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Two Minute Tuesday: Position Templates

Written by Andrew Rothman on . Posted in Two Minute Tuesday

In this week’s video, we’ll talk about saving time while entering positions by using default values in fields as well as saving whole position records as templates for later use.

Follow us on Facebook, Twitter, LinkedIn, join our LinkedIn Users Group, or YouTube to stay in the loop, and watch the lower portion of of your PCRecruiter login screen for all the latest blog posts and updates.

If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net

Video Transcript

We’re back again with Two Minute Tuesday, Main Sequence’s series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.

There are a few ways to shortcut the entry of position records… particularly if you are always putting the same info into the same fields. Today we’re going to look at Position Templates as a way to save and recall job info that you use regularly.

Before we jump to the templates, let’s take a quick refresher on setting default values for fields. If we have one or two fields that we always put the same values into when creating any new job, we can preset them in our own custom record layout. We click on the Customize option in the Action menu from any job, and then find the field we want to alter. The menu icon to the right of the field brings up the option to set a Default starting value for that field. We can always change the value afterward, as long as the field hasn’t been marked as Read Only.

One commonly set Default that requires some special handling is the “Show On Web” dropdown, which indicates whether the job is visible to the outside world in your PCRecruiter job board or job feeds. It normally defaults to the ‘Show’ option, but if you’d like all of your fresh jobs to begin offline, even if they’re marked as ‘Available,’ you can set the Default value to “-1”. This translates to the ‘Do Not Show’ setting.

Ok, so what if we have a more complex job template that we want to store and reuse, including job description contents and so on? First, we find an appropriate existing job, or create a job record specifically to use as a source. We can delete this job after we’re done, although some users will create a ‘Templates’ company record and keep all of their template jobs there for reference or later use.

After saving the job, we use the ‘Templates’ option in the Actions menu. We’ve got a list of the existing templates above, and an option at the bottom to add the current job as a new template. The template name will automatically be set to the title and ID of the current job, but we can change the name to anything that we want. We can also include a brief description of the template. Then we save it.

Now, let’s use the plus icon to add a new job to the database. At the bottom of the ‘Add Position’ window, there’s a “Use Template” option. We find the template we want, and use the ‘Action’ pulldown to select it. The same pulldown is used if we ever want to delete any templates. The system will then populate all of the fields from the template into the record we’re creating. We can make any changes we need, and then save this new job.

One last thing to bear in mind is that templates can only store and recall fields that are visible on the screen at the time, so if your custom position layout doesn’t have some of the fields that the template was built to fill in, they’ll be left blank on your new position.

For more Two Minute Tuesdays, please follow us on Facebook or Twitter, join the LinkedIn PCRecruiter Users group, subscribe to this YouTube channel, and watch our blog posts on your PCRecruiter login screen. If you have any ideas for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.
We’re back again with Two Minute Tuesday, Main Sequence’s series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.

There are a few ways to shortcut the entry of position records… particularly if you are always putting the same info into the same fields. Today we’re going to look at Position Templates as a way to save and recall job info that you use regularly.

Before we jump to the templates, let’s take a quick refresher on setting default values for fields. If we have one or two fields that we always put the same values into when creating any new job, we can preset them in our own custom record layout. We click on the Customize option in the Action menu from any job, and then find the field we want to alter. The menu icon to the right of the field brings up the option to set a Default starting value for that field. We can always change the value afterward, as long as the field hasn’t been marked as Read Only.

One commonly set Default that requires some special handling is the “Show On Web” dropdown, which indicates whether the job is visible to the outside world in your PCRecruiter job board or job feeds. It normally defaults to the ‘Show’ option, but if you’d like all of your fresh jobs to begin offline, even if they’re marked as ‘Available,’ you can set the Default value to “-1”. This translates to the ‘Do Not Show’ setting.

Ok, so what if we have a more complex job template that we want to store and reuse, including job description contents and so on? First, we find an appropriate existing job, or create a job record specifically to use as a source. We can delete this job after we’re done, although some users will create a ‘Templates’ company record and keep all of their template jobs there for reference or later use.

After saving the job, we use the ‘Templates’ option in the Actions menu. We’ve got a list of the existing templates above, and an option at the bottom to add the current job as a new template. The template name will automatically be set to the title and ID of the current job, but we can change the name to anything that we want. We can also include a brief description of the template. Then we save it.

Now, let’s use the plus icon to add a new job to the database. At the bottom of the ‘Add Position’ window, there’s a “Use Template” option. We find the template we want, and use the ‘Action’ pulldown to select it. The same pulldown is used if we ever want to delete any templates. The system will then populate all of the fields from the template into the record we’re creating. We can make any changes we need, and then save this new job.

One last thing to bear in mind is that templates can only store and recall fields that are visible on the screen at the time, so if your custom position layout doesn’t have some of the fields that the template was built to fill in, they’ll be left blank on your new position.

For more Two Minute Tuesdays, please follow us on Facebook or Twitter, join the LinkedIn PCRecruiter Users group, subscribe to this YouTube channel, and watch our blog posts on your PCRecruiter login screen. If you have any ideas for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.

Two Minute Tuesday: PCR Capture

Written by Andrew Rothman on . Posted in Two Minute Tuesday

This week, we’re looking at the newly updated PCR Capture extension for Google Chrome. Capture is a free add-on for Chrome that saves PCRecruiter users data entry time when creating contact records from the web. Download it from the Chrome Web Store now.

Follow us on Facebook, Twitter, LinkedIn, join our LinkedIn Users Group, or YouTube to stay in the loop, and watch the lower portion of of your PCRecruiter login screen for all the latest blog posts and updates.

If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net

Video Transcript

It’s time for another Two Minute Tuesday, Main Sequence’s series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.

This week, we’re taking a look at PCR Capture, the free extension for Google Chrome that saves data entry time by importing and updating contacts in PCRecruiter from website content.

To install it, we just search for PCR Capture in the Chrome Web Store, and click ‘Add to Chrome’. Once we’ve added the extension, the PCR logo appears in the toolbar. This will display a notification icon whenever you land on a supported web page.

When we first open the plugin, we need to enter our PCR login URL, username, password, and database. Once that’s done, we’re ready for action. First, let’s check out the Options panel.

Capture has a Basic mode and an Advanced mode. In Basic mode, any contact we capture is handled automatically with no added user interaction. We’ve got the option to create all contacts under the database’s Default Company, the company name detected in the contact’s data, or a specific company record we define here. We can also select a Rollup list to add all of the captured names to.

In Advanced mode, we have the ability to view, confirm, manipulate, and augment the contact data before saving it. We also get manual control over duplicate merging. This last option lets us disable the confirmation popups after each capture, or to set them to automatically close after a moment. Let’s enable Advanced mode for this demonstration, and walk through a sample Capture.

We’ve browsed to a web page that PCR Capture recognizes, and so a popup appears here in the corner, prompting us to capture the contact. The icon on the toolbar also gets a green plus. When the Capture panel opens, we see that there’s already a record in the database that matches this one to a significant percent. We could click to go ahead and add this contact as a new one, but we’ll click the existing matching record and select ‘Next.’ The detected company data also has a match. We can either use it, or search and select a different company. We click ‘Next’ again. On the final screen, we can review the data and choose which information to keep. The icons along the side show whether each data point is coming from the existing record in PCR, or the site we’re capturing from. We can click on each field and select which version of that data point we want to keep, and we can use these buttons to add additional info by hand before saving. The notification popup here confirms that the record was updated, and we can click on it to jump right to the record.

PCR Capture is totally free, and will update automatically as our team adds more exciting new features and functions in the future.

For all the latest on PCRecruiter, watch our blog posts on your PCR login screen, follow us on Facebook, LinkedIn, and Twitter, join the PCRecruiter LinkedIn users group, and subscribe to this YouTube channel. If you have any topics or suggestions for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.

Two Minute Tuesday: Resume Inhaler

Written by Andrew Rothman on . Posted in Two Minute Tuesday

While the tools in the PCR web interface and the PCR Portal for MS Outlook allow us to drag in a bunch of resumes and parse the contact info from each one to create a new record, this still requires manual confirmation for each record. If we’ve got a backlog of CVs on the hard drive or an email account that’s just collecting incoming resumes, being able to pull all of them into the database without reviewing them one by one can save a ton of time.

Follow us on Facebook, Twitter, LinkedIn, join our LinkedIn Users Group, or YouTube to stay in the loop, and watch the lower portion of of your PCRecruiter login screen for all the latest blog posts and updates.

If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net

Video Transcript

We’re back with a new Two Minute Tuesday, Main Sequence’s series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.

This week we’re giving you an overview of the PCRecruiter Resume Inhaler, an optional add-on that runs on your Windows PC. While the tools in the PCR web interface and the PCR Portal for MS Outlook allow us to drag in a bunch of resumes and parse the contact info from each one to create a new record, this still requires confirmation and interaction for each import. If we’ve got a backlog of resumes on the hard drive or an email account that’s just collecting incoming resumes, being able to inhale all of them into the database without reviewing them one by one can save a ton of time. The Inhaler will find and parse the contact data in each resume or CV, use its algorithms to identify the name, address, email, and so on, and then generate a Name in your database’s default company record with the resume attached.

Once the program has been installed and registered on the PC, we can configure it from this window – when its running in the background, the Inhaler simply appears as an icon in the system tray at the lower right. We can designate a directory on the local drive or network as the source, or we can connect to a folder on the local email program. We have the option to search for resumes in the subfolders of the selected folder, and also a checkbox to enable added capabilities for recognizing contact info from outside of the US. We can use the Actions panel to enable or disable these sources at any time, and to turn on the monitoring feature, which automatically checks for and imports new resumes from the specified locations every 15 minutes. If we leave the monitoring off, we can use the Actions menu to manually trigger an import at any time. While we’re here in this menu, let’s check out one or two of the key items found in the screens underneath it.

The Connection Settings panel is where we’ll enter our PCR login URL and account details. The Inhaler will put this username on the records it generates, and it’ll give all of the generated Names a status of ‘Unverified’ rather than ‘Candidate,’ so it’s easy to tell which of the records have contact data that hasn’t been vetted by a human yet. We can also specify a Rollup List in the target database to group the imported records for convenient review later on.

In the Preferences panel, we can adjust a variety of finer points, but the Link to Position items are probably the most powerful to be aware of. This feature tells the Inhaler to check the folder name or the email subject for a matching Position Id, so we can direct people to mention the Job ID when emailing their resume, and pull them right into the pipeline for the appropriate job. Check the article in our Learning Center (https://learning.pcrecruiter.net/resume-inhaler) for the specifics on setting this up. The Preferences panel also includes the settings for whether Resumes that appear to already be in the database should be ignored and moved to a ‘Duplicates’ folder, or whether the system should import them and optionally update the fields on the matching record with the newly imported contact info.

Also worth noting is the ‘Filters’ tab, which gives us the ability to assign incoming records to different users based on keywords found in the resume or the email. We can also set up additional mail boxes and directories to monitor, or additional databases to import to.
Once everything has been configured, we either enable the monitoring, or use the Actions menu to manually start the process, and we can see the new names arriving in the system immediately.

For more info on the Resume Inhaler, get in touch with your Main Sequence representative. And for more Two Minute Tuesdays, watch our blog posts on your PCR login screen, subscribe to this YouTube channel, follow us on Facebook, LinkedIn, and Twitter, and join the PCRecruiter LinkedIn users group. If you have any topics or suggestions for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.

Two Minute Tuesday: Drag & Drop in PCR Portal

Written by Andrew Rothman on . Posted in Two Minute Tuesday

Today we’re going to be looking at an exciting new feature for creating and working with contacts and attachments in the PCRecruiter Portal for Microsoft Outlook: Drag and Drop. You can download the latest PCRecruiter Portal installer / updater from this link (license key required).

Follow us on Facebook, Twitter, LinkedIn, join our LinkedIn Users Group, or YouTube to stay in the loop, and watch the lower portion of of your PCRecruiter login screen for all the latest blog posts and updates.

If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net

Video Transcript

It’s Two Minute Tuesday, time for a new edition of Main Sequence’s series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.

Today we’re going to be looking at an exciting new feature for creating and working with contacts and attachments in the PCRecruiter Portal for Microsoft Outlook. As of our most recent Portal update, you can now save time with the convenience of Drag and Drop. Let’s see how it works.

This email here contains some files that we want to attach to a Company in the database. We’ll locate the Company, open it, and now we’ll drag the email into the PCRecruiter area of the screen.

A number of options appear. “Add Company Attachment,” at the top, will allow us to take the email itself or any files that came along with it and attach them to the currently open Company record. We can create a Global Attachment instead by dragging to the option here at the bottom. We also have the option to generate a new Name record for this contact, using the ‘From’ email address on the message. If the contact is already in the database, we can also generate an Activity on their record.

If we’re back at the Company Search screen, we can still drag an email over, but now we’ll see all of the Recently Viewed companies currently displayed. We can select which of them to attach the files to. Paging through the recently viewed records allows us to attach the items to different Companies.

You’ll find the dragging feature extra helpful when you receive an email with an attached resume. If we view a Name record rather than a Company, the options at the top include adding or replacing the Resume for the current Name, in addition to those for creating general Attachments, or writing an Activity.

We can even apply this technique to Rollups. When a Rollup list is active in the viewing pane, dragging an email over will place the record bearing that email address on the current list. If the record doesn’t exist, we’ll be prompted to create it. And just like with names and companies, when we’re viewing the list of Recent Rollups, dragging an item into the window presents all of the current choices. We just drag to the one we want, and drop.

The drag and drop capabilities even work with multiple selections, allowing us to create several new contacts at once, add a group of Names to a list at the same time, attach multiple files to a record, and so on. Not only that, but we can even drag and drop resumes and other files from the local hard drive into the viewing panel just like we can with emails.

To try it out for yourself, make sure you’ve got the most recent Portal update installed, and if you’re an Outlook user but not using the PCR Portal, get in touch with your Main Sequence representative for details.

For more Two Minute Tuesdays, watch our blog posts on your PCR login screen, follow us on Facebook, LinkedIn, or Twitter, join the PCRecruiter LinkedIn users group and subscribe to this YouTube channel. If you have any topics or suggestions for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.

Two Minute Tuesday: Rollups on MyPCR

Written by Andrew Rothman on . Posted in Two Minute Tuesday

Today, we’ll look at storing key links to Rollup Lists on your MyPCR screen. This can be a great way to keep a shortcut to your key records, or to monitor new records as they get added to the system or to specific lists.

Follow us on Facebook, Twitter, LinkedIn, join our LinkedIn Users Group, or YouTube to stay in the loop, and watch the lower portion of of your PCRecruiter login screen for all the latest blog posts and updates.

If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net

Video Transcript

It’s time for Two Minute Tuesday, Main Sequence’s series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.

In an earlier video, we talked about how to store key search queries on your MyPCR screen, which is the configurable panel for your custom stats and links. Today, we’ll look at doing the same thing with your Rollup Lists. This can be a great way to keep a shortcut to your key records, or to monitor new records as they get added to the system or to specific lists.

Let’s say one of our sourcing experts is on the task of finding Pharmacists in Fargo. We’ve gone to the Rollups area and created a list for her to place the records onto as they’re added, so that they remain neatly grouped for later searching and sorting.

Now that the list is made, we can add a link to it in the Rollup Stats panel on our MyPCR screen. We’ll go to MyPCR and then open the ‘Customize’ option from the Action menu at the upper right. We’ll be going into the Rollup Links option from the sidebar.

We can use the arrow here to select the list. The default view in this selection window will be our most recently viewed Rollups, and since we’ve just created this list, it’s right at the top. If we wanted another list, we could use the ‘Rollups’ panel from the sidebar to search for it by name. Picking a list places the system’s internal code for that Rollup into the box.

The MyPCR screen will display the list by its designated name – Pharma Fargo in this case – but we can give it an alternate description in this area. For example, “Pharmacist Sourcing, ND.”

Every list can contain Names, Companies, and Positions, so we’ll need to specify with the dropdown which of the three record types we want to pay attention to here. In this example, it’ll be Names.

The last option sets the behavior of the record count that will appear next to the link. There are two numbers you can view: “All” and “Unread.” Every record that gets added to a Rollup starts off ‘Unread,’ as indicated by the starburst icon in the Select column. As you change the Stage of the records, or click on the name links to view the records in the lower frame, those records are flagged as having been read, and the date and time when the record was viewed or Stage was changed is logged in the ‘Date Read’ column on this list. These dates are specific to the current Rollup, so any given record may be ‘Read’ in the context of one list and ‘Unread’ on another.

We’ll opt to see ‘All’ and ‘Unread’ counts for this Rollup, and we’ll save the settings.

Now, each time we view the MyPCR screen, the numbers next to the list will show how many Pharmacists are currently on the list, and how many remain unread as of right now. We can then click on the link to view the list.

For more Two Minute Tuesdays, please follow us on Facebook or Twitter, join the LinkedIn PCRecruiter Users group, subscribe to this YouTube channel, and watch our blog posts on your PCR login screen. If you have any ideas for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.