5 – Keeping Your Searches Organized

Introduction

Working a search assignment takes time. It’s important to stay organized from the day you first enter the search assignment as a record in your RESUMate database until the search is completed. Staying organized is best accomplished by having a small number of 1-click sub-folders in your database (Groups) that will contain all of the people, company, and job order records that might contain information that will prove useful in filling this search assignment.

Often, the people records assigned to a search assignment Group are the people who have been found in a search of the database. These search-result records are your “first pass” at identifying qualified candidates for this position.

You may also need to look outside your database, at sites such as Career Builder, or LinkedIn, to find additional potential candidates, and records from these sources can be placed in the same Group, or in a separate Group.

It may also be useful to add other records into a Group:

• Hiring managers with whom you have worked on similar positions in the past
• Other recruiters who might be helpful in filling this order
• Other Search Assignment records in your database for similar positions from the past

You may also want to create a Group of target recruit companies you plan to contact in the course of filling this position.

Finally, you may want to create a Group of “finalist” candidates who were not hired for this position, but whom you know to be excellent candidates for any future positions similar to this one.

These job-order-specific Groups allow you to instantly re-focus and get up to speed whenever you have the time to return to the task of filling this order.

Table of Contents

1. The Basics of Groups

1.1 - Creating a New, Empty Group
1.2 - Adding a Search Result to You New, Empty Group
1.3 - Adding and Subtracting Individual Records From Your Group
1.4 - Deleting a Group
1.5 - The Benefits of Becoming a Smart User of Groups

2. Importing Records Directly Into a Group

2.1 - Putting Import Express Records Into a Group
2.2 - Putting Import Wizard Records Into a Group
2.3 - The Purpose of Collecting New Records Into Groups

3. Using Groups with Client and Job Records (Professional Version)

3.1 - Adding and Removing Client and Job Records from Groups
3.2 - Grouping Candidate, Client and Job Records Together
3.3 - Saving Time and Staying Organized With Mixed Groups

4. Some Notes On Sending E-mail Blasts

4.1 - BCC E-mails and You
4.2 - Some Suggested Bulk Mailing Solutions For When BCC Won't Cut It

1. The Basics of Groups

A "Group" in RESUMate is just that, a group of records.  An individual record can belong to no Groups, just one Group, or many Groups.  Similarly, a Group may contain no records, just one record, or many records.  The Groups screen above lists all of your Groups and displays the number of records in each one.  Double clicking a Group will open a new record window with just the records in that group.

5 - Groups

1.1 - Creating a New Group - Creating a new group takes just a couple of clicks.  First, open the Groups screen by clicking the Groups tab at the top of the screen.  From there, just click the "New Group" button.  You'll see the following window:

5 - Add Group

To create your new Group, simply type in a name and click the "OK" button.  That's all there is to it.

Optionally, you can also:

- Assign the Group to a specific recruiter with the "Recruiter" pulldown menu.
- Assign an icon to the group by selecting one from the grid of icons at the bottom.

Once everything is set, click "OK" and you'll be returned to the Groups screen.  In the example above, the new group is called "Project Managers" and the hard hat icon has been selected.  If you want to change both the icon and the recruiter later, just click the "Edit Group" button next to the "New Group" button.

1.2 - Adding a Search Result to You New, Empty Group - Once a group has been created, it will appear on your main list of Groups.  Adding records to it is as simple as telling RESUMate which records to add and then simply selecting the appropriate Group from the list.

For example, to add all the records in a search result to a Group, first you must run a search.  (If to knock out any records with the red X icon, remember to click Search | Refresh to remove them before adding the search to a Group.)  Once you have your proper search result, click the Groups menu at the top of the screen and select Bulk Assign Groups.

4 - Bulk Assign Groups

To add all the records from your search, simply check off the Group (or Groups) to which you want them added and click the "Assign" button.  RESUMate will pop up a confirmation window.  Click "Yes" and all of the records in the current window will be assigned to the selected Group(s).

1.3 - Adding and Subtracting Individual Records From Your Group - Sometimes you may want to add or remove a specific record from a Group.  You can do both quickly and easily from the regular record screen:

 

5 - Groups Pin Icon

In the upper right corner of the screen, directly above the Memo section (which contains things like the Resume and your Notes) is a small green pushpin icon.  Next to that icon, RESUMate will list all the groups to which this record already belongs.  ("Engineers" and "Project Managers" in the example above.)  To add or remove a record from a group, click the green pushpin icon:

5 - Select Groups

To add a record to a Group, check the box for that Group.  To remove a record from a Group, uncheck the box for that Group.  When you're done, click the "OK" button.  That's it.

If you'd like, you can also create a new Group from this screen by clicking the "Add Group" icon.

1.4 - Deleting a Group - Sometimes you need to remove an obsolete group or simply get rid of one you don't want any longer.  To delete a group, click the File menu and select Database | Tools | Groups Maintenance.

5 - Groups Maintenance

All of your Groups will be listed.  To delete one, simply click on it to highlight it, and then click the "Delete" button at right.  RESUMate will ask for confirmation, click "Yes" and the Group will be removed.

NOTE:  Deleting a Group will NOT DELETE the records in that Group.

1.5 - The Benefits of Becoming a Smart User of Groups – The records in your RESUMate database have largely been assembled for the purpose of doing searches to find qualified candidate for job orders.

But it can be very useful to collect “sets” of these records into common sense sub-folders, called Groups in RESUMate.  Some of these sub-folders can contain sets of records useful in staying organized during the time period beginning with the date a job order was originated, and ending when the job is filled.

Other Groups can contain sets of records for a wide variety of other purposes:

  • Candidates who owe you a fresh resume
  • Candidates who have declined a job offer
  • Do Not Use candidates
  • People you’d like to stay in touch with
  • People or companies to receive your newsletter

The list goes on—think of all of the collections of records (people, companies, or jobs) that can help you get and stay organized, and create Groups that correspond to each of them.

2. Importing Records Directly Into a Group

Sometimes you may want to add records to a Group while they are being imported into the database.  For example, if you are bringing in resumes from Career Builder or another site, you may wish to put them all in a "Career Builder" Group.

2.1 - Putting Import Express Records Into a Group - Import Express is fully explained in the "Building Your File" document.  When creating records with Import Express, Step 7 allows you to add records to a Group.

5 - IE Step 7

Clicking the "Select" button on Step 6 will allow you to add all of your new records to whichever Group (or Groups) you select.  Just as when you're adding an individual record to a Group, if you'd like, you can also create a new Group by clicking the "Add Group" button.

2.2 - Putting Import Wizard Records Into a Group - The Import Wizard is fully explained in the BLANK document.  On the second to last screen of the Import Wizard, just before you start the import, you'll be given the option to add the records to a Group:

5 - Import Wizard Groups

Simply check the "Assign imported records to Groups" menu and use the "Select" button to choose which Group or Groups to which you'd like the new records to belong.  If you'd like, you can also create a new Group.

 

2.3 - The Purpose of Collecting New Records Into Groups – When records are added to the database in bulk, using Import Express or the Import Wizard, they are immediately “blended” into your larger database.  Often, however, you may want to go back and “re-visit” these records, possibly to edit them for accuracy if they have been imported from the Import Express function, which may or may not have correctly extracted name, address, and contact (phone and e-mail) information from the incoming text resume.

Putting all of the records coming in from an Import Express function into a Group allows you to go back and do the editing step at any time in the future.

Also, if records have been imported using the Import Wizard, (e.g. creating new records from a directory or spreadsheet), it may be useful to categorize these records, indicating in the Group name the source of these records or the purpose you had in mind for adding them into the database.

3. Using Groups with Client and Job Records (Professional Version)

The Client and Job Order records that appear in the Professional version of RESUMate can be used with Groups in much the same way as the Candidate records.  You can also mix and match different types of records in a single Group, which can be extremely useful for keeping related Job, Client and Candidate records organized.

3.1 - Adding and Removing Client and Job Records from Groups - You can add or remove Client or Job records from a Group in basically the same way you would with Candidate records.  Each individual Client and Job Record has the same green push pin icon located above the memo section on the right hand side.  Just as on a Candidate record, clicking that icon will bring up a list of Groups, and you can simply check or uncheck the Groups to which a specific record should belong.

Similarly, if you use the Import Wizard to bring in Client or Job records from a directory or database, you can use the same Groups selection button to add those records to a Group.  Searches work the same way.  Any time you run a Client or Job search, you can click the Groups menu and select Bulk Assign Groups to add all records in the window to a specified Group.

3.2 - Grouping Candidate, Client and Job Records Together - In the Professional version, you can create Groups that contain more than just one type of records.  Candidate, Client and Job records can all be added to the same Group.  There's nothing special you need to do, just add the records you want as you normally would.  In the example below, the "Calls I need to make today" Group contains records of all three types:

5 - Multi-Record Group

 

When you double-click on a Group that contains only one record type, those records will open in the appropriate window.  When you double-click on a Group that contains more than one record type, you'll be given a choice as to which window you'd like to open:

5 - Multi-Record Group Context Menu

Simply click the type of records you want to view, and an appropriate window containing only those records will open.

3.3 - Saving Time and Staying Organized With Mixed Groups - What is the point of a Group containing different records if they can't all be opened in the same window?  Organization.  For example, if you've spent the time it takes to qualify a set of Candidate records for a certain Job, it can be useful to keep that Job record in the same Group as the Candidate records.  That way, if a similar position ever opens, you can simply find the Group to which the Job belongs and then use the Group to open the relevant Candidate records.

4. Some Notes On Sending E-mail Blasts

Bulk e-mail, legitimate or not, is a fact of modern business.  And while everyone has experience receiving bulk messages, wanted and unwanted, sending a successful e-mail blast that causes recipients to read and respond is not as simple as just copying e-mail addresses and pressing send.  RESUMate cannot send e-mails directly, but you can use the information in RESUMate to build e-mail lists that can be sent with other programs.

4.1 - BCC E-mails and You - For most routine e-mail blasts, such as alerting potential candidates about a new open position, the BCC format is often a good choice.  The big drawback of BCC messages is that they cannot be individually addressed to the recipients.  However, if the recipient recognizes your name in the From box, and if the subject line appears relevant, there’s a reasonable chance the message will be seen and opened.

Creating BCC e-mail lists in RESUMate is quick and easy.  Whether you have just run a search or you have carefully filtered Candidate records into a Group, all you need to do to get the e-mail addresses is open a window with those records and click the Tools menu and select E-Mail Clipboard Copier.

 

5 - E-mail Clipboard Outlook

Once the E-Mail Clipboard Copier is open, simply select "E-mail only" and click the "Copy to Clipboard" option.  All of the e-mail addresses will be copied to your clipboard.  You can then simply paste them into Outlook, Gmail, or any other e-mail program to send BCC messages.

NOTE: BCC messages of over 100 recipients are generally not allowed by e-mail programs, including Outlook, because they will be rejected by spam filters.

4.2 - Some Suggested Bulk Mailing Solutions For When BCC Won't Cut It - There are times when personalization may improve the chances that a message will be opened, or may be required because of the nature of the message itself.  An e-mail containing a sales message looking for new clients, or a newsletter e-mail to your best clients calls for a format in which the recipient’s name is included in the message.

Of course, to include the recipients name in a message means that the e-mail program must have both the person's name and their e-mail address.  The same E-Mail Clipboard Copier (Tools | E-mail Clipboard Copier) function in RESUMate that can be used to create BCC messages can also be used to create e-mail lists that include names.  Instead of select the "E-mail only" option, select the "E-mail and name" option before clicking the "Copy to Clipboard" button.  That will include the First Name, Last Name, and E-Mail address, all of which can then be pasted into Excel.

5 - E-mail Clipboard Excel

After the "E-mail and name" format has been copied to the clipboard from RESUMate, open an empty Excel file and click paste.  The result will be a 3-column spreadsheet that includes the names and e-mail addresses of each person on a separate row.

Once you have the names and addresses in Excel, you can use them with virtually any bulk mailing system there is.  These are a few suggestions, but if you search for bulk mailing services or bulk mailing programs, you'll find plenty of other options as well.

  1. An inexpensive example is a simple program called Email Merge Pro, which can be found at this web address: www.standss.com.
  1. A more sophisticated program, which offers more features and graphical sophistication for the message appearance, is called Group Mail, which can be found at this web address: www.group-mail.com.
  1. Both of these programs are one-time purchase programs which you install on your own PC. You can also choose a web-based service to perform this same function.  These services are monthly charge-based products, and are also very inexpensive.  A good example is Constant Contact, which can be found at this web address: www.constantcontact.com.