Have you ever misplaced a record? It’s very difficult to permanently erase information from PCRecruiter unintentionally, so usually a record that seems to be gone is simply not where you’re looking for it. This week’s Two Minute Tuesday looks at some techniques for locating these ‘lost’ contact records.
If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net
Weâre back with a fresh Two Minute Tuesday, Main Sequenceâs series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.
There are few things more confounding than trying to find a record you know should be there, but it just isnât. In this weekâs edition, weâre going to look at ways to find a seemingly lost contact. In almost all cases, the record is still there. You just have to know where to look.
If you think the record may have been deleted, the first place to check is the Recycling Bin. In older versions of PCR, this was on the MyPCR screen, but in PCR 9 youâll find it at the bottom of the System menu.
When you delete records in PCR, they arenât actually erased â theyâre simply removed from the searching indexes, compressed to save space, and sent to this Recycling Bin. If you do see the missing record here, you can use the âRestoreâ link to send it back to where it came from. Youâll only see your own deleted items, but admin users can use the pulldown to get to records deleted by anyone at all. If you do want to permanently delete one or more items, you can check the boxes at the left, and use the âRemoveâ button.
If the person we were looking for doesnât seem to be in here, itâs likely that heâs still in the database, but some or all of the data on his record has been somehow replaced, making him harder to locate.
Letâs say we were searching for the candidate by name and he didnât come up. Perhaps someone has changed the first name from Bobby to Robert, so weâll try searching for him by email address instead. Unfortunately, thatâs not finding him either.
If we canât locate him by his fields, we might be able to find him by his keywords. If his name and email fields were both altered, but his resume or profile is still attached to the record, then a keyword search for his name or other identifying data in those documents may bring up whatever record those items are attached to. Weâre going to wrap the name in quotes so we find only occurrences of the first and last name together in that order.
But what if this is a client or some other contact that has no resume? Thatâs where the Activity text search box can come in handy. Weâll click âActivitiesâ in the main menu, choose a likely date range for some interaction with that contact, and enter the name into the âText Searchâ box.
Here he is! It looks like these activities are attached to someone with a different name. Letâs find out why. From the navigation menu on the Name record, weâre going to choose the âChange Logâ. This area lists all major alterations made to this record, with date, time, username, and the original value. Aha. Here we can see that another user replaced all of Bobbyâs info with someone elseâs a few days ago. Now we just need to make a new record for this other personâs info, and put Bobbyâs data back the way it was.
Of course, if none of these methods pan out, you can always check out the Snapshot backup from the previous day, or get in touch with Main Sequence support about restoring from an earlier archive.
For more Two Minute Tuesdays, subscribe to this YouTube channel, follow us on Facebook, LinkedIn, or Twitter, join the PCRecruiter LinkedIn users group, and watch our blog posts on your PCR login screen. If you have any topics or suggestions for future Two Minute Tuesdays, send an email to twominutetuesday@mainsequence.net.
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