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Saved Search Results - Activities menu
Saved Search Results - Activities menu

What activities are available for Saved Search Results?

Written by Jackie Read
Updated over a week ago

All searches previously run by users will appear within in the ‘Saved Results’ section of the Searches tab.

Within this screen users can view:

  • The name of the Search

  • The number of results within each Search

  • The date it was created

  • The date it was last updated

  • The name of the user ran the search 

Please note that Searches are not automatically deleted from the system and users will need to periodically delete their searches.

Once a search has been run and saved, there are various activities users can do with the saved search results. From the Saved Results screen, select the Activities menu to display the options:

Copy or Move Search(s)

Users can share their searches with other users. For instance a Consultant may choose to share a Client mailing list with an Administrator.

To send a search to another user:

  • Select the relevant search by placing a tick in the tick box.

  • From the Activities menu, select either ‘Move’ or ‘Copy’. The difference between the two options is that Move will remove the Search Result from the Users search list and add into the destination user's list. Selecting Copy will send a copy of the search and leave the original within the Users search list. Selecting either option will bring up the QuickFind window:

  • Select the ‘User Role Desc’ tick box from the Role Selection Tree to find the destination user. Search using name, login or email.

  • Click on the relevant name to send or copy the search.

Note: The “By” column within the Search Results screen displays the name of the User who ran / moved the search:

Users may wish to duplicate (copy) a search. It maybe useful to have the original search results before starting work on the search results.

To duplicate a search:

  • Select the search to duplicate, then select ‘ Duplicate’ from the Activities menu.

  • Once clicked the system will immediately place the duplicated search at the top of the list of searches.

To rename a search, select the search, then select ‘Rename’ from the activities menu:
a new window will appear:

Type in the new name of the search and click on Proceed to update it.

It is good practice to maintain a collection of saved results and delete them when no longer required.

  • Select the relevant Search(es) using the tick box. 

  • Select ‘Delete’ from the activities menu.

  • Click OK to permanently delete the selected searches.

Instead of choosing searches to delete, users may want to select just the searches they want to keep.

  • Select the relevant Search(es) using the tick box. 

  • Select ‘Keep’ from the activities menu to permanently delete the un-selected searches.

Important Note once this option has been selected, there will be NO warning prompt to the user. The system will permanently delete the un-selected searches.

Users are able to join searches. This is particularly useful when there are lots of versions of the same search, each with differing results. Users may wish to amalgamate such searches into one search result to allow easier manipulation.

To join 2 searches, select the relevant searches and choose one of the four different types of “Joining” options available from the Activities menu:

1. Combine

  • Joins 2 or more searches together to form a new search. If there are duplicates (e.g. the same Candidates appear in all selected searches) then these records will only appear once in the new search.

2. Remove

  • Removes results in the second search from the first search to create a new search

3. Keep Common

  • Only results that appear in both searches are added to a new search

4. Keep Unique

  • Only keeps results that are in one or the other Search and not in both i.e. will get rid of any duplicate records.

Once selected, click confirm to Join the searches. A new Merge set of search results will be created.

Users can 'Refine' their saved search. This is the ability to run a new search over an existing set of search results. For instance, a user has run a search for temporary candidates who speak French, and now wants to check which of these candidates has a current driving license

To refine a search:

  • Select the Search Result to refine.

  • Click onto ‘Refine’ from the activities menu

  • Select the type of search ‘to refine with’, from the drop down list: 

  • Once selected, the relevant search template is displayed. 

  • Complete the template and click ‘RunSearch’.

  • The search will use the ‘Remove’ rule (as above) and will keep results that are in both Searches i.e. will ONLY keep the duplicates.

  • The Original Search results are displayed in a separate tab on the left hand side, and the new refined search results are displayed on the right.

  • Click onto Save Results.

Note: A search can be refined as many times as required.

Users may wish to re-run a search, to include some new criteria.  

  • Select the relevant search using the tick box, then select Rerun from the activities menu.

  • The selected search will display the original criteria for the user to amend, if required.

  • Amend as necessary and Run Search in the usual way.

Refresh Search Results

To refresh a set of search results from an already run search:

  • Tick the search to refresh.

  • Select ‘Refresh Results’ from the activities menu

  • Once clicked this will instantly refresh the search results with the most up-to-date records added onto the system.

  • Save the search in the normal way if required.

Users can highlight a set of search results using colours. This can help differentiate different types of searches

  • Within the Search Results screen, tick the search to highlight. 

  • Select Activities, Highlight and choose from the colour picker window:

The search will now be highlighted in that colour:

To remove the highlight colour from a search, tick the search to unhighlight, then select Activities, Remove Highlight.

Make Search Active

Active searching is the ability to schedule a search or searches to be re-run periodically. Any new records which have been added to the system since the last run that match the search criteria will be added and highlighted.  

To make a search 'Active':

  • Select the relevant search using the tick box.

  • Select Make Active from the Activities menu.

  • Select the schedule period, and the interval for the scheduled period to rerun the search. Add a start date if using Days, Weeks, Months or Years. Tick the Notify box if you would like to receive notification when the search has found new results.

  • Click Apply to make Active.

  • The search will be shown as active and the system will display the date of the last run and the refresh rate.

Note: The minimum re-run time is 30 minutes. The search will remain Active until it has been de-activated using the the De-Activate option. 

Any new results found using the Active Search function will be displayed and highlighted within the original search.

To remove a search from being Active:

  • Select the relevant search using the tick box.

  • Select De-Activate from the Activities menu.

  • The system will remove the Active Y/ N column and the search will no longer be actively run.

Refresh Search Screen

This works in a similar way to the refresh function in any browser. It updates the Saved Results screen, so a user can view any searches that have been recently moved or copied to their saved searches.

Reprocess CVs in a set of search results

This option allows the user to run Candidate CVs against a new set of Codes (which may have been updated by a Systems Administrator) within the Skills/Language and Job Category Code Groups.  The process updates the records with the new Codes as if the CV Import tool had been run again against each CV.

The Re-parser uses all the settings in Sysadmin that exist for the CV import. The Default Parsing engine will be the Top one in the list that is set up in Sysadmin - In our Standard System this is set to use Burning Glass. 

The Schema it uses is based on the default role of the Candidate so it will choose Permanent Candidate /Temporary Candidate or Contract Candidate in relation to this.

When Re-Parsing it will overwrite anything that is a Code Group with the new data from the CV for things like Skills etc. 

Anything that is put into a Multi Occurrence Table will have the information appended to it, for example Education and Work history so this may have the potential to duplicate data that already exists on the Candidate.

Important Note: Please contact your Erecruit representative/System Administrator to check all settings are correct before running the Reprocess CVs action.

  • Select the relevant search

  • Click on the ‘Reprocess CVs’ within the activities menu and select the Schema:

Schema Selection 

  • Automatic

  • Permanent Candidate

  • Temporary Candidate

  • Contract Candidate.

The type of candidates contained within the Search Results will determine the option select by the users. If a user is unsure or has a search that combines all 3, they should choose Automatic which will select the correct schema. 

There are 4 options to select before starting the processing:

  • Set Attributes

  • Interpret Codes

  • Run Business Objects

  • Prompt on Errors

Set Attributes – this option will auto select the information from the CV to import into the record such as personal, address and contact details. Users can deselect this option.

Interpret Codes – this option will automatically select the codes from the CV e.g. the skills and job categories. Users can deselect this option.

Run Business Objects – This option allows users to run Business Objects once a CV is imported. For example, when a record is created, a Business Object such as Acknowledge CV is run in the background. If this option is selected the Business Objects will run.

Prompt on Errors – when selected and importing, any errors will be highlighted to the user. Users have the option to deselect this option.

  • Click on start, which will start the process of re-parsing the CVs to include the new criteria. Once the action is complete it will also place a note in each Candidate’s Journal.

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