Quick Searching
Setting Defaults
Categorizing Results
Keyword Searching
Advanced Searching
Searching within a rollup list
Building Custom Search links
Keyword Coding
Activity Searching
Quick Searching a Company, Name or Position
Quick Searches are used when searching a specific field. When using quick search, you can search up to three fields for records that match the criteria specified.
1. Click Company, Name or Position on the main toolbar depending on the type of record(s) you want to find.
2. Select the field to search.
3. Enter search criteria.
4. Click Search to display results.
Hints & Tips
· PCR searches for records where the data in the selected field “starts with” the search value entered.
· If you want to find records where the selected field contains the text entered as the search value, insert the percentage sign (%) before the text.
· Separate multiple search values with a comma (i.e. OH,MI,IN)
· The search is not case-sensitive.
· Click the arrow next to Menu to retrieve the 10 most recent records you worked
· You can change the dropdowns and enter criteria, then click the Save As Default box. Each time you return to this screen, the fields chosen and search values entered will display automatically.
· The more search criteria you enter, the more targeted your search will be, which results in fewer records returned.
· To find all name records that have a resume associated with the record, select Resume Y/N as the field to search and then enter Y as the search value.
· To find all name records that have an email address, select Email Address as the field to search and then enter %@ as the search value. This will find all records where the email address field contains the @ symbol, which is part of all email addresses.
· When searching by Status, you must use the abbreviation. See Related Topics below.
Customizing Search Options and Results
After clicking the Company, Name or Position button on the main toolbar, the “Quick Search” screen is displayed. Each user can select which fields should display as a default and the search values. Once selection is made, user must click the Save as Default box and then the Search button. When user returns to the search screen, the options will display as the default.
Users can also change the default search fields by clicking the Customize link at the top right. This screen enables you to select which fields a user is able select as a field to search, and how search results are displayed.
To select which fields a user can select when searching:
1. The Customize Search Screen Item List area contains two boxes. The box at the left contains all fields in the database. Select the fields users can search on using one of the following methods:
o To select one field, click on the field name.
o To select multiple fields, press and hold the Ctrl key on the keyword as you click on each field name.
o To select a range of fields, click on the first field name in the range, then press and hold the Shift key on the keyword as you click on the last field name in the range.
2. Click the Add> button to move the selected fields names to the box at the right. The box at the right stores the selected field names. If no fields are selected in the box at the right, PCR will display all fields in the database.
3. Scroll to the bottom of the screen and click Save.
To customize the display of search results:
1. Scroll to the Customize Search Results Layout area of the screen and click in the desired column. The Select field will become active and provide options for inserting a new row and selecting a field.
2. Once selection is made, enter a value to determine the width of the column.
3. Using the Default Sort dropdown, select which column’s criteria should be used to sort the results as a default.
4. Using the Rows per Page dropdown, select how many records should be displayed per page when viewing search results.
5. Click Save.
Categorizing Names Using Status
Status / When Used / Typically Linked To / Status Abbr.Unverified / When resumes are imported via The Inhaler but the record has not been verified to have imported properly. Once the record has been verified, it is common practice to change the status to Candidate. / Default Company / U
Candidate / When the person has the potential to be a candidate. Candidate is the default status for names that are added to companies specified as "Available." / (Available) / C
Developed/ Qualified / When you have talked to and qualified the candidate's skills, experience and motivation to change careers. For example, you will use this status after taking a complete profile on the person. / (Available) / D
Employee / When the person works for a company that you have established a business relationship with and should not recruit from, but the person does not have authority to make hiring decisions. For example, you would use Employee to categorize your hiring authority's assistant. When you search for names, people with this status will have the red symbol next to their name. This purpose of the symbol is to alert you that you should not attempt to recruit the person since they work for your client company. Employee is the default status for names that are added to companies specified as "Client Company." / Client Company / E
Hiring Authority / When the person has the authority to make hiring decisions. When you search for name records, people with this categorization will have the red symbol next to their name to indicate that they should not be recruited since they work for your client company. This status and symbol makes it easier to identify whom to talk to when developing clients. / Client Company / H
Submitted / Can be used when a name has been submitted for a position. However, this status is not automatically changed by the system and the red symbol is not inserted next to the name. / (Available)
Default Company / S
Offer Accepted / When the person has accepted an offer, but is not necessarily placed yet. Can be used when person has accepted the offer but has not yet started. This is not automatically changed by the system. / (Available)
Client Company / O
Placed / When you search for name records, people with this categorization will have the red symbol next to their name to indicate that they should not be recruited since it is unethical to recruit someone you placed. / Client Company / P
Contractor / Temp / When the person is available for contract/interim employment. "Available" and a green circle appears with the name to indicate that the person is currently not on assignment. / (Available)
Default Company / T
Not Available / Used mainly for contractors to record that they are not available to work at the moment. This is not automatically changed by the system / (Available)
Default Company / X
On Assignment / When a person is placed for a contract/interim assignment. When adding a Contract Placement, the system automatically changes the candidate's status to On Assignment. The clock symbol appears at the top of the name record along with the company name and assignment’s begin and end dates until the person starts the assignment. Once on assignment, the red circle symbol appears with the company name and assignment begin and end dates. When the assignment ends, "Available" and a green circle appears with the name to indicate that the person is currently not on assignment. / (Available)
Default Company / A
Reference / When you are adding a person who will provide a professional reference for a candidate. / (Available)
Default Company / F
Internal / Organizations rather than recruiters use this status. It can be used to indicate that the person is an employee of your firm. / I
Please note that when searching the database, you must use the letter in the last column as the search value when searching the Status field. Keyword Searching Companies, Names or Positions
Keyword searches look for text that has been entered in notes, keywords, resumes, summaries, job descriptions, and candidate profiles.
Keyword searches work the same for all record types. PCRecruiter indexes free-form text so that any word greater than 2 characters in length may be located in a search. Items of 2 characters or less in freeform text cannot be searched.
1. Click Company, Name or Position on the main toolbar.
2. Click Keywords.
3. Enter search criteria following the rules in table below.
4. Click Search.
To Find / Enter AsTo find records that have at least one of the words (broadens) / word1 word2 word3
To find a phrase / “phrase”
To find records that have a word or a phrase / word “phrase”
Records where a word or phrase must be in the search results (narrows) / +word1 +word2 +”phrase”
If a word or phrase must not be in the search results (excludes) / -word -”phrase”
Hints & Tips
· The List button opens your keyword tables loaded to your database. You can select from this table to insert keywords into your search.
· Open Saved Search allows you to retrieve a previously executed search.
· Search Tips reminds of searching rules.
· Suggest Concept displays other words that you did not request, but are commonly found along with your search terms within database records. This is helpful to find other words to expand your results. However, this is only available when keyword searching names.
· Match Whole Word and Match Part of Word controls how PCR will search for the word. For example, if you were to select Match Whole Word and the keyword was engineer, PCR will only look for engineer. However, if you select Match Part of Word you would get more results because PCR would find engineer, engineers, and engineering.
· vLimit To dropdown searches specific areas. The dropdown options are All, Resumes, Notes (keywords), Summaries, and Profiles.
· Limit your search to specific cities, states or countries. The Limit To Zip option allows you to enter a zip or click the button to the right of this field, enter the zip and select the radius in miles. The zip codes in the specified radius are entered into the search. The maximum radius is 100. However, if you need to target a geographical area beyond 100 miles, you can enter a partial zip code. Each digit you add narrows your search geographically
· You can also limit a search to people who are linked to a specific position, a person’s work phone number, names on a specific Rollup list, records owned by a specific user, the date the Name record was created, or date of last activity.
Advanced Searching Names
About New Advanced Name Search
The Advanced Search provides more flexibility than Keyword Search. The Advanced search allows you to search all fields for that record type in addition to keywords, whereas the Keywords had limited filtering options. Use Advanced Search when, you need to:
· Search more than 3 fields.
· Combine field and text searching.
· Refine a rollup.
· Perform a radius search.
Please note that the New Advanced Search screen displays when select to perform an Advanced Search for Name records. The New Advanced Search has several advantages over the Classic Advanced Search:
· User-friendly interface
· Ability to enter more than one search value when searching predefined or custom fields.
· Ability to search names that are on a specific rollup or not on a specific rollup.
· More complex Conjunction Operators include And, Or, End Group (And), and End Group (Or).
· Ability to save search criteria with a name for later use vs. viewing 200 recently executed searches.
Performing a New Advanced Name Search
1. Click Name on the main toolbar.
2. Click Advanced.
3. To open a saved search, click the Open link at the top-right corner of the screen and select the search name.
4. Do one of the following:
o To search pre-defined or custom fields:
1. Select Predefined Fields or Custom Fields in the dropdown.
2. Select the field to search.
3. Select the comparison operator:
Operator / When usedLike. / Select this operator to search for records where the field's text begin with the same characters as the search criteria.
Not Like / Select this operator to search records where the field's text does not begin with the characters specified as the search value.
Greater-than / Select this operator to return all matches whose numeric value are greater than the value entered.
Less-than / Select this operator to return all matches whose characters are less than the search criteria.
Less-than Equal / Select this operator to return all matches whose characters are less than or equal to the search criteria.
Greater-than Equal / Select this operator to return all matches that are equal to or greater than the search criteria.
Equal / Select this operator to return all matches that are the same as the search criteria.
Not Equal / Select this operator to return all matches except those that are the same as the search criteria.
Is Empty / Select this operator to return all matches whose fields are Null.
Is Not Empty / Select this operator to return all matches whose fields are not Null.
4. Enter the Search Value. When using New Advanced Name Search, you can enter multiple values separated by a comma (e.g. oh,mi,in,il).