3 – Building Your File By Creating Database Records from Resumes

Introduction

You can create a new RESUMate record by simply typing in a candidate’s name and contact information, but most records are created from resumes.  RESUMate can import resumes that are stored on your local drive as PDF or Microsoft Word files, as well as e-mail messages or any other text format, including resumes copied from the web.

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The three icons highlighted in blue (in the upper left of the screen) are used to create records.  The top icon (1 at left) will create a single record manually.  The second icon (2 at left) will create a single record automatically from a resume.  The bottom icon (3 at left) will open the Import Express tool to create records in bulk.

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Table of Contents

1. Creating Individual Records From Text Sources – In about ten seconds, any text resume can be converted into a RESUMate database record. The source of the resume can be a Word file, a PDF, an e-mail message, or something you simply copy and paste off of the internet. All you have to do is point RESUMate to the resume.

1.1 – Selecting an Open Word File From Your PC
1.2 – Selecting a LinkedIn Profile or Other On-Line Text Visible in Your Browser
1.3 – Selecting a PDF on Your PC
1.4 – Selecting an E-Mail Message (With or Without Attachments)
1.5 – The Benefits of Importing Records One-At-A-Time

2. Cleaning Up a New Record – RESUMate will attempt to automatically scan out name, address and contact information. But it will sometimes make mistakes and there are database fields it cannot fill. You can correct the mistakes and fill in any additional information with just your mouse. No typing is required.

2.1 – Correcting Name and Address Errors
2.2 – Filling In Text and Date Fields
2.3 – Why Cleaning Up Records Is Important and Useful

3. Creating Multiple Records in a Single Click – If you have more resumes to import than can practicably be done one-by-one, RESUMate offers two methods for importing large batches of resumes, the Import Wizard and the Import Express tool.

3.1 – Importing Records from Excel Files and Spreadsheets with the Import Wizard
3.2 – Importing Batches of Up To 1,000 Resumes with Import Express
3.3 – The Benefits of Importing Batches of Records

1. Creating Individual Records From Text Sources

Creating a new record from a resume is called Automated Data Entry, or ADE.  To begin ADE, click the ADE icon in the stack on the left or click the Record menu and select New Automated Data Entry Record.

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The Automated Data Entry Window will open.  There are four tabs.  Each tab allows you to select a different source for the new record.  After the source is identified, whether a Word file, e-mail message or something else, the process is identical.

1.1 - Selecting an Open Word File From Your PC - The "Word Document" tab will list any currently open Word files on your PC.  You can open a file from an e-mail attachment, a network drive, or your local disk.  If the file is open in Word, you will see the title listed in this tab.  Simply select the Word document you want to use and click the "OK" button.

1.2 - Selecting a LinkedIn Profile or Other On-Line Text Visible in Your Browser - The "Clipboard" tab will display text that has been copied from any source.  If you are on LinkedIn or another website that displays candidate information, simply use your mouse to highlight the relevant text, right click, and select "Copy".  The text you've copied will instantly appear in the clipboard preview.  Once you see the text there, click the "OK" button.

1.3 - Selecting a PDF On Your PC - The "File on Disk" tab allows you to browse your PC and shared network locations for text documents.  This tab is mostly used to create records from PDFs, but it can also be used to select Word files, .rtf files or even .txt files.  Once you have selected the file, click the "OK" button.

NOTE:  Most PDF files contain text.  But PDF files that have been scanned from paper documents sometimes contain an image of the scanned document rather than the text of the document.  RESUMate can only read text; it cannot read images.  If you select a PDF file and it comes into RESUMate blank, this may be the case.

To check and see if the PDF contains an image or text, open it in Adobe or another reader program and see if you can use your cursor to select a single sentence of text.  If the entire document highlights and you cannot select just a single sentence, the PDF is likely an image and will need to be converted to text before it can be automatically entered into RESUMate.

Programs that convert images to text are called OCR (Optical Character Recognition) software, and most scanners come with a program that does this (often but not always some version of OmniPage).  Please consult your scanner documentation for how to use OCR and convert images into text.

1.4 - Selecting an E-Mail Message (With or Without Attachments) - The "E-mail Messages" tab allows you to select an e-mail from your local copy of Outlook or other e-mail program.  Please note that if you are using a non-Outlook e-mail program, you will only be able to import an e-mail message from your Inbox and you will not be able to include an attachment.  If you are using Outlook, you can include attachments and select messages from any subfolder in Outlook.

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The "Ignore E-Mail body when attachments are imported" checkbox does exactly what it says.  If it is checked, only the attached files (PDF, Word, etc.) will be used for the import.  This can be useful if the resume is an attachment to an e-mail from a recruiter or other person who is not the candidate.  If the body of the e-mail message is from the candidate, you may want to uncheck this box.

Once the e-mail is selected and you have decided whether or not you want the attachment information, click the "OK" button.

1.5 - The Benefits of Importing Records One-At-A-Time – A candidate’s resume is normally considered the “gold standard” in terms of providing employment related information about this person.  The candidate has put a good deal of thought into creating this document, knowing that it will be the “first impression” he or she makes on a prospective employer.

Nevertheless, outside of this information function, a resume is not a terribly useful document.  The first thing a recruiter needs to do with a resume is convert it into a database record.

A database record has many uses.  In addition to the resume, it can provide a place for notes summarizing phone calls.  It can display all e-mail traffic to and from this person.  It can include an interview template that can be filled in as the interview progresses.  It can contain links to a person’s LinkedIn profile, or Face book page, or Google Map location.

These are all good reasons to convert a text resume into a database record, but the most basic reason of all is that records in a database can be searched, using the logical connectors AND, OR, and NOT to find just those records that match any set of criteria.

Importing resumes into a database means that all of the content of the resume, in conjunction with all of the other information that gets added to the record over time, can be used to find just those people who might be qualified to fill an open position.

2. – Cleaning Up a New Record

Whether you are creating a record from web text, a Word document, a PDF or something else, after you click the "OK" button on the ADE window, the process is the same.  RESUMate will create a new record and attempt to populate it with the name, mailing address, and telephone and e-mail information of the candidate.

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2.1 - Correcting Name and Address Errors - As soon as RESUMate is done scanning the document, you will see the text of the resume on the right hand side of the screen and all of the fields in RESUMate highlighted in blue.  By default, RESUMate will try to fill in the name, address and telephone/e-mail sections of the record.  If any of the information contained in those fields is incorrect, you can fix it with mouse clicks only.

For example, if RESUMate has missed the candidate's name, you can highlight the name in the resume on the right with your mouse and click the "Last Name" field on the left that's highlighted in blue.  Whatever information you have highlighted in the resume will then be automatically filled in for the name.  The same process works for the address and any telephone numbers or e-mail addresses the scanner may have missed.

2.2. - Filling In Text and Date Fields - The text and date fields in the middle of the record will also be highlighted in blue.  RESUMate does not typically fill in these fields because they are customizable and the algorithm it uses cannot determine what information you want.  However, you can fill them in using the same method used for the name and address fields.

If there is a date or text on the resume you wish to put into one of the date or text fields, simply highlight it with your mouse and then click the appropriate field.  Whatever information is highlighted in the resume will instantly populate in the clicked field.

Once you are satisfied with the record, hit CTRL-S on your keyboard or click the save icon to save the record.  The blue highlighted fields will return to normal and the record will become part of the database.

NOTE #1:  You can turn the highlight and click fields back on at any time by clicking the yellow highlighter icon on the memo section.

NOTE #2:  You do not need to use the highlight and click method to automatically fill in the Date Entered and Last Update fields.  They will populate automatically when the record is saved.  (If they are not doing so, or if you don't want them to, you can change their behavior on the File | Database | Tools | Settings menu.)

2.3 - Why Cleaning Up Records Is Important and Useful - People have different quality standards for the records being added to their database.  Some people insist that every piece of data in every record be meticulously checked for accuracy.  Others tolerate a good bit of missing or incorrect data.

Is one of these approaches clearly better than the other?  As is often the case, the answer is: “It all depends.”

If your primary goal is to create a searchable database, in which job titles and other key words and phrases in the resume itself are the search targets, then missing or incorrectly extracted name and address information is not important.  When records are included in a search result, the candidate’s correct name and address are clearly visible in the resume shown on the right side of the screen.

Nevertheless, having correct information in the fields on the left side of the screen can also be important.

  • Having the name correctly contained in the fields for first, middle, and last name means a record can be located instantly using the “Quick Search” function of the program.
  • Having the address correctly contained in the address section means that candidates can be easily searched by location.
  • Having the e-mail address correctly contained in the Phone/E-mail section enables the E-mail log function, and also makes it easy to send e-mails directly from the candidate’s record.

When creating a resume, a candidate has a wide variety of formatting alternatives.  As a general rule, the more sophisticated the graphical presentation of the resume, the more difficult it will be for software such as RESUMate to locate name, address, phone, and e-mail information.

For this reason, RESUMate offers a very simple error correction function, based on mouse use only.  There is never any need to use the keyboard when correcting information that has not been correctly extracted from the incoming resume.  So if you prefer to have your records accurate and complete, RESUMate includes the tools to accomplish this objective.

3. Creating Multiple Records

Every version of RESUMate can import large numbers of records that are already organized into a spreadsheet or database with the Import Wizard.  If you have large numbers of raw, unprocessed resumes stored on your PC as e-mail messages, Word documents, or PDFs, you can use the Import Express tool to create records in batches of up to 1,000.  Import Express is only available in the Lite and Professional versions of RESUMate.

3.1 - Importing Records from Excel Files and Spreadsheets - If you have a spreadsheet with candidate information or client information, you can use RESUMate's Import Wizard to bring that data into RESUMate.  To open the Import Wizard, click the File menu and select Database | Tools | Import Wizard.

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3.2 - Importing Batches of Up To 1,000 Resumes with Import Express - Import Express allows you to bring in up to 1,000 records at a time.  To use Import Express, click the icon on the left or click the Tools menu and select Import Express.

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NOTE: There is no "Undo" command for Import Express.  Once an import has been run, the imported records will become part of your database, so before you click the "Begin" button, it's important to make sure that all the steps in the process are correctly set.

The Import Express screen is divided into seven steps:

Step 1 - "Select Source Type" - There are two options for using Import Express: 1) Importing files that have already been saved on your PC or network, typically Word documents or PDFs, 2) Importing e-mail messages, typically from Microsoft Outlook.  Simply select the resume source from which you wish to import.

Step 2 - "Select Source Files"/"Select Source Messages" - If you are importing files, a button will appear here labeled "Select Files".  It will allow you to browse your local and network storage for the files to import.  Just like in any other Windows browse folder, you can select a range of files by holding the [SHIFT] or [CTRL] key when clicking.

If you are importing e-mail messages, this step will be labeled "Select Messages".  It will allow you to browse your local Outlook folders.  Again, you can use the [SHIFT] or [CTRL] key to highlight a range of messages.

Once you have selected the resumes, whether they are e-mails or files, click the "OK" button.  The right hand side of the Import Express screen (Step 7) will list all of your selections.  Please verify that it is correct before proceeding.

NOTE: If you are importing e-mail messages, a checkbox labeled "Ignore e-mail body when attachments are present" will appear.  If that box is checked, RESUMate will only scan attachments (usually Word documents and PDFs) and the body text of the e-mail (for example, a forward from another recruiter) will not be included in the new records.

Step 3 - "Special Field Mapping" - When importing files, this step allows you to add the date the file was created on your system to the RESUMate record.  Simply use the pulldown menu to select which date field you'd like to use.  Including the file creation date in the RESUMate records allows you to quickly see how current or out of date a particular resume may be.  If you don't care about the file created date, just select "None".

When importing e-mail messages, several fields will appear.  There's a checkbox for "Use message header for name and E-mail address".  If you received these e-mails directly from the candidate, check this box.  RESUMate will then use the e-mail sender's name and e-mail address for the new record.  If you received these e-mails from a fellow recruiter or people who are not the candidates themselves, uncheck this box.  RESUMate will then scan the resume for name and contact information.

The "List of E-mail addresses to ignore" box allows you to exclude non-candidate e-mail addresses.  Any e-mail addresses you enter will NOT be included in the e-mail section of the new RESUMate records.  If you received these messages from e-mail addresses that do not belong to the candidate (e.g. from "@monster.com"), listing them here will prevent them from cluttering the new records.

The "Copy message date to" pulldown menu allows you to add the date you received the e-mail to one of RESUMate's date fields.  Including the e-mail received date in the RESUMate records allows you to quickly see how current or out of date a particular resume may be.  If the e-mail date isn't important to you, select "None".

The "Copy message subject to" pulldown menu allows you to copy the subject of the e-mail to one of RESUMate's text fields.  If the subject of the e-mail isn't important to you, just select "None".

Step 4 - "Attachment Handling" - By default, RESUMate will save copies of the source files or e-mail attachments and link them to the new RESUMate records.  This allows you to open or e-mail the original files directly from each candidate's record.  We recommend saving all attachments in the main Attachments folder, but you can select a subfolder of the main Attachments folder if you prefer.

Step 5 - "Mark Names" - Import Express can optionally insert a ? into the Last Name field.  This can be useful if you aren't sure whether or not a record has actually been seen by a person yet.

Step 6 - "Source Handling After Import" - Import Express cannot check for duplicates while it runs, and while RESUMate has a built in duplicate checker (File | Database | Tools | Check for Duplicates), it's best not to create any duplicate records in the first place.  This step allows you to move either your files or your messages to a new folder so that you don't get resumes you've already imported mixed in with ones that have not yet been imported.

For example, you may have a folder (in Outlook or Windows) called "Resumes" where you put new resumes and a folder called "Imported" for resumes that have already been put into RESUMate.  If this step is checked, Import Express will automatically move those files out of the "Resumes" folder and into the "Imported" folder.  Similarly, if you have a folder with more resumes than can be imported in a single batch (1,000+), this step will move the imported records to a new folder leaving only un-imported resumes in the original folder.

Step 7 - "Automatic Groups Assignment" - RESUMate allows you to create "Groups" of records.  It's often a good idea to have records brought in through Import Express in a Group.  That way, you can easily open all of them in a window in case you need to make bulk changes or delete them.  For a full explanation of the Groups function, see the “Keeping Your Searches Organized” document.

Step 8 - "Import Records" - This is the final step.  As soon as you click the "Begin" button, Import Express will start to run and create new records in your database.  Before clicking, make sure that the resumes displayed are correct and that Steps 1-6 are the way you want them.

Import Express typically takes just a few seconds per record, and even a large import is usually done in just a few minutes.  You can continue using other programs while Import Express runs, but do not close RESUMate or shut down your PC until it is completed.

Once the import is finished, you will see a confirmation box.  Simply click "OK" and close Import Express to return to the regular RESUMate screen and begin using your new records.

3.3 - The Benefits of Importing Batches of Records - Even though it takes just a few seconds to convert any one resume into a database record, there are times when the number of records is too great for the one-record-at-a-time approach to make sense.  Whether creating records one-at-a-time or in bulk, the goal is always to convert resumes into searchable database records as quickly as possible, and Import Express makes this practical, regardless of the number of resumes that need to be added to the database.

Generally, there are two scenarios where Import Express is most useful:

  1. If you have a large “backlog” of resumes that have been saved over time on a server or on your local drive.
  1. If you receive a large number of e-mails containing resumes all at once, either in response to a new job posting or as a result of searches on Career Builder, Monster or some other source.