2 – Customizing and Using Keywords


RESUMate has a built in index of keywords called the Valid Table.  This index is divided into Manual and Automatic columns.

Automatic columns extract keywords and phrases from resumes (e.g. "Bachelor of Engineering", "Java Developer").

Manual columns are a personalized list of shorthand comments and classifications (e.g. "Status: Active", "Candidate Ready to Hire").

RESUMate comes with a generalized index of keywords and columns, and you can easily modify it (creating your own keywords, modifying the ones already there) by following these tutorials.

2 - Candidate Screen

Every RESUMate record can be tagged with items on the Valid Table.  To add or remove items manually, simply double click the column you want to alter.

Table of Contents

1. Using the Valid Table on an Individual Record - Every record in RESUMate can use Valid Table items. Some keywords will be added automatically by RESUMate based on the contents of the resume, others you can add or remove manually.

1.1. Manually Adding or Removing Keywords from a Record
1.2. Understanding the Difference Between Manual and Automatic Columns
1.3. Suggested Uses for RESUMate's Pre-Built Columns and Keywords

2. Customizing the Valid Table - RESUMate starts with a few columns and keywords, but you can modify the table to your heart's content. Create a brand new list or just tinker with the one provided. It's up to you.

2.1. Adding and Deleting Columns
2.2. Add and Deleting Individual Keywords
2.3. Changing a Column From Manual to Automatic (and Vice-Versa)
2.4. Understanding Synonyms in Automatic Columns
2.5. Changing the Order of Keywords
2.6. Importing Keywords
2.7. Suggested uses

3. Searching Valid Table Items - Like any good index, the Valid Table can be searched in a number of ways. You can look for records with or without a single keyword, or look for records that have or do not have groups of keywords.

3.1. Searching a Single Valid Table Item
3.2. Searching Multiple Valid Table Items

1. Using the Valid Table on an Individual Record

1.1 - Manually Adding or Removing Keywords from a Record

2 - Classify WindowOn any RESUMate record, you'll see keywords displayed under certain Valid Table columns.  Adding or removing a keyword from a specific record requires just a few clicks.  First, you'll need to open the column you wish to change by double clicking on it.

The "Classify" window will open, displaying the full contents of the column.  Keywords that are already displayed on this record will be highlighted.  To add or remove a keyword, simply click it.  Clicking an already highlighted keyword will remove it from the record; clicking an un-highlighted keyword will add it to the record.  Once you've made the changes you want, just click the "OK" button to close the window.

1.2 - Understanding the Difference Between Manual and Automatic Columns - There are two kinds of Valid Table columns, Manual and Automatic.

- Manual columns behave like checklists.  Each column has a list of keywords, and you simply click the ones that are appropriate for that record.  Manual columns are best for internal reporting and evaluations.

- Automatic columns behave like indexes.  RESUMate will check each new resume for terms that are included in automatic columns and highlight any matches.  Automatic columns are best for well defined terms such as educational degrees, technical certifications, and industry specific job titles and skills.

1.3 - Suggested Uses for RESUMate's Pre-Built Columns and Keywords - As we’ll see later in this document, RESUMate’s keyword list functions primarily as a search tool.  But when looking at an individual record, whether a candidate, a company, or a job order, the keywords that appear in the lists at the bottom of the screen also provide a useful “thumbnail” sketch of the important attributes that define this person, company, or job.

For columns that contain keywords that were automatically extracted from an incoming resume, the words that appear in this section are analogous to having used a yellow highlighter to mark the most important words and phrases in the resume itself.

For columns that contain keywords that are manually clicked in after learning new information form a phone call (such as relocation preferences or salary data), the words that appear in these columns are brief summaries of the new information gathered in the call.  Since this data is clicked in and not typed, data entry is faster, and the fact that the data is consistent means that it’s better suited for searching purposes.

2. Customizing the Valid Table

2.1 - Adding and Deleting Columns and Keywords - The Valid Table can be completely customized to suit your needs, and the most basic way of doing so is to remove keywords you don't want and add ones that you do.  This is done in the Valid Table Editor, which is accessed by clicking the File menu and selecting Database | Tools | Edit Valid Table.

2 - Valid Table Editor

From this window you can add, edit and delete individual keywords, or entire columns of keywords.

2 - Column EditorTo Add a Column, click the Column menu and select Add.  This will create a new, blank column.

To Delete a Column, click the column you wish to remove.  It will highlight.  Then click the Column menu and select Delete.

To Edit a Column, simply double click the column you wish to modify.

If you add a new column or edit an existing one, the Column Editor window will open.

Inside the Column Editor, you can add, edit and delete existing keywords in much the same way that you can with columns.

2.2 - Adding, Editing and Deleting Individual Keywords - From the Column Editor window:

To Add a Keyword, click the blank paper icon or click the Item menu and select New.

To Delete a Keyword, click the keyword you wish to delete.  It will highlight.  Then click the Item menu and select Delete.  If you wish to delete multiple keywords, you can highlight a range by clicking while holding the SHIFT key on your keyboard, or highlight multiple individual keywords by clicking while you hold the CTRL key.

To Edit a Keyword, double click the keyword you wish to modify.

If you add a new keyword or edit an existing one, the Item Editor window will open.

2 - Item Editor

To create a new keyword, simply type in your new term in the top line and click the "Save" button.

To add synonyms to an item, click the “Add” button at the bottom of the Item Editor window.  NOTE: Synonyms are only useful on Automatic Columns.



2.3 - Changing a Column from Manual to Automatic (and Vice-Versa) - Manual and Automatic columns look similar, but behave in very different ways.  Manual columns are controlled completely by you.  Automatic columns are filled by RESUMate without any additional clicks from you.

Whether a column is Manual or Automatic is controlled inside the Column Editor window.  Near the top, there is a checkbox labeled "Include this column when Auto-Classifying records".  If that box is checked, the column is Automatic.  If that box is unchecked, the column is Manual.

2.4 - Understanding Synonyms in Automatic Columns - If you are working in an Automatic column (with the "Include this column when auto-classifying box checked), you can also add synonyms for keywords.  Synonyms allow you to account for common abbreviations, acronyms and different phrasings that mean the same thing.

In the example above, the name of the term is "BS Engineering", which is what will appear on the record and the search window.  But the synonyms will also be included when RESUMate scans the resume.  So, for example, if a candidate has "Bachelor of Science in Engineering" on their resume, RESUMate will automatically recognize the synonym and put "BS Engineering" on the record.

2.5 - Changing the Order of Keywords - Keyword lists work best when they are well organized.  RESUMate allows you to alphabetize whole columns or sections of a column, as well as cut and paste keywords into a specific order.

To alphabetize a group of keywords, first you’ll need to select the terms by holding either your SHIFT key (for a range) or CTRL key (for individual terms) while clicking terms.  Once you have two or more keywords selected, clicking the alphabetize icon on the Column Editor will rearrange them alphabetically.

To cut and paste keywords, you'll again need to select one or more by clicking individually or in combination with SHIFT or CTRL.  Once you have a keyword or keywords highlighted, click the scissors icon on the Column Editor.  The items will disappear and be placed on the clipboard.  To place them in a new location, simply click where you want them to go in the column (or in another column) and click the clipboard icon on the Column Editor to paste them back onto the screen.

2.6 - Importing Keywords - RESUMate comes with a pre-built list of general business and recruiting terms that are on the Valid Table by default.  We also provide a list of industry specific keywords geared toward different hiring and recruiting specialties.  These keywords can be imported into your database from the Valid Table Editor by clicking the Column menu and selecting Import.  That will open a file selection window.

Each file contains a number of columns with relevant keywords.  Once you select a file, a list of columns titles will be displayed.  Simply check off the ones you wish to import and they will appear on the far right side of your current table.

2.7 - Suggested Uses - Your RESUMate program comes pre-loaded with common sense keyword lists covering a variety of topics, such as relocation preferences, salary, education, job titles, skills, and so on.

But a database is not a one-size-fits-all tool.  Recruiters specialize in different functional areas (law, medicine, clerical work, accounting, health care, etc.).  So it’s important to set up your list to reflect both your specialty area(s) as well as general information items (years of experience, salary and so on) that have proven over time to be most important to you.

Finally, the columns in your table can be included when you export data from your RESUMate database into an Excel spreadsheet. Having columns which support your reporting requirements, such as columns that contain data needed for compliance reporting, makes for good reports in Excel.

3. Searching Valid Table Items

3.1 - Searching a Single Valid Table Item - The simplest search you can perform with the Valid Table is to find all records that have a single keyword. First, you'll need to open the search screen by clicking the Search menu and selecting New or by clicking the search icon. Once the search screen is open, at the bottom you'll see a section for "Classification Items" that lists all of the columns on your table.

To search for a specific keyword, simply double click the appropriate column and then highlight the desired term by clicking it. Once the keyword is listed on the search screen, just click the "Begin" button at the top.

3.2 - Searching Multiple Valid Table Items - The same screen that allows you to search a single Valid Table keyword can also be used to search a group of keywords. Instead of just clicking and highlighting a single keyword, use your mouse to highlight as many keywords as you like.

By default, RESUMate will search for records that have ALL of the keywords you highlight. If you check the box on the right that reads "Any Item Matches", RESUMate will return records that have ANY of the keywords you highlight. Once you have selected your keywords, click the "Begin" button to run the search.

NOTE: For instructions on searching multiple groups of keywords or searching keywords in conjunction with other fields in the database, please see the Searching PDF.

3.3 - Suggested Uses - Valid table searching is fast. Even if your database contains tens of thousands of records, when you search for job titles, skills, compensation, relocation preferences, and other items on your valid table, your search will be completed in seconds.

Because your valid table items can include synonyms, your search will also be both easy and comprehensive.

The search is easier, since you do not need to remember and correctly type all of the various ways of saying the same thing. For example, a job title search to find all people whose resumes contained any of the following expressions: “QA Manager”, “Quality Assurance Manager”, “Manager of QA”, and “Manager of Quality Assurance” could be done by typing in each term. However, if any one of these expressions is a valid table item, and the other three expressions are synonyms for that item, then a single click search will find all of the candidates in your database who have any of these job titles in their resume.

The search is more comprehensive, since it’s not easy to remember (and then type without making a mistake) all of the various expressions that mean the same thing. A failure to remember some variation, and then to type it correctly, could mean that a potentially winning candidate was not included in a search result. The purpose of computer searching is not to find the perfect candidate, but rather all possible candidates who might be contained in your database.