes cannot be combined, and to verify that you have selected the proper merge criteria
- Click OK to continue the merge process.
The last method for Merging is great for tackling a large database cleanup project! This method allows a user to run a report of all duplicate records (Either Company or Name Records) and then work through the list merging them appropriately. We recommend, if conducting a Duplicate Report, to run it multiple times with different criteria in order to ensure you have captured as many duplicates as possible.
- Click Reports from the Main Menu
- Click Auditing Reports
- Select the icon for Duplicate Companies Report or Duplicate Names Report
- Select criteria to locate possible duplicate records. Please note that in selected criteria with more than one item all of the selected criteria must match
- To generate a list of possible duplicate companies, you can search records based on:
- Company name, phone number
- Company name, city
- Company name, city, phone number
- Company name, Zip
- Company name
- Phone number
- To generate a list of possible duplicate names, you can search records based on:
- First Name, Last Name, Cell Phone
- First Name, Last Name, Home phone
- First Name, Last Name, Work Phone
- First Name, Last Name, City
- First Name, Last Name, Company Name
- First Name, Last Name, Email Address
- First Name, Last Lame
- Last Name and Email Address
- Last Name and Cell Phone
- Email Address
- Select a Rollup List you would like to run this report for; if no Rollup list is selected it will duplicate check your entire database.
- Click the Print action icon at the top right to run the report, which will be displayed in a new tab. The count reflects the number of records with the same data as selected.
- Click Merge to view the records that are possible duplicates – Here you can select the record if you wish to view the details prior to merging.
- Review the records, if the records should be merged; click the Master check box for the record that you want to be the final record. The record you select as master should contain the most accurate/recent data.
- Click the Merge checkbox for each record that should be merged to the master record.
- Click Merge. A message will display to alert you that the other records will be deleted, resumes cannot be combined, and to verify that you have selected the proper merge criteria.
- Click OK to continue the merge process. A message will alert you when the merge process is finished.
Changing a Company is used to move Name records from their currently assigned company to a different company. This can be due to new employment, a company being purchased, company merger, relocation, etc. This can also be utilized for moving position records to a different company.
To Change One Individual Record
- Access the Name Record
- Select Change Company from the Action Menu
- Search for the desired Company Record
- Click Change
- Select keywords and fields to copy to Name Record
- ***IMPORTANT*** Selecting the checkbox for “Check here to include ALL names moving from Company A to Company B” will move ALL name records from Company A to company B.
- Choose what you would like to copy to this name record. These options will copy the information from the new company record to the name record which is being moved. Therefore updating their record to reflect their new place of employment (Do not use these options if the name record contains their personal information rather than their work information).
How to Change Multiple Records
- Access a Rollup List of the names you wish to change.
- Check any names you wish to change
- Select Change Company from the Action Menu
- Search for the company from the pop up menu
- Use the checkboxes to identify information you would like to copy from the company record to the name records you are changing.
Searching for Missing Data
Advanced Searches can be utilized to locate records with missing information such as Email Address, Cell Phone, or one of your company’s Custom Fields. From an Advanced Search, you can use the IS EMPTY option to search for missing field data.
- Click Name, Company, or Position from the main toolbar to start searching
- Click Advanced to switch to an advanced search
- Select the type of field you are searching Predefined or Custom
- Select the name of the field
- Select IS EMPTY
- Click Add
- Add any additional search parameters and then click Search
Move/Copy Records Between Databases Individually
This option is great for data cleanup on the fly. It allows for a quick click button to be added to your Name Layouts that when clicked will Move or Copy the Record to another database following your settings.
- Access a Name Record
- Select Customize from the Action Menu
- Click “One Click Setup”
- Set the default target database to copy/move records to
- Set if the records should be moved or copied
- Copied – the record remains in the current database and is created in the second/target database
- Move – the record is deleted from the current database and is recreated in the second/target database
- Set your Duplicate Checking criteria, duplicates much match ALL selected fields
- Select a Rollup List (optional)
- Add default text to be added to the Source field in the second/target database
- Select Resume option for updating/archiving resumes
- Select Username option for updating the username field
- Copy the settings to any other users
- Add the Predefined: Move Database field to your name record layout
- Save your record layout
- Refresh your name record, click to Copy Record Now
Move/Copy Records Between Databases in Bulk
Moving/Copying Records between databases allows you to create an archive database of records you may not be interacting with anymore, but still would like to have their information instead of deleting it. You may also use a separate database for separating your data by other means. Whatever the reason, you can bulk move or copy records from one database to another easily.
Copying Records between databases will leave the selected records in the current database and create a new copy of it in the secondary database.
Moving Records between databases will DELETE the selected records from the current database and recreate the record in the secondary database.
If you are using multiple databases, they can be accessed from the database dropdown on your login screen.
- Access a Rollup List
- Click the checkbox to the left of each record you want to move
- Select Copy To/Move To Database from the Action Menu
- Select the Target Database
- Select Duplicate Checking criteria
- Select Options for recreating the Rollup List in the destination database and Update/Archive resume settings
- Select Copy/Move & Close
Records can be deleted individually or in bulk from PCR.
- Access a Name Record
- Select Delete Record from the Action Menu
- Open the rollup list with the records to be deleted
- Click the checkbox to the left of each record you want to delete, or use the Select dropdown menu.
- Click the “Delete From Database” Action Item
- Choose whether or not to place records in the Recycle Bin (placing items in the recycle bin takes longer, but allows them to be recovered)
- Click OK
- Click Close
Identify Inactive Records
PCRecruiter offers a built in feature for identifying inactive records in your database. Inactive records are identified by the user selecting a date that the record must have had activity since. Any records that are identified are automatically added to a Rollup List and can be deleted or moved to an archive database.
- Access System => Data Management
- Click Identify Inactive Records
- Select or add a Rollup List
- this is where the inactive records will be added
- Select the Last Active Date
- records that have not had an activity logged since this date, will be added to the selected Rollup List
- Choose Records to Include
- Either records with a Status of Candidate or ALL records
- Choose Last Activity type
- Interview Date looks for an interview activity written since the selected date
- Activity Date looks for a system generated or manually created activity written since the selected date
- Select “Save Last Activity Date to Candidate Record”
- If the last activity date is empty, it will auto populate it
- Click Search
When data is deleted from the database it is stored in the Recycling Bin. From the Recycling Bin you can filter, search for and restore records if needed.
- Access System => Data Management
- Click Recycling Bin
- Set your filters
- Select a Date Range
- Select a record type
- Select a username
- Search for a description
- Click Restore
Using Rollup Lists (December 1, 2020)
Attend this PCRecruiter webinar to master working with Rollup Lists. We will cover setting up and using Rollup Stages, Quick Comments, Ranking, Planning and more.
Enriching Your Private Talent Pool with PCRecruiter (June 25, 2019)
Sales consultant Jim Lombardo demonstrates how PCRecruiter’s mass email tools, custom forms, candidate presentations and browser extension can improve the quantity and quality of contacts in your private talent pool.
GDPR and PCRecruiter (May 14, 2018)
Covering PCRecruiter’s release of features for the General Data Protection Regulation in the EU.