In our latest Two Minute Tuesday video, we’re looking at Mail Tagging in the PCRecruiter Portal for MS Outlook. This recently-released feature lets you color-code senders in your Outlook inbox based on the Status field from their name in PCRecruiter.
If you have any comments or suggestions for something we can explain in about two minutes, send an email to twominutetuesday@mainsequence.net
Welcome back for another Two Minute Tuesday, Main Sequenceâs series of short videos with tips, tricks, and tutorials to help make you a more powerful PCRecruiter user.
In this weekâs edition, weâre going to look at the new Mail Tagging enhancement available in the PCRecruiter Portal for Microsoft Outlook. This new option lets you color-code your emails based on the status of the contact record in PCRecruiter, making it easier to spot emails from candidates, clients, managers, and so forth in your inbox.
First off, youâll need to make sure that youâve got the latest version of the Outlook Portal. If the feature weâre reviewing in this video doesnât seem to be there when you open Outlook, youâll want to visit the Downloads area of our website at PCRecruiter.net to get the latest installation file.
Now weâll launch Outlook and check it out. The first step is to open the âOptionsâ item from the PCR Config section. Before proceeding, youâll want to verify that the âServer IP/URLâ section points to www2.pcrecruiter.net, rather than simply www.pcrecruiter.net. The âwww2â URL is the current PCRecruiter hosting domain, and this new feature requires Portal to be connected to the current PCR servers rather than the older PCR 8 version.
Now weâre going to select the new Mail Tagging tab. In the dropdown at the top, weâre going to select the email account that weâre working with in the Portal.
Next, weâre going to use the âConfigure Category Colorsâ option. This pops up Microsoft Outlookâs own Color Categories tool. Iâm going to create a âCandidatesâ category thatâs green, a âHiring Authorityâ category thatâs blue, an âOn Assignment category thatâs purple, and a âReferenceâ category thatâs orange.
Now we can use the checkbox list to associate some or all of PCRecruiterâs Status options for Name records with a category color. We can associate multiple statuses with the same category if we want to â for example, we can place emails from Hiring Authority, Employee, and Manager records all in the same blue category. When weâre done lining everything up, we click âSave & Closeâ.
As a final step, weâll right-click on the headings in the message list, and choose âView Settingsâ. Weâre going to click on âColumnsâ and add the âCategoriesâ column to the view.
Now, whenever we check email, the Portal will look up the senderâs address in our primary PCRecruiter database, and will color-code these messages based on the Status field on the Name record. If the same email address is found on more than one Name, the color code will be based on the record that was most recently active. The color coding may not be instantaneous depending on the synchronization between the PCRecruiter Portal and the data servers, so if youâre not seeing the colors applied, just wait a few minutes and they should start showing up.
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