1 – Customizing and Using Fields and Memos

Introduction

Every record in RESUMate contains a number of Text Fields, Memos and Date Fields.

Text Fields can be used for short notes (e.g. "Employer: ABC Company", "Status: Available").

Memos can be used for storing larger amounts of text (e.g. "Resume", "Notes", "Interview Questions").

Date Fields store important dates (e.g. "Last Call", "Next Call").

You can easily change all three (Text Fields, Memos, Date Fields) by following these tutorials.

Candidate ScreenTOCEvery RESUMate record contains Text Fields (1 - yellow), Memos (2 - blue), and Date Fields (3 - green).

Table of Contents

1. Text Fields - Similar to an index card, the text fields allow you to store small amounts of text. The fields are limited to 50 characters, which is enough for a few words or a short sentence. Each field can be renamed to suit your needs.

1.1. How to Use Text Fields
1.2. Searching Text Fields
1.3. Benefits of Having Good Text Field Names

2. Memos - Similar to an MS Word or text file, a memo allows you to store unlimited amounts of text and is ideal for keeping detailed notes, activity logs, and resumes. Memos can be blank by default or have text or HTML templates for things like interview questions and reference checks. RESUMate comes with several pre-built templates, and you are free to use them as is, modify them, or create your own.

2.1. How to Use Memos
2.2. How to Create New Memos and Templates
2.3. Searching Memos
2.4. Benefits of Having Well Organized Memos and Templates

3. Date Fields - Just what they sound like. Each field can store one date in MM-DD-YYYY format. Like the text fields, each one can be renamed.

3.1. How to Use Date Fields
3.2. Searching Date Fields
3.3. Benefits of Having Good Date Field Names

Note #1

SearchPeopleNOTE

Please note that Text Fields (yellow), Memos (blue) and Date Fields (green) are all searched from the same screen.  Each section of this document contains specific search instructions, but all are done on the same screen.  To access the search screen, click the Search Icon in the stack on the left or click the Search menu and select New.

Note #2

DatabaseSettingsNOTE

Please note that Text Fields (yellow), Memos (blue), and Date Fields (green) are also customized on the same screen.  Again, each section contains specific instructions, and access to the Settings screen is the same for all.  Click the File menu and select Database | Tools | Settings.

1. Text Fields

1.1 - Using Text Fields - The day-to-day use of text fields is extremely simple.  To enter text into a field, simply click it with your mouse and begin typing.  You can also move from one field to the next by pushing the [TAB] key on your keyboard.

To rename a text field, first open the Settings screen as described in the introduction (File | Database | Tools | Settings).  On that screen you'll see a box for "Labels" with each of the text fields listed.  To rename a field, double click it and enter your new label.  Once you click the “OK” button, that field will be renamed for all records in your database.

1 - Edit LabelNOTE #1: Data stored in records WILL NOT CHANGE just because the label has been changed.  The old data will remain with the new label.

NOTE #2: In the Professional version, the Settings window contains tabs for the Client, Job Order and Job Order Activity windows.  Use those tabs to rename text fields for those windows.

1.2 - Searching Text Fields - Searching a text field is quick and simple.  First, open the Easy Search window as described in the introduction (Search | New).  The Easy Search window will appear and has a pulldown menu for "Text Fields". All of your customizable text fields will be listed there. To search a specific field, simply select it from the menu.

The next search box controls "how" your search will be run. Different search options will produce different results. For example, an "Is" search will look for text that is an exact match of your search criteria, while a "Contains" search will find any text that matches a part of your search. So, an "Is" search for "Engineer" would only return records that have the word "Engineer", but a "Contains" search for "Engineer" would return not only records with the word "Engineer", but also variants thereof like "Engineering" and "Engineered".

NOTE: The Easy Search screen described here allows you to search a single text field. For instructions on how to search multiple text fields or search text fields in combination with other parts of the database, please see the Searching PDF.

1.3 – Benefits of Having Good Text Field Names - Why bother changing the default text field names that come pre-loaded with the program?

The labels that come pre-loaded with the program are all common sense field names, for such things as current employer, current title, current compensation, and so on.  These reflect information that is commonly important to most recruiters.  However, individual recruiters have their own preferences and priorities, and if there is some specific piece of information that is important to you (and if it can be expressed in 50 characters or less), then it’s a good idea to rename one or more of these fields to reflect those preferences.  In this way, your screen displays data that is important to you in a consistent and prominent place.

In the Lite version, there are just 6 text field labels that can be custom-named.  But in the Pro version, there are 40 such text fields, spread among the Candidate, Client, Job Order, and Job Order Activity screens.  It may take some time to look at each of these record types to decide which fields you may wish to rename, but doing so has a big payback.

In fact, seeing important data with zero clicks is the first benefit of having a good set of customized field labels.  For example, if you’re presenting a job opportunity to a candidate, it’s useful to have all of the facts about the job right on the Job Order screen, and all of the most important facts about the company right on the Client screen. Put either of these two records on your screen, and all of the information you need to attract and develop the candidate’s interest in this position and employer is right in front of you with zero clicks.

Easy reporting is the next big advantage.  It takes just seconds to create a report in Excel from a RESUMate search result, and each of the text field labels that you see on the RESUMate screen immediately become column titles in Excel.

2. Memos

2.1 - How to Use Memos - At their most basic, memos function as large text fields that do not have a limit on the amount of text you can enter. Functioning much like a Microsoft Word file or other word processing document, using the memo is as simple as clicking into it and typing away. Just like any other word processor, you can add bold, italics and other font characteristics.

RESUMate's memo section also has the ability to automatically add a "User Stamp" each time new text is added to a memo. This can be useful for identifying which notes and additions are made by a particular user as well as when specific notes were entered.

2.2 - Creating New Memos and Memo Templates - You can create individual memos for individual records, but since most records require a similar set of memos ("Resume", "Notes", etc.) most memos are based off of templates. A memo template can be anything from an HTML table with preset text and areas for modification to just simply a blank page for keeping free form notes.

1 - Edit Template

Modifying or creating memo templates is done on the Settings screen (File | Database | Tools | Settings).  In the lower right corner of that screen is a section for "Standard Memos".  It contains a list of all the memos that appear on every record.  So, for example, if you see a listing for “Resume”, “Notes” and “Interview Questions”, each record in your database will have memos with these titles.  Use the "Add", "Edit", and "Delete" buttons to create new memo titles, edit existing ones, or delete those you don't want.  Use the "Up" and "Dn" buttons to change the order in which they appear.

When you create a new memo title with the “Add” button, RESUMate will ask if you’d like to create a template.  If you say “No”, then no template will be created and the new memo will appear on records as a blank page.

If you say “Yes”, a text editor will open in which you can create your template.  You can create the template directly in this text editor.  Often, however, it is easiest to create the template in MS Word, which has easier and more comprehensive editing controls.  If your template already exists as a Word document, you can insert it into RESUMate by clicking the Insert menu in the template editor and selecting File.  This will insert your Word file into the RESUMate template editor.  (Please note that Word Macros will not work.)

2.3 - Searching Memos - Searching a memo for a specified keyword or keywords is as simple as clicking and typing.  First, open the search window (Search | New).  In the Easy Search window you’ll see a line labeled "Memo Keywords".

To search for keywords or phrases, simply type one or more words into the "Memo Keywords" search box.  (Separate multiple keywords with commas.)  Once you’ve entered your search term(s), click the “Begin” button at the top of the window.

NOTE: If you check the "Any Keyword Matches" checkbox, RESUMate will search for records that contain any one of the keywords or phrases you have entered.  Checking that box makes your search an "OR" search.  If you DO NOT check the "Any Keyword Matches" checkbox, RESUMate will only return records that have all of the keywords you’ve entered.  Leaving that box unchecked makes your search an "AND" search.

NOTE #2: The Easy Search screen described here allows you to search memos for a single set of keywords. For instructions on how to search memos for multiple sets of keywords or in combination with other fields in the database, please see the Searching PDF.

2.4 - Benefits of Having Well Organized Memos and Templates - Why bother setting up custom Memos in addition to the standard Memo titles that come pre-loaded with the program?

Recruiting is an information intensive business, and some of this information is too lengthy to be included in the text field portion of the records, where the field width is limited to 50 characters.  Obviously, a candidate’s resume is a long piece of text, but so are notes summarizing phone conversations, or notes summarizing an interview, or a call to check references.  Setting up a roster of common sense titles for different kinds of text gives your database a useful structure.  Creating a pre-loaded fill-in template within an individual Memo title adds even more structure.

One good example is a template of interview questions that specifically reflect your experience in conducting a candidate interview, whether over the phone or in person.  For example, it’s often important to know if the candidate has relocation impediments such as children in high-school, or elderly parents who may need on-going assistance.  Another example is a template of detailed items to cover when adding a new job order record.  What is the title of the hiring manager?  How many people report to this person?  How long has this person been with the company?  To whom does this person report?  Having a designated location within a memo for these kinds of details insures that this information will not be overlooked and is easily found when needed.

A candidate interview template and a job order information template are included with the program, but you can easily substitute your own interview questions for the pre-loaded form that we provide.  Having interview and job order questions pre-loaded as a fill-in document insures that important information will not be overlooked, requiring another phone contact to fill in the information that was missed the first time.

3. Date Fields

3.1 - Using Date Fields - Date fields are very simple.  Each one stores a specific Month-Day-Year (MM-DD-YYYY) style date.  You can type in a date or use the small arrow icon to the right of each field to select a date from a graphical calendar.

By default, every RESUMate record has two date fields labeled "Date Entered" and "Last Update".  These two fields will be automatically filled by RESUMate.  "Date Entered" is the date that record came into your database and "Date Modified" is the last day changes were saved to that particular record.  It will update each time you save changes to a record.

Date Fields can be renamed on the same Settings screen as the Text Fields (File | Database | Tools | Settings).  On that screen you'll see a box for "Labels" with each of the date fields listed.  To rename a field, double click it and enter your new label.  Once you click the “OK” button, that field will be renamed for all records in your database.

1 - Edit Date Label

NOTE #1: Data stored in records WILL NOT CHANGE just because the label has been changed.  The old data will remain with the new label.

NOTE #2: In the Professional version, the Settings window contains tabs for the Client, Job Order and Job Order Activity windows.  Use those tabs to rename date fields for those windows.

3.2 - Searching Date Fields - It is easy to search date fields for a specific date or a range of date fields.  First, open the Easy Search window as described in the introduction (Search | New).  The Easy Search window will appear and has a pulldown menu for "Dates". All of your customizable date fields will be listed there. To search a specific field, simply select it from the menu.

Once you have selected a date field, you can run a number of different searches.  For example, an "Is" search will look for dates that exactly match a specific day, while a search for "Is on or before" will find all records that contain the date you specify as well as any preceding dates.  So, an "Is" search for 5/4/2014 will return all records with May the 4th, 2014, while an "Is on or before" search for the same date will return all records with that date and any previous date in the same field.

NOTE: The Easy Search screen described here allows you to search a single date field.  For instructions on how to search multiple date fields simultaneously or to search date fields in conjunction with searches in other parts of the database, please see the Searching PDF.

3.3 - Benefits of Having Good Date Field Names - Why bother changing the default date field names that come pre-loaded with the program?

The labels that come pre-loaded with the program are all common sense date labels, for such things as Date Entered, Last Update, or Next Call.  These reflect information that is commonly important to most recruiters.  However, individual recruiters have their own preferences and priorities, and if there are specific types of dates that are important to you, then renaming one or more date fields to reflect that will make your records more useful.

In the Lite version, there are just 6 date field labels that can be custom-named.  But in the Pro version, there are 22 such date fields, spread among the Candidate, Client, Job Order, and Job Order Activity screens.  It may take some time to look at each of these record types to decide which fields you may wish to rename, but doing so has lasting value.

Seeing important dates with zero clicks is the first benefit of having a good set of customized date field labels.  For example, when a candidate’s record is on your screen, seeing the date the record was first entered into the database, and then also seeing the date the record was last updated, gives you immediate information about how old or fresh the rest of the information on this screen may be.  If you see that a record included in a search result has not been touched in 5 years, there’s good reason to believe that a call or e-mail asking for updated information may be your next step.

Easy reporting is the next big advantage.  It takes just seconds to create a report in Excel from a RESUMate search result, and each of the date field labels that you see on the RESUMate screen become column titles in Excel.  So, for example, if your Job Order record contains dates indicating when the job was entered, when candidates were first submitted to a hiring manager, and when a candidate was hired, exporting job order data to an Excel spreadsheet would allow you to compute the number of days that are being required to submit candidates and fill orders in any time period, such as a month, quarter, or year.