RESUMate Pro is more than a search tool. It’s also a complete Customer Relationship Management (CRM) program. The Client database can contain both prospective clients as well as clients with whom you are already doing business. These prospective clients can be organized into sub-groups by location or by functional categories, so marketing campaigns can be created for specific target groups.
Often, the easiest way to add prospective client companies into your database is by purchasing a directory product such as Hoovers, which provides a wealth of information about a company, including location, annual sales data, employee head count data, plus names and job titles of key people at that company. All of this data is easily imported into RESUMate, such that a single company record is created, while at the same time, individual contact records are created for each of the people who work there. In fact, Any spreadsheet type of data can be used to create client and contact records in RESUMate.
As we’ll see, creating records from directories and spreadsheets is just the starting point for using RESUMate Pro as a tool for new business development. The Groups function makes it easy to implement other business development strategies, such as gathering testimonials and referrals, and keeping track of key decision makers and selected companies who need to be followed for new job postings.
Table of Contents
1. The Import Wizard - Whether you're talking about existing clients or potential clients, getting them into RESUMate quickly and easily means more time to spend actually developing new business.
1.1. Import File Types
1.3. The Benefits of CRM in RESUMate
2. Groups - Keeping people, companies and jobs organized is vital to any recruiting operation. The Groups function of RESUMate lets you keep track of exactly the things that are important to you.
2.1. Using Groups for Marketing
2.2. Sample Marketing Groups Names
1. The Import Wizard
1.1 - Import File Types - Any industry standard file format can be used to create database records in RESUMate. Acceptable file formats are Microsoft Access files, dBase files, and FoxPro files, but the most common starting point for an import is a Microsoft Excel file. If you can open a file in Excel, it can easily be imported into RESUMate.
The “native” file format for an Excel file has the file extension .xls or .xlsx. Files in this format can have multiple sheets, which makes them unsuitable for importing.
Before a spreadsheet file can be imported, it must first be converted to either a comma delimited or a tab delimited format. With the file open in Excel, click File | Save As. At the bottom of the dialog box, change the file type to either the Text (tab delimited) or CSV (comma delimited) file format. If the data inside any of the cells in the spreadsheet might contain commas, then choose the tab delimited format.
Typically, regardless of file type, one record in the incoming file creates one record in the RESUMate database. If the incoming file contains candidate records, then one candidate record is created in RESUMate corresponding to each row in the source file. If the incoming file contains client or job order information, then one client or job order record is created for each record in the source file.
1.2 - Importing
The example used here illustrates an important and highly useful exception to the "one row/one record" rule.
When importing files such as this Hoovers sample, in which each row in the spreadsheet describes one person, and one column in the spreadsheet identifies this person’s employer, then RESUMate’s Import Wizard can be instructed to create two records. One record is a company record, and the other is a contact person record, which is automatically linked to this Company.
The Import Wizard includes a series of dialog boxes, each of which has on-screen instructions. Simply read and follow the instructions for each step. Start the import process by clicking File | Database | Tools | Import Wizard.
Click the “Select File” button on the first screen to point to the file that is to be imported. Once you have selected the .csv or Tab-delimited file, click the "Next" button.
On the next screen, indicate whether the field delimiter is a comma or tab. Also on this screen indicate if the incoming file has a "header line". A header line means that the field labels are the first row of your export. For example, if you want the first row of your file reads "Last Name", "First Name", etc., that's a header line.
On the next screen, indicate which type of record is to be created. If the incoming file is in the format of the Hoovers file shown previously, choose Company Window and check the box “Also import linked Contact Window records”.
The incoming information column lists all of the column titles in the incoming spreadsheet. Sample data from each selected column is shown in a box below in case the column title is ambiguous.
Use the Destination sections to the right of the Sample Data box to select the exact location in the RESUMate record for the selected column from the spreadsheet. Select from 3 general categories: “Field” (for Date and Text Fields), Phone/E-mail (for contact info), and Memo (for longer text). You can also choose “Do not copy” if the selected column in the spreadsheet is not to be imported.
If either Field, Phone/E-mail, or Memo has been selected for either record type, then a detailed list will appear from which the exact location in the RESUMate record can be selected. The selection made here will then appear in the Destination column corresponding to the field highlighted in the Incoming information column.
This next screen raises the important question of how duplicate records should be handled.
Three choices are presented for any record type that is being imported. Choosing either of the top two radio button choices will eliminate the possibility of creating duplicate records for either companies or linked contact people. Choosing the third radio button will allow duplicate records to be created.
This screen in the Wizard deals with three final issues. Checking the top box “Auto-Classify incoming records” will cause any incoming data that has been directed to a Memo section to be matched against the Classification Table in this database.
Checking the box “Mark Contact window records as ‘Contact Only’” marks all of the attached Contact person records with the Contact Only attribute.
Checking the final box “Assign imported records to Groups” will automatically assign a Group name to all records being added to the database from this import function. You can even create a new Group name right from this Import Wizard screen.
This useful tool allows you to isolate just these new records being introduced into the database at any time in the future. Just click the Group name from the Groups tab at the top of the RESUMate screen to open a new window displaying all of the records you have just added to the database.
Click the “Begin” button on this final screen to start the import process. A progress bar will appear. Once the import is complete, click Close to return to your main database view, and the imported records will now be included in your RESUMate database file.
2.1. Using Groups for Marketing - The Groups function in RESUMate is described in detail in Topic 5: “Keeping Your Searches Organized.” In addition to assigning records that are being imported into the database into a Group for follow up marketing purposes (as described above), here are 8 other Group names that will be useful when using RESUMate as a marketing tool.
Use this list as a starting point to create Group names of your own that will organize your People and Company records to support specific marketing practices that work for you.
2.2 Sample Marketing Groups Names - Everyone uses Groups differently. You might want to have a Group for people who left you a voicemail, you might want to have a Group for people who I want to stay in touch with, etcetera.
- Key decision makers
- People who have given me referrals
- People who should be solicited for referrals
- Hiring managers who’ve provided testimonials
- Hiring managers who should be solicited for testimonials
- New business development target companies
- Companies in my core competence area
- Companies to be followed (for new job postings)