4 – Searching Your Database

Introduction

One basic purpose of having a database like RESUMate is to be able to find qualified candidates for any job opening.  RESUMate offers several ways to search your database, and virtually everything within a record can be searched.  Sometimes you might find the lone, single candidate who's perfect for the job.  More often, however, the search tool is used to find all possible candidates for a job before narrowing and refining the field down to just those candidates who are worth contacting by phone or e-mail.

Depending on the size of your database and the requirements of the job opening, you may need to search on a multitude of criteria or just one specific thing.  RESUMate allows you to tailor any search to be as simple (Easy Search) or as complex (Full Search) as you need it.

4 - Search IconNOTE: The search screen can be accessed by clicking the Search Icon (at left) or by clicking the Search menu at the top of the screen and selecting New.  The search will open for whichever type of window you are currently using.  So if you want to search your People records, make sure you are already on a People record, if you want to search Client records (Pro version only), make sure you are already on a Client record.

Table of Contents

1. Easy Search - This screen is best to use when looking for candidates with just one or two specific attributes.

1.1 - A Quick Tour of the Easy Search Screen
1.2 - Running a Simple Keyword Search
1.3 - Adding a Date or Text Field To Your Keyword Search
1.4 - The Purpose of Keyword Searches

2. Full Search - Full search is also easy to use, but it allows you much more control when your search involves lots of different criteria. For example, in Full Search you can search not only for a keyword or a group of keywords, you can also search multiple groups of keywords using various combinations of "AND", "OR", and "NOT".

2.1 - A Quick Tour of the Full Search Screen
2.2 - Using the "OR" Columns
2.3 - Using Additional Lines for "AND" Searches
2.4 - Understanding "NOT" Searches
2.5 - The Benefits of Searching

3. Putting Your Search Result to Good Use - Finding candidates in your database is all well and good, but you need to be able to use those records as well.

3.1 - Pruning Your Search Result
3.2 - Adding Your Search to a Group
3.3 - Making a Call List
3.4 - Exporting Your Search to Excel
3.5 - Sending Candidates a BCC E-Mail
3.6 - Getting the Most Out of Search Results

The Search Window

The Search Window can display either the Easy Search screen or the Full Search screen.  Each type of search will produce the same result, they only differ in what kind of searches you can do.  Whether you are using Easy Search or Full Search, the top of the screen will be the same.  Here's a quick overview of what's up there:

4 - Search Icons

 

Begin - Click this to run your search.

New - Clear out existing search criteria and start fresh.

Open - Open a saved search criteria.

Save - Save your existing search criteria so you can use it again later.

NOTE: Saving a search just saves the search arguments, not the results of the search.  So if new records come into your database that meet the criteria, they will be included in the result even if the search was saved before they were in the database.

The "Show In" pulldown menu allows you to choose whether to have the search results appear in a fresh RESUMate window or in the window you are already using.  If you choose to put the results into a new window, the previous one will remain open.

The "Sort By" pulldown menu allows you to select the order in which the records will appear.  By default, records are sorted by name, but if you want to sort them by the date they were entered or by the search criteria you are using, this menu allows you to do that.  (Checking the "Descending" box will reverse the order.)

The "Easy Search" and "Full Search" icons will change the search screen from one to the other.

Pro Version Only: The "Don't include Contact records" checkbox will exclude any records marked as "Contact Only" for client companies.

The "Has active Job Order Activity" checkbox will restrict your search to only records that are currently being considered for open positions.

1. Easy Search

The Easy Search screen lets you quickly and simply run a search for one or two items.  To search a specific field, simply click on the field you want and start clicking or typing.

4 - Easy Search Window

1.1 - A Quick Tour of the Easy Search Screen - Each field on the Easy Search screen corresponds to part of the database records.  Fields like "Last Name" and "Phone/E-Mail" are self explanatory.  If you want to search, simply click on the proper field and enter the information you want to find and click "Begin".

The "Dates" pulldown menu allows you to search Date Fields.  To select one, simply click the pulldown menu and select the field you wish to search.  Once you have selected a field, the next pulldown menu ("Is", in the screenshot) will become active.  This menu allows you to choose how you want to search this date field.  Each option is written in plain English, so an "Is" search will find records that have a specific date while an "Is Between" search will find all records that fall between two dates.  Once you have selected what kind of search you want to run, use the final pulldown menu to select the date(s).

The "Text Fields" pulldown menus allow you search the Text Fields and the mailing address.  Just like with a date search, simply click the pulldown menu and select the field you want to search.  Once you have selected the field, the next pulldown menu allows you to choose what kind of search you are doing.  Again, all the options are in plain English, so a search of "Begins With" will find all text fields that start with a certain string of text while "Is Not" will find all records that do not contain the text you enter.

The "Memo keyword(s)" and "Classification Items" sections are where you can run keyword searches.  You can type keywords into the Memo section to search your Resume, Notes, and other memos.  You can select keywords from the Valid Table keyword index by clicking on the column you wish to search and selecting the words from there.  More on both in the next section.

Whatever field(s) you choose to search, once you have entered the data you want to find, just click the "Begin" button at the top to run the search.

1.2 - Running a Simple Keyword Search - Finding candidates with the right mix of skills, education and experience is often the first step in identifying people who are qualified for a specific job.  RESUMate allows you search for keywords and phrases both by simply typing in what you want, and by using RESUMate's customizable keyword index, the Valid Table.

To search the memos (Resume, Notes, etc.) for specific text, simply click into the "Memo keyword(s)" field and type in what you want to find.  If the term you want is more than one word or part of a larger word, it's best to enclose it in quote marks as in the example below:

4 - Memo Keyword Search

If you want to search multiple keywords, use commas to separate them:

4 - Memo Keyword Search1

The above search will find all records that have both "Electrical Engineer" AND "Project Manager" in one of their memos (Resume, Notes, whichever you specify).  If you check the "Any keyword matches" box, the search will find records that have either "Electrical Engineer" OR "Project Manager".  In effect, when the "Any keyword matches box" is checked, you are running an OR search; and when it is unchecked you are running an "AND" search.

To search the Valid Table, you do not need to do any typing at all.  Simple double click on the column that contains the keyword(s) you'd like to search.

4 - Search Classify

You can highlight one or more keywords simply by clicking.  Just like on the memo search, the checkbox on the right controls whether you run an AND search or an OR search.  If "Any Item Matches" is checked, it's an OR search that will find records with any of the keywords you've selected.  If "Any Item Matches" is unchecked, it's an AND search and will only find records that contain all of the keywords you've highlighted.

1.3 - Understanding Search Results - Once the search has been run, you'll see a confirmation box telling you how many records were found. After that, you'll be taken to the first record in your search:

4 - Search Results

Because this record is being displayed as the result of a search, there are a couple of important changes to the screen:

 

- "Search results 1 of 4", the record count in the upper left has changed to red and the second number is the total records found in the search.

- The search criteria that caused this record to appear in the search are also highlighted in red.  (Bachelors Degree and Advanced Degree in the above example.)

- The small search icon in the top tool bar is now a search icon with a red x over it.  This allows you to manually remove records from a search result.  (More on this in Section 3.1 of this page.)

1.4 - The Purpose of Keyword Searches - Keyword searches are often a good place to start the process of identifying qualified candidates for a particular position.  These are often “broad brush” searches, a first step in what may become a very comprehensive list of search requirements.

There are some very clear benefits to using the valid table for keyword searching.  To begin with, valid table keywords are selected with a mouse click from a consistently worded, organized list of words and phrases, rather than typed in from memory, using the keyboard.  In the most basic sense, clicking is faster and easier than typing.

Because the valid table can also include synonyms for important keywords, (and because these keywords are automatically inserted into the record when it is first created), using the valid table for keyword searches eliminates the need to remember all of the “language-based” OR conditions that will need to be remembered and typed when entering keywords using the Memo section as the search target.  For example, searching for a phrase such as “QA Manager” will also require that you remember, and then type (correctly) all of the variations for this phrase, such as Quality Assurance Manager, Manager of Quality Assurance, and Manager of QA.  All of this “extra work” is eliminated if you use the valid table for this kind of search.

2. Full Search

 

The Full Search screen allows you to run more complicated searches than Easy Search.  More importantly, Full Search makes it easier to refine your search parameters and gives you greater control over the results.  If your initial result produced too many records, you can quickly add more specific criteria to narrow the results.  If your initial search produced too few records, you can edit the criteria to broaden your search.

4 - Full Search

 

2.1 - A Quick Tour of the Full Search Screen - The Full Search screen is, at least initially, much simpler than the Easy Search screen.  There are three columns: Field, Comparison and Criteria.

The Field column allows you to select WHERE you search.  Clicking it will list the fields in RESUMate and allow you to select any one you want.

The Comparison column allows you to select HOW you search.  The options in this column will change depending on what you select in the Field column.  So if you selected Date Field in the Field column, your options will be different than if you selected Memos.

And the Criteria column allows you to select WHAT you search.  If you are searching for a keyword, this is where you enter it.  If you are searching for a date, this is where you select it.

To run a search, you must fill out all three columns, starting with the Field column and working your way to the right.  So, for example, if you wanted to find all the records that contain the term "electrical engineering" in the resume, your search would look like this:

4 - Full Search Memo

 

If you wanted to search for all records created before a certain date, your search would look like this:

4 - Full Search Date

If you wanted to search for all records where the "Employer" Text Field start with GM, your search would look like this:

4 - Full Search Text

Once your search is entered, it will read like a simplified English sentence: "Employer begins with GM" or "Memo has keyword electrical engineer".

2.2 - Using the "OR" Columns - As soon as you've entered your criteria, an "Or" column will appear to the right of the Criteria column.  The Or column allows you to broaden your search by adding additional criteria.  For example, if you wanted to expand your search to include not only records whose Employer field start with "GM" but also "General Motors" or "G.M.", you'd enter those second two criteria in the Or columns:

4 - Full Search Text OR

 

Each time you enter criteria, a new, blank Or column will appear to the right.  Even with the addition of two more phrasings, the simplified English sentence structure is preserved: "Employer begins with GM or General Motors or G.M.".

2.3 - Using Additional Lines for "AND" Searches - Once you have filled in a search line, in addition to an Or column, a new, blank line will appear beneath your original search.  Each new line is treated as an "AND" condition.  Adding more lines allows you to refine your search to produce more specific results.

Each new line gives you the same options as the first one: a Field column to select where you are searching, a Comparison column to choose how to search, and Criteria and Or columns to enter what you are searching for.  Just like with the first line you need to fill out the Field, Comparison and Criteria columns.  For example, if you want to take the "Employer" field search above and limit it just to records that were created in 2015 or later, you'd add a date search to the second line:

4 - Full Search Text Or Date

Just like the Or column, a new blank line will appear every time you fill the previous line.  Also, please note that the simple English sentence remains complete: "Employer begins with GM or General Motors or G.M. and date entered is on or after January 1st, 2015".

2.4 - Understanding "NOT" Searches - The Comparison column offers several search options that contain the word "Not".  These work the same way that the word "not" does would in those simplified English sentences.  For example, changing "Begins With" to "Does not contain" in the first line of our search would look like this:

4 - Full Search NOT

Instead of finding all records that have "GM" or "General Motors" or "G.M." this search will find all records that do not have any of those terms.  The simple sentence now reads "Employer does not contain GM, General Motors, or G.M. and date entered is on or after January 1st, 2013.  The second line isn't affected by the first line having the word "not".  The two just combine differently.

2.5 - The Benefits of Searching Well – Finding candidates who might be qualified for a particular position is one of the most important functions of a database program such as RESUMate.  But it’s important to remember that computer searching has a built in limitation: it can only use information that has been saved in the database records.  Computer searching cannot take into account the subjective but highly valuable knowledge you have developed from one-on-one phone or in-person conversations with candidates.

For this reason, it’s a good idea to realize that the purpose of computer searching is to identify all possible candidates, not the perfect candidate.  Your job, based on your personal experience with candidates found in the search, is to select the best candidates from the list of possible candidates identified in the search process.

RESUMate's search tool is extremely versatile, and there are far more searching combinations than could ever be put in a document like this one.  The best way to become truly familiar with it is simply to use it.  Try out different combinations and different choices in each column; try running a search and then making small changes to it to see how the results are affected; try using Or columns and additional lines to broaden or constrict a search.  You can't break the search tool, and simply running a search in no way affects your database, so you can't do any damage by playing around.

Once you're familiar with searching in RESUMate, you'll be able to find candidates who match very specific profiles quickly and easily.

3. Putting Your Search Result to Good Use

Finding candidates in your database is all well and good, but you need to be able to use those records as well.

3.1 - Pruning Your Search Result - Even a very detailed search will often include records that, for one reason or another, simply aren't appropriate for a given job opening.  RESUMate allows you to quickly and easily exclude individual records from a search result.

This red x icon will mark a record as being excluded from this particular search.  If you decide that a record isn't what you're looking for, simply click the red x icon.  You'll be taken to the next record in the search.  If you want to knock that record out as well, click the red x again.  If you want to keep that record, however, you can simply go to the next one by clicking the black arrow or by hitting [PgDn] on your keyboard.

Once you've clicked the red x icon on each record you wish to remove, click the Search menu at the top of the screen and select Refresh.  That will remove the records from the current window.

3.2 - Adding Your Search to a Group - The Groups tool in RESUMate lets you create your own groupings of records.  This allows you to not only save the result of a search, but also to maintain groups of candidates who've been qualified for specific jobs.

Once your search has been run, you can create a group for those records or add them to an existing group.  To put your search result into a group, click the Groups menu at the top of the screen and select Bulk Assign Groups.  The following window will open:

4 - Bulk Assign Groups

If you want to add the records to an existing group or groups, simply check them off in the list and click the "Assign" button.  If you want to create a new group, click the "Add Group" button, give your new group a name, and then click the "Assign" button.  All of the records in the current window will be assigned to that group.

3.3 - Making a Call List – Often, a search identifies people or companies who need to be reached by phone.  It’s a good idea to create a list of these records that includes the person or company name along with one or more telephone descriptions.  This list can be something that you see and use directly from the screen, or you may want to print the list so that calls can be documented on paper.

One simple way to create a call list is to export data from the search result window into an Excel file, which is explained in the following section.  When creating the Excel file, export only the names and phone numbers, which will create a clean and easy-to-use spreadsheet.

If one of the date fields on your People and Company screens has been labeled “Next Call” or “Follow up Call” or some similar designation, then click the icon near the bottom of the icon row down the left side of the screen: “Set a Date for All Records in the Current Window.”  This will allow you to set a “Planned Call” date in all of the records in the search result set.

At any time you can do a search for records that match this planned call date, working directly from your screen, or you can use the Daily Planner tab in RESUMate to create an on-screen (and printable) list of just those people or companies targeted to be called on any particular day.

3.4 - Exporting Your Search to Excel - If you want to move all or part of your search result into Excel, either to share it with other people or just to use it in a way RESUMate won't allow, all you need to do is click the File menu and select Database | Tools | Export Wizard, or just click the Export Icon on the left.

The Export Wizard window will open.  Simply select the "Direct to Microsoft Excel" option.  You can then simply check off whichever fields in the records you wish to send to Excel:

4 - Export Excel

Each field you select will become a column in Excel.  Each record will become a row.  Once you've selected the fields you want, click the "Begin" button.  Your new Excel file will open automatically.

3.5 – Sending Candidates a BCC E-Mail - Once you have identified the candidates in your database with whom you'd like to follow up, RESUMate provides several ways to create contact lists for sending e-mail blasts.  Details on how to send personalized messages or contacts hundreds of people at a time can be found in the next document.  But often, after completing a search, you're left with just a few candidates whom you'd like to contact for an updated resume or simply to gauge interest in the job opening.

BCC (Blind Carbon Copy) e-mails are a quick and easy way to accomplish those kinds of simple bulk messaging, and while RESUMate cannot send e-mails directly, it does make it easy to create a list of e-mail addresses to send with BCC.

4 - E-mail Clipboard IconOnce your search window contains just the candidates you want to e-mail, click the clipboard icon (at left) or click the Tools menu at the top of the screen and select E-Mail Clipboard Copier.

4 - E-mail Clipboard Copier

Simply check the e-mail description on the right and select to copy the "E-mail only".  (The limit of 100 recipients is the maximum number of addresses to which Outlook will send a BCC message.  You can copy more addresses if you want, but Outlook will not send them.)  Click the "Copy to Clipboard" button, then switch over to Outlook and paste them into the BCC field of your message.

3.6 - Getting the Most Out of Search Results – The most basic purpose of searching your RESUMate database is to identify candidates who might be qualified for a particular position.

This document has described such follow on functions as sending an e-mail blast to the people found in a search, or creating a spreadsheet listing these people, or assigning these records to a Group.

In terms of getting the most value from the RESUMate search function, Group assignment may have the biggest payback.  This topic is covered in detail in the Training Document called “Keeping Your Searches Organized.”