8 – Creating All Kinds of Reports

Introduction

"Reports" is a term that covers a lot of ground.  It can mean everything from a legally required EEO compliance summary all the way down to a simple self-report to help yourself keep track of what you've done recently.

There are lots of reporting methods built into the RESUMate.  You can export data to Excel, print out record summaries and create PDFs, and RESUMate's Daily Planner always has a one-click "pipeline report" detailing all active jobs and the being considered for those jobs.  This document will show you how to create all of those reports, and includes tips on which types of reports are most likely to be useful to you.

Table of Contents

1. The Printer Icon
1.1 - Selecting Which Records to Print
1.2 - Selecting a Print Format File
1.3 - Physically Printing or Saving as a PDF
1.4 - Making Reports That Are Useful to You

2. Printing from the List View
2.1 - Arranging Columns for Portrait or Landscape
2.2 - Print Options
2.3 - Physically Printing or Saving as a PDF (Again)
2.4 - Benefits of Printing from the List Window

3. Printing in Excel with the Export Wizard
3.1 – Putting RESUMate Data in Excel
3.2 – Benefits of Creating Excel Reports

4. Printing a Memo
4.1 – Printing Memos on Paper
4.2 – Printing Memos as PDFs
4.3 – Benefits of Printing Memos

5. Printing the Daily Planner
5.1 - Selecting Which Components to Print
5.2 - Print Preview Options
5.3 - Why Print the Daily Planner?

1. The Printer Icon

8 - PrinterIconEvery record in RESUMate can be "printed", either physically on a piece of paper or saved as a PDF for easy e-mailing and distribution.  You can print single records or multiple records, and which records you print will depend on which records you have in your current window.  You can find records by running a search, by bringing up a Group, or just by opening the single record you wish to print.  Once you have the record or records you want on your screen, simply click the Printer Icon to proceed.

1.1 - Selecting Which Records to Print - As soon as you click the Printer Icon, you'll asked to specify the records you wish to print:

8 - Select Records to Print

"All Records" will print all of the records in your current window.  For example, if you've just run a search that resulted in 15 records, all 15 of those records will be included in the print order.

"Current Record Only" does exactly what it says.  Whichever record is currently on your screen will be printed.  No other records will be included.

"All Records Starting with the Current Record" will print the record that is on your screen, as well as all of the subsequent records in the currently active window.  For example, if you have a Group with twenty records, and you are currently looking at record 10 of 20, each record from 10-20 will be printed, while the earlier records (1-9) will not.

Once you have made your selection, click the "OK" button to proceed.

1.2 - Selecting a Print Format File - There is more information on a RESUMate record than will easily fit on a piece of paper, and often you only want to include part of a record instead of everything.  RESUMate allows you to select how much of each record to print with Print Format Files.

By default, the files are stored in a "Reports" subfolder of the main "RESUMate" folder.  After you have told RESUMate which records to print, RESUMate will open that folder and present you with a range of options:

8 - Select Print Format File

Each file is descriptively named, beginning with the type of record it will print.  For example, if you are printing Candidate records (the dark blue folder), you'll need to select one of the format files that begins with "People".  If you are printing Client records, choose "Company".  Files that start with "Job Order" print Job Order records, and ones that start with "Job Order Activity" print Job Order Activity records.

The rest of the filename tells you which part of the record will be printed.  For example, the "Company Contact List" report will print the name of a Client record as well as all of the people linked to that record as Contacts.  The "Job Order Field Info" report will print all of the Date and Text fields on your Job Order records.  If you select the "People Telephone Directory" report, it will print the names and telephone numbers of your Candidate records.

Once you have selected a print format file and click the "Open" button, you'll be taken to the Print Preview screen.

1.3 - Physically Printing or Saving as a PDF - The following is an example of the preview screen for the "People Telephone Directory" report:

8 - Print Preview

The top of the window will list how many pages there are to print.  From here, you can click the Printer Icon to physically print out these pages, or you can click the "Save As PDF" file to create a PDF instead.

1.4 - Making Reports That Are Useful to You - The printer icon offers a simple way to print “functional” reports. It allows you to move any data that you see on the RESUMate screen to a piece of paper, or to a PDF file that can be attached to an e-mail message. Report format files are included for all of the four RESUMate screen types:

  • Candidate
  • Client
  • Job Order
  • Job Order Activity

These report formats are not designed to be “presentation quality” in appearance, but serve a basic functional purpose, i.e. moving data from your screen to a printer or a PDF file format.

2. Printing from the List View

Every record in RESUMate has a List Icon at the top.  The List Window that it opens will display all of the records in the current window in a grid.  Since the grid can be easily customized, the List Window lets you create simple, specific reports that contain just a few key fields of your choosing.

2.1 - Arranging Columns for Portrait or Landscape - This is the List Window:

8 - List Window

The columns that it displays can be rearranged and resized simply by dragging and dropping.  If you click and hold the title of a column, you can then drag it left or right.  If a column is unimportant to you, simply drag it to the right where it'll be out of sight.  If a column is important to you, drag it to the left so it will be visible.  You can resize columns by leaving your mouse on the line between the columns and dragging the edges left or right.

The next screen will allow you to choose whether to print in Portrait or Landscape.  Portrait will fit 5 default sized columns.  Landscape will fit 7 default sized columns.  Obviously, if you reduce the width of some columns, you'll be able to fit more on the screen.

Once you have arranged the List Window, RESUMate will remember the position of the columns.  When you've got the columns the way you prefer, simply click the "Print" button to proceed.

2.2 - Print Options - After you click the "Print" button, the List Print Settings window will open:

8 - List Print Options

You can change three things about how the list will be printed:

- The "Title" section allows you to change the title that will appear at the top of each page.

- The "Orientation" section lets you pick between Portrait and Landscape options.  The next screen is just a preview, so if you don't like your choice, you can always come back and try the other one.

- "Font" allows you to change the font and the size of the text.  If you want to fit more information on the screen, you can try using a smaller font.  If you need to make the font larger and more readable, you can increase the size.

Once you have the settings you prefer, click the "OK" button to open the preview.

2.3 - Physically Printing or Saving as a PDF (Again) - Just like when you print from the main Printer Icon, the final step in the process is the Print Preview Window:

8 - List Window Print Preview

As before, the top of the window will list how many pages there are to print.  Clicking the Printer Icon will send the pages to your printer.  Clicking "Save As PDF" will allow you to save the information to a PDF.

2.4 - Benefits of Printing from the List Window - Often, the word “report” simply means a list, and the RESUMate List Window provides a function for creating a list of records in the currently active window. This active window can be the entire file (of candidates, companies, or jobs), or, more likely, all of the records found in a search.

The list window print function even provides the ability to create a report name that identifies the records listed, such as “Candidates Added to the Database This Week,” or any common sense name.

IMPORTANT NOTE: This list function does not include telephone numbers or e-mail addresses, since records can contain a variable number of these items, which would not fit easily into this columnar format. There are other options for creating lists with phone numbers, primarily printing from Excel and printing from the Daily Planner.

3. Printing in Excel with the Export Wizard

Fields in RESUMate can become columns in Excel in just a few clicks with the Export Wizard.  Once your data is in Excel, you can use it to create a wide variety of reports.

3.1 – Putting RESUMate Data in Excel - Before exporting data to Excel, you must first select the records you want to export.  The Export Wizard will take data from all of the records in the current window.  For example, if you've just opened a Group with 10 records, those 10 records will be exported.  Similarly, if you open a list of Job Order Activity records, or run a search, those records will be exported.

8 - Export Wizard IconOnce you have the records you want to export to Excel, click the Export Wizard icon.  The first Export Wizard screen will now open:

8 - ASCIIExcel

To send data to Excel, select the "ASCII Delimited/Microsoft Excel" option and click "Next".  The Export Wizard will then ask what format you'd like to use:

8 - Direct to Excel

Again, you want to select the "Microsoft Excel" option and click "Next".  When the Export Wizard is finished, Microsoft Excel will open automatically with your data already present.  The next screen will ask you what fields you wish to export:

8 - Field Select

The example above is for a Candidate record, but you can use the Export Wizard from the Client, Job Order and Job Order Activity windows.  The date and text fields are listed on the left.  Telephone numbers and e-mail addresses will be listed on the right.  Every field you check will become a column in Excel.  Once you have selected the fields you want, click "Next" to move to the Valid Table selection screen:

8 - Valid Table Select

Each Valid Table column you check will also become a column in your Excel sheet.  Once you have made your selections, click "Next" again:

8 - Header Line

If you'd like to include a "header line" in your Excel spreadsheet, check this box.  The header line will be the top row in Excel and have the labels of each column in it.  Then click "Next" yet again:

8 - Customized Labels

Most of the time you'll want to use your customized labels (e.g. Date Entered, Employer) instead of the generic ones (e.g. Date 1, Text 3).  Click "Next" one last time and you're ready to go:

8 - Begin Export

Simply click the "Begin" button and your export will run.  Excel will then open automatically with your data in it:

8 - Excel Result

With the "header line" included, the first row is labels.  Each field has now become an Excel column.  From here, you can print in Excel, rearrange columns, or do anything else.

3.2 – Benefits of Creating Excel Reports - Excel itself offers a wide variety of print options, and all fields in all RESUMate screens can become columns in an Excel file.

Since columns in Excel can be sorted alphabetically, exported data from RESUMate that includes recruiters’ initials can be sorted to create accountability reports, by recruiter, for every step in the recruiting process, from adding new candidate records to submitting candidates to a hiring manager.

Excel can also compute elapsed days between any two date columns, and so date fields in Job Order records that contain, for example, the date a job was entered and the date candidates were first submitted on this job, can be used to create performance reports, either for the organization as a whole, or for a particular recruiter.

4. Printing a Memo

Memos often contain data which needs to be shared with other people in your organization or with outside hiring managers and contacts.  When necessary, memos can be physically printed on paper.  But you also have the option of easily creating a PDF that can be sent out as an e-mail attachment.

Whether you want to print out a memo or save it as a PDF, you'll first need to open the full Memo window.  To open the Memo window, click the full editor icon:

8 - MemoWindowIcon

That will open a separate window for that memo:

8 - Memo Editor

At the top of the Memo window is a row of icons.  The printer icon will allow you to both print a memo and save it as a PDF:

8 - Memo Print Icon

4.1 – Printing Memos on Paper - To physically print out a memo, first click the printer icon on the Memo window.  That will open a page preview window.  Then all you have to do is click the print icon:

8 - Memo Print Preview (Print)

4.2 – Printing Memos as PDFs - If you want to save the memo as a PDF, click the "Save As PDF" button instead of the printer icon:

8 - Memo Print Preview (PDF)

4.3 – Benefits of Printing Memos - Memos contain open ended text information, which is not suitable for inclusion in an Excel report. Nevertheless, it’s often useful to print the contents of a Memo, or to use it as a PDF file attachment to an e-mail. Some common examples are Memos that contain:

  • A concise summary of a candidate’s qualifications
  • A concise summary of a client’s attractiveness as a potential employer
  • A concise summary of why a job should be attractive to your best candidates

The built in spell checker insures that Memos created in RESUMate are ready to be communicated to people outside your own organization.

5. Printing the Daily Planner

The Daily Planner looks good on your screen, but it is also designed to be printer friendly.  Whether you are using the Status View or the Calendar View, the information on your screen can be quickly and easily put on a piece of paper.  For full instructions on using the Daily Planner, see Document 7.

5.1 - Selecting Which Components to Print - On the Daily Planner screen is a button labeled "Print Preview":

8 - Daily Planner Print Button

Before clicking it, however, you first want to make sure that only the information you want to print is on your screen.  The Status View screen attempts to create a comprehensive list of all of the currently active records in your database.  However, when you are printing, you may wish to select only part of your database.  To change how much data is displayed, click the "Customize" button and select the "Status View" tab:

7 - Customize Status

The full details of this screen are explained in Document 7.  For printing purposes, all you need to do is change whether or not a section is included in the Status View.  For example, if you do not want inactive Job Order and Job Order Activity records included, uncheck those checkboxes in the "Records with Active Dates" section.

The same is true of printing from the Calendar View.  If you wish to change the number of days displayed, simply go into the Customize window and modify the settings.

As soon as you click "Save", you'll be taken back to the Status View or Calendar View screen and be able to see your changes.  Once you have only the information you wish to print displayed, click the "Print Preview" button to continue.

5.2 - Print Preview Options - The Daily Planner print preview screen will show you exactly what will appear on your pages:

8 - Daily Planner Print Preview

The icons at the top of the screen allow you modify the presentation of the Daily Planner data on the page.

The Portrait and Landscape icons allow you to choose page orientation.

The Page Setup icon lets you change margins, fonts, and what kind of information (page numbers, the date, etc.) is included in Headers and Footers.

The Header/Footer icon controls whether or not the Header and Footer information is displayed.  Click it once and the information will appear on the preview.  Click it again and it will disappear.

The View icons change how you see the preview.

The percentage icon, Shrink to Fit in the above example, will determine how small or large the on-page text will be.

Once you have the page setup the way you like, just click the Print Icon to send the Daily Planner to your printer.
5.3 - Why Print the Daily Planner? - The Status View in the Daily Planner is a comprehensive “Pipeline Report” suitable for use in staff meetings, or simply for your own review and analysis. This is one of the most important report formats in any recruiting organization. It pinpoints the exact status of every candidate currently under consideration for every job in the organization. The Daily Planner creates this report directly from the records in your database, and so is always accurate and up to date.

The Daily Planner is also a good place to create call lists based on any of the (customized) date fields in the Candidate record, such as Recruiting Call, Follow-Up Call, or Marketing Call. Calls can be made from the view of the Daily Planner on the screen (items in the list are linked to the corresponding records) or from a printed (paper) version.

A “Print Preview” button in the Daily Planner itself allows you to see any report before printing it (or creating a PDF file), so, if necessary, you can use the Customize button to add or remove sections of the report.