What Automatic Reporting Really Means

In the previous post, I described a wide variety of reports that can be generated using the combination of RESUMate’s Export Wizard and Microsoft Excel.  I listed 14 possible report titles, and indicated that this was not an exhaustive list, but rather a starting point to get you thinking about what kinds of reports you’d like to extract, automatically, from your database file.

By saying “automatically,” I’m referring to the fact that every day, in the normal course of business, you are adding data to the various fields that make up your RESUMate database.  Any of these fields can become columns in an Excel file, so there is certainly no need to do any more keyboarding to create reports.  In just a few seconds, the Export Wizard will create the report for you.  All you need to do is select which fields in RESUMate you would like to see assembled into a report format.

The Export Wizard is started from the icon at the bottom of the stack of icons that appear down the left hand side of the screen.  All you need to keep in mind is that the Wizard will export all records from the currently active window on your screen. 

So if your active window is displaying all of the Candidate records in your entire database, then clicking the Export Wizard will create a spreadsheet which will contain one row for every Candidate you have in the database.  Of course, the same is true if you are in your main Client or Job Order window.

If, however, your active window is displaying a search result (or a Group), then the spreadsheet will contain one row for each record in the search result (or Group).  In practical terms, this means that the typical starting point to create a report is a search.  Here are some typical searches that create active windows that can be used to create reports:

  • A search to find all of the candidates entered in any time period, either in total, or limited to a specific recruiter.
  • A search to find all clients or job orders entered into the database in any time period, either in total, or limited to a specific recruiter.
  • A search to find all candidates in the database who are actively in some stage in the interview process (a 1-click search)
  • A search to find all jobs in the database that have at least one candidate at some stage in the interview process (again a 1-click search)
  • A search to find all clients in the database who are interviewing at least one candidate you have submitted (another 1-click search).

Once the search result is on your screen, click the Export Wizard icon at the bottom of the icon row on the left side of the screen.

This is a “Wizard” function, which means it will contain a short series of dialog boxes, with on-screen instructions for each individual screen, and a “Next” button at the bottom of the dialog box.  Depending on some of the selections you make along the way, there will typically be 8 or 9 individual dialog boxes that you will need to deal with.

Most of the dialog boxes will require just a few seconds to complete, and the default settings are typically what you’ll want anyway.  But the key to creating reports is the box in which you select which specific fields you would like to become column titles in the Excel file.

For candidate records, this box is quite simple, but for client and job order records, there are some very powerful new options that will need a bit more explanation, which I’ll do in the next post.

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