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How to create and use Data Searches
How to create and use Data Searches

Tips on using the data searching sections, how to run the search and how to save the Search Results. Using the Candidate Search.

Written by Jackie Read
Updated over a week ago

To provide users with an overview of the general features within data searching, we have used the Candidate Search as an example. The features and options are mirrored in most other searches. 

The Candidate Search can be used to search for any Candidate type using the system fields, or a user can search all CVs across the system using Boolean search terms.

The Candidate Search screen displays multiple segments below the home segment. Each of these segments is displayed with a header bar that allows the segment to be expanded and collapsed.

General Search Information 

  • When a search screen is first displayed, only the first segment is expanded. All other segments are collapsed.

  • By clicking on the header, a user can toggle the segment between the expanded and collapsed state (except for the first segment which has no header bar and cannot be collapsed).

  • The state of the segments is persisted on a per user, per search basis, so that the next time a user runs the search, the same segments are expanded and collapsed.

Using the Boolean CV / Notes Search

A Boolean CV/Notes Search is available at the top of the screen to use for key word searching within a Candidate’s CV and profile notes.
To write search terms for searching the CV, ensure the correct brackets are used and use the appropriate AND/OR logic e.g:

(Degree or HND) and (finance or accountancy) - finds candidates with either a degree or HND qualification in either finance or accountancy.
If using the wildcard character * (an asterisk), ensure the word or phrase is surrounded with quotes e.g:

“manag*” - finds management, manager, managed.

“Project manag*” and (South East or London) - finds candidates with ‘project manager’ ‘Projector manager, ‘project management’ experience and who also have South East or London in their CV’s.

Some general tips on fields within the Candidate Search Template.

  • Candidates can be searched by Status. Using the 'Or' option allows users to select more than 1 status to widen the search.

  • Users can search on multiple options using the ‘or’ option and a date range using the 'To' option.. 

  • The user can specify which Candidate type, or search across all - Permanent, Temporary and Contract.

  • Choose any Skills or Qualifications being sought from the Skill/Language or Qualifications sections.

  • Users can search on a word or partial word that is contained within the Job Title Contains.

  • Choose a date range to search for when the Candidates was Last Contacted. 

  • Search for Candidates by Notice Period.

  • Choose a date range to search for when the Candidate was Last Updated.

  • Users can search by owning Region, Office, Team or Consultant of the Candidate.

  • Enter a town in the 'Search Town' field and a 'Proximity' in kilometres. This will find all Candidates within this radius of the specified town.

  • Users can flag (set on the Candidate record) then search for all 'Hot Candidates' using the Other section. In addition, search for Candidates who have agreed to allowing 'eShots' (set on the Candidate record) from here.

  • When entering a postcode in a ‘postcode’ field, it is identified as a valid postcode by a tick appearing in the box alongside. Once verified, users can specify a radius in kilometres around this postcode within the search. The example below is searching for a candidate within a 12 kilometre radius of BN12 4XB. Note: - The postcode records returned will be validated postcodes only, as depicted by a tick when created.

There is a section on Compliance & Onboarding Items where users can search for Candidate Compliance Items using:

  • Item Name

  • Item Description

  • Item Type

  • Item Status

  • Expiry Date (using a date range)

  • Due Date (using a date range)

  • Date Completed (using a date range)

Coded List Options

For the Industry Sector, Qualifications and Skills/Language code groups, a desirability option can also be selected. Select from the following Match Type options for each code:

  1. Must have – the search will only return records matching the criteria selected. If Desirable code(s) are selected alongside a Must have, they will only contribute to the weighting* of the returned results.

  2. Desirable – the search should return records with or without the code selected, and can be used as the 'Or' logic. This is useful if searching using lots of code group criteria. For instance, an ACCA qualified, Financial Accountant who speaks French or German and may have publishing experience.

    IMPORTANT NOTE - If the criteria used ONLY contains Desirable conditions, the search will return records that match at least one of these desirable conditions*.

    If only 1 code is used in this scenario, the desirable code selected will return any matching results, thus working in the same way as a Must have match type.

  3. Must not have excludes records from the search results. For instance, users may want to exclude anyone who is not an EU citizen. 

* Weighting - Adapt adds a ‘Weighting’ number for each match in a search result based on how many times each code is matched. These numbers are added to give a score which is used to 'rank' the results. When running a search with only Desirable options, users should use weighting to filter their results.

The Ranking/Weighting of results can be shown in ascending order using the Formatter:

Ranking and Weighting

Searching on Parents, Siblings and Children

When searching on coded lists such as Skill/Language or Industry Sector, users have the option to:

  • Search on a Parent – the search will include the level of skill above the skill selected.

  • Search on sibling – the search will include skills on the same level within the hierarchy.

  • Children – the search will include skills below the skill selected.
    Note: See Adapt Tips for an example of this.

Level searching on skills

When a level (e.g. Basic) is specified against a code (e.g. French, German etc.) in the search criteria, it matches in the following way:

  1. The code (e.g. French, German etc.) on the entity (e.g. Skills) with the same or a greater level. For example, searching for 'French' at 'Basic' level would return skills coded with 'French' at 'Basic', 'Intermediate' or 'Advanced' level. (As it assumes Advanced and Intermediate French speakers are also Basic French speakers).

  2. In addition, a specified level matches the code (e.g. French, German etc.) on the entity (e.g. Skills) which does not have a level specified. For example, in the above scenario searching for 'French' at 'Basic' level will return skills coded with 'French' at 'Basic', 'Intermediate', 'Advanced' AND all skills coded with ‘French’ where no level has been specified. 

Note: In the Candidate record, it is possible to add French (for example) without specifying a level.

Note:- Any codes selected as Desirable will only contribute to the rank of a result if they also match the required level.

Document Library / Notes Contains field

In the 'Search Word' section, an option exists for users to search the entire Document Library (including CVs) and Profile Notes of a record using the Document Library / Notes Contain box. This functionality is available in the following searches:

  • Candidate search

  • Client search

  • Combined job search

  • Contact search

  • Interview search

  • Lead job search

Use search terms (as specified in Using the Boolean CV / Notes Search above) with the correct brackets and appropriate AND/OR logic when using this option.

Note: This does not search Journal Notes, only Candidate Profile notes for example.

  • When the required criteria has been input, click Run Search.

  • Once the search has completed, a summary preview of the search results will be displayed:

From this screen users can:

  • Change the viewable rows by paging

  • Reformat the results using the Formatter Tool under Options.

  • View the preview panes for Documents, Entity and Journal.

The right-hand side of the screen displays a summary of the results based on the criteria for each code group selected.

Saving the Search Results

To save the search results:

  • Click onto ‘Save Results’ and enter the name of the search: 

  • The results will be sent to the ‘Saved Results’ tab. Click onto Saved Results to display all saved searches: 

  • From the saved search results, use ‘Options’ and change the formatter view of the availability calendar by using ‘Show Availability’ (candidate results only).

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