The File Search tab is used to list Candidates found by searching the database. Use the File Search tab to review Candidate profiles, communicate with Candidates by voice, email or mail, record results of screening actions for each Candidate, and record status codes for the Candidates.
To Set Candidate Status in a File Search List:
1.Click the Research tab then click the File Search tab.
2.Click the bell Update Call Status icon.
3.Select Yes or Possible or No. Symbols are used for the status code.
4.Click OK.
To Add Candidates to the File Search List in a Project:
5.Click the Research tab then click the File Search tab.
6.Click the Binocular icon to search for Candidates.
NOTE: Acceptable Candidates must be moved to the Contact Register list.
To View the File Search List on a Project:
1.Click the Research tab and then click the File Search tab.
2.Click the Binocular icon to search for Candidates. See search methods described elsewhere.
3.For each Candidate on the File Search list, review the Candidate's profile.
4.If necessary, communicate with each Candidate by voice, email or mail.
5.Record results of screening actions for each Candidate, by clicking the Search Contact Record icon.
6.Record Status codes for each Candidate.
7.Select File Search Candidates and assign them to the Contact Register.
Candidate List:
•Candidates in the list may be reviewed for suitability, emails sent to them, or letters created, using the icons above the list.
•Candidates in the list shows these status columns:
M = Message Left, indicated with a Yellow, Blue or Red bell symbol. This Status carries across to all Candidate lists in the Project, but does not carry across to other Projects involving the same Candidate.
S = Candidate Status, with values of Yes, No, or Pending. Carries across to all Candidate lists in the Project.
R = Relative Rank, a one to ten character value. Relative Rank is only associated with this list.
R2 = Relative Rank2, a one to ten character value. Relative Rank2 is only associated with this list.
C = Client Block Status (Yellow or Red).
P = Project Block Status (Yellow or Red).
SCR = Search Contact Record (SCR). One per Candidate per Project.
TO = Turn Off Indicator (red for To-do, green for Done). Shows as Red or Green check mark.
CV = CV or Resume is present (√ ) or is blank if not present.
E = Email is present for candidate
Candidate Status Codes:
•For a selected Candidate, a right-mouse click sets R = Relative Ranking and S = Selection Status codes.
•A Message Left for a Candidate shows a bell symbol, 
in the M = Message Left column.
•A Search Contact Record (SCR) for a Candidate shows a red check mark √ in the SCR column.
•An Acceptable Candidate, from the Recruiter's perspective, has a red check mark √ in the S = Candidate Status column.
•A Pending Candidate, from the Recruiter's perspective, has a ? in the S = Candidate Status column.
•An Unacceptable Candidate, from the Recruiter's perspective, has a 
in the S = Candidate Status column.
Candidate Blocking Rules:
•A Candidate blocked as an employee of a Client organization has a Yellow bar in the C = Client Block column.
•A Candidate blocked as a Client team member has a Red bar in the C = Client Block column.
•A Candidate blocked as a Placed Candidate has a Red bar in the C = Client Block column.
•A Candidate blocked as a Candidate on another search, prior to the Internal Interview stage, has a Yellow bar in the P = Project Block column.
•A Candidate blocked on another Search and is at or past the Internal Interview stage, has a Red bar in the P = Project Block column.
•Selected Candidate(s) who are not blocked may be forwarded to the Contact Register list by clicking the Move Candidates to Next Stages icon then clicking the Move to Contact Register.
To Sort a Candidate list:
1.Click once on a column heading.
2.Click again to reverse sort the column.
To Find a Candidate in a List:
1.Click the column header called Candidate Name to sort the column in ascending sequence.
2.Press CTRL+ F.
3.Enter the first few letters of the last name to start a search.
To Zoom to a Candidate's Profile:
1.Select a Candidate.
2.Click Zoom to Candidate icon, 
.
3.Close Zoom window to return to Candidate list.
To Set the Message Left flag:
4.Select a Candidate.
5.Click the Update Call Status icon, .
6.Click the Message Left checkbox.
7.Click OK.
To Set the Candidate Status flag:
1.Click the Update Call Status icon .
2.Set Status to either Yes, Possible or No.
3.Click OK.
To Create a Search Contact Record (SCR) for a Candidate:
1.Select a Candidate in the list.
2.Click S to create and view a Search Contact Record (one SCR per Candidate per Project).
3.Edit and save the SCR.
4.An Activity History record is created for the SCR (of type Search Contact Record).
To Create an Activity History Record for a Candidate:
1.Select a Candidate in the list.
2.Click H to create an Activity History record (many per Candidate per Project).
3.Edit and save the Activity History record.
To Multi-select Candidates in a List:
1.Hold down the Ctrl key then click the required rows.
To Send a BCC email to Selected Candidates(s):
1.Multi-select Candidates in the list.
2.Click the E-Mail to Selected Candidates icon 
.
3.Set Recipient Type as BCC.
4.Click OK.
To Send Customized Emails to Selected Candidates:
1.Multi-select Candidates in the list.
2.Click E-Mail to Selected Candidates icon .
3.Click the Send Email using Mail merge from Template icon.
4.Edit the subject line.
5.Click OK.
To Email Resumes/CVs of Selected Candidates to a Hiring Manager:
1.Multi-select Candidates in the list.
2.Click E-Mail to Selected Candidates icon .
3.Click Send selected Candidates’ resumes option.
4.Click OK.
5.Select a Word mail merge template.
6.Double click to send multiple emails.
To Link a Candidate’s name into a List:
1.Click the red Attach New Candidate icon, 
.
2.Search for the Candidate in the database.
3.Select the required Candidate.
To Remove Candidate name(s) from a List:
1.Multi-select Candidates in the list.
2.Click Remove from Potential Candidates icon, 
.
3.The names are deleted from the list.
To Add more Candidates to a List:
1.Click the black Search for Candidates icon, 
.
2.Search for the required Candidates,
3.Or re-use Candidates from existing lists or other Projects.
To Copy Selected Candidate(s) to the List for Interview:
1.Multi-select Candidates in the list.
2.Click Move Candidates to Next Stages icon, 
.
3.Click Move to List for Interview .
To Show Activity History for a Candidate:
1.Select the Candidate.
2.Click the Show All Activity History icon, 
.
To Remove Candidate(s) from a List:
1.Multi-select Candidates in the list.
2.Click the blue Remove Candidates icon, .
3.This will not delete the profile of the Candidate.
To Preview and Print a Report for the Candidate List:
1.With Administrator rights, right-click Print Report for Candidates then assign a report template to the icon.
2.Click the orange Print Report for Candidates icon, 
.
3.Preview the pre-assigned report and print if necessary.
To Perform a Single Document Mail merge for Selected Candidate(s):
1.Multi-select Candidates in the list.
2.Click Create Letters for Candidates icon, 
.
3.Click OK in the Select Option dialog box (leave default settings).
4.Double-click the required Word template.
5.Enter Document name.
6.Click OK.
7.Merged document is archived in Project > Documents tab.
To Perform an Individual Document Mail merge for Selected Candidate(s):
1.Multi-select Candidates in the list.
2.Click Create Letters for Candidates icon, .
3.Uncheck Create Single Document.
4.Click OK in the Select Option dialog box.
5.Double-click the required Word template.
6.Enter Document name.
7.Click OK.
8.Merged documents are archived in Project > Documents tab.