Contents
EZaccess Help Contents

These EZaccess Help Topics are available:

Welcome to EZaccess - Please read this first!

1.	The Module & Toolbar Overview

2.	Resume Processing with the EZaccess Bridge

3.	The Four Modules

4.	The Four Activities

5.	Database Searching

6.	Resume Searching

7.	Code Searching

8.	List Handling

9.	Call Lists and Interrupts

10.	Preferences

11.	Personal Information Management

For Help on Help, Press F1


About EZaccess


Technical Support
EZaccess Technical Support

The EZaccess Support Center is available to you by telephone, fax and e-mail, Monday through Friday from 7am to 5pm PDT. Support services are available, free of charge, for as long as the annual maintenance contract remains in place.

All questions or comments should be directed to your EZaccess System Administrator, who can then contact the EZaccess Support Center, as follows:

(415) 869-2501	voice

(415) 869-2551	fax

support@ezaccess.com	e-mail

For Your EZaccessSystem Administrator

When contacting the EZaccess Support Center, please provide the following information. This information will allow the Support Center staff to process you request or inquiry quickly and effectively, to serve you better.

1.	Your Name and Phone Number

2.	Your Company Name

3.	A clear description of the Issue
(Please include detailed steps for reproducing the issue.)

4.	Relevant System/Network Information


Glossary

Click a yellow letter key to see glossary terms for that letter.

A

Add Mode

Adding Codes

Append

Attachment

Auto Match Candidates

B

Batch Processing

Boolean Operators

Bridge

Browse Window

Browsing

Business Module

C

Calendar

Call List

Call Preferences Tab

Candidate Module

Caution

Choose

Click

Close Icon

Code

Code Search

Color Preferences Tab

Combined Key Command

Comms Preferences Tab

Concepts

Contact Management

Criteria

D

Data Extraction

Database

Date Fields

DBA

Dialog Box

Dice File

Double-click

Drag

Drop Down List Box

Duplicate Resolution

E

Electronic Format Resumes

Exercise:

F

Field Access

Filter

Free Text Search

Fuzzy Logic

G

H

Hits

Hot List

 I

Inc Name

Interrupt

Interview

Interview Activity

J

Job Order Module

Join Lists

K

Keyboard

Keyboard Keys

L

Linking Records

List Handling

Lookup Field

M

Manager Module

Match Count

Matrix, The

Max Records to Read

Maximize Icon

Minimize Icon

Misc Preferences Tab

Mouse

N

Note:

O

OCR Software

One Off Letters

Operator

Overwrite

P

Parameter

Parenthetical Search

Personal Information Management

Placement Activity

Point

Populate

Positional Operators Search

Preferences

Prepend

Program Icon

Q

Query

Quorum Operator Search

R

Record

Relational Database Model

Required Fields

Restore Icon

Resume Search

S

Scanner

Scanning

Scheduler

Screen Items

Screen Jumping

Screens

Scroll Bar

Search Criteria

Search List

Search Mode

Select

Sendout Activity

Shift+Tab

Shortcut

Site

Skill Codes

System, The

System Administrator

T

Tab

TAB

Table

Tip:

Titile Bar

To Do List

Toolbar

ToolBar Preferences Tab

Tracking Activity

U

Update Mode

Upload

User Defined Fields

V

View Tab

View-only Field

W

Wildcard Operator

Windows Standards

X

Y

Z


Add Mode - Glossary Item
Add Mode

The Add Mode is used to add new records.


Adding Codes - Glossary Item
Adding Codes

Assigning one or more of the pre-defined attributes to a Candidate, Job Order, Business or Manager record. With a record displayed within a Module, codes are added by choosing the Edit Codes command found on the Edit Codes submenu under the Other menu. To view codes that have already been added, choose Display Codes from the same submenu.


Append - Glossary Item
Append

To attach after the previously existing data.


Attachment - Glossary Item
Attachment

A data file, a resume text file or a resume image file added to a previously existing data record.


Auto Match Candidates - Glossary Item
Auto Match Candidates

The Auto Match Candidates command on the List menu does a Resume Search for the current coded Job Order from within the Job Order module.


Batch Processing - Glossary Item
Batch Processing

The one-step addition of multiple data records to the database.


Boolean Operators - Glossary Item
Boolean Operators

Boolean operators, used in combination with text, help narrow and pinpoint the search results. The Boolean operators AND, OR and NOT let you map-out more complex Search Statements.


Bridge - Glossary Item
Bridge

The Bridge is a separate EZaccess program that extracts the name, address and telephone number from a text version of a resume, immediately populating the candidate's database record. The Bridge automatically also attaches two versions of the resume to the record – one in ASCII format for Resume Searching and one in word processor format (Microsoft Word). The Bridge further provides the tools to resolve any duplication issues during this automated process.


Browse Window  - Glossary Item
Browse Window

Some commands produce a temporary browse window. A browse window contains information from which the user must choose before the program can continue execution of the command.


Browsing  - Glossary Item
Browsing

Searching within information or records for needed data.


Business Module - Glossary Item
Business Module

The Business module is the area where client company information is stored.


Calendar - Glossary Item
Calendar

The Calendar tool has three functions: to catalog your upcoming events, to view your agenda by the day, week, month or year and, if you wish, to have a custom alarm notify you before an event. You can see your Calendar in Daily, Weekly, Monthly and Yearly views.

With all scheduled appointments, meetings and callbacks residing in each users calendar, you can easily track or add new items to your own schedule. Better still, you can also view the calendars of your colleagues and add entries to their calendars.


Call List - Glossary Item
Call List

A specialized Call List screen for facilitating Call backs.


Call Preferences Tab - Glossary Item
Call Preferences Tab

The Call tab on the Preferences Screen holds your personal settings for the Call List: Left Message screen or the Interrupt button: Incoming Call screen.


Candidate Module - Glossary Item
Candidate Module

The Candidate module holds the details on every candidate on file with the company.


Caution - Glossary Item
 Caution

The Caution Icon signifies that care must be taken to correctly follow the steps in a Caution Note. Failure to take or avoid the specified actions could result in the loss of data.


Choose - Glossary Item
Choose

"Choose," "Select" and "Click" are used interchangeably to tell you to execute on-screen menu, button or dialog box commands. "Choose the OK button," "Press Select," and "Choose the Open menu" all indicate that you should click on the specified on screen button or menu command with the mouse.


Click - Glossary Item
Click

To press and immediately release the mouse button over a specified location without moving the mouse pointer.

"Choose," "Select" and "Click" are used interchangeably to tell you to execute on-screen menu, button or dialog box commands. "Choose the OK button," "Press Select," and "Choose the Open menu" all indicate that you should click on the specified on screen button or menu command with the mouse.

See also:	Double-click
Drag


Close Icon - Glossary Item
Close Icon

The Close button [image] will close the current window. If no modules are open, the Close button will close the program.

See also:	Title Bar


Code - Glossary Item
Code

Quantifying, descriptive terms a user can assign to define criteria. Codes can organize data across records, into categories and sub-categories, which provide additional control over information.

While most code lists are similar to and can include all categories and sub-categories on a Candidate Skills Inventory, EZaccess recommends adding more categories, such as security levels and desired work locations. Code categories and sub-categories are defined by the Systems Administrator.


Code Search - Glossary Item
Code Search

Code Searching is a method of searching records that have been pre-coded, or annotated, with particular sets of skills, or information, to locate data that matches the coded criteria. The Code Search table allows complex searches, using the AND, OR and NOT concepts of Boolean Logic. Code categories and sub-categories are predefined by the System Administrator.


Color Preferences Tab - Glossary Item
Color Preferences Tab

The Color tab on the Preferences Screen sets your personal settings for backgrounds of the Optional, Required and Display-only fields.


Combined Key Command - Glossary Item
Combined Key Command

A plus (+) entered between two key names indicates that both keys must be pressed at the same time.

For example, to "Press Alt+Tab," use the Alt key in the same way you would use the Shift key, by holding down the Alt key at the same time as the Tab key.


Comms Preferences Tab - Glossary Item
Comms Preferences Tab

The Comms tab on the Preferences Screen holds your personal fax, e-mail and dial options settings.


Concepts - Glossary Item
Concepts

Pre-set system search strings in a resume search.  This is defined by your EZaccess Administrator.


Contact Management - Glossary Item
Contact Management

A set of tools which let you control your contacts and calendar easily. Contact Management tools are also called Personal Information Management, or PIM, tools.

EZaccess contains four PIM features:
a To Do List,
a Hot List of current candidates/hiring managers,
an automated Calendar and
a Scheduler with both automated and custom scheduling.


Criteria - Glossary Item
Criteria

The single term or group of terms used to measure against the information in the database.
Criteria is used interchangeably with Parameter.


Data Extraction - Glossary Item
Data Extraction

Data Extraction pulls contact data from the resume text file in order to build a candidate record.


Database - Glossary Item
Database

A database is an organized set of information.


Date Fields - Glossary Item
Date Fields

Every date field throughout EZaccess contains a pop-up calendar which can be accessed by double-clicking on the field or by pressing the F9 key with the cursor already in the field. The pop-up calendars look like a small wall calendar. You can point and click your way directly to the year, month and day that you wish to enter. Double-clicking a specific date adds the date to the Date field.

Each Date field also contains a Date Range dialog box. To access the Date Range dialog box, right-click within the Date field. Within each Date Range dialog box are two additional Date fields. You can double-click on either field to access the pop-up calendar.


DBA - Glossary Item
DBA

Doing Business As. A company name under which an individual  or group does business if other than their own.

Note: Called the Inc Name field in previous versions.


Dialog Box - Glossary Item
Dialog Box

Some commands produce temporary dialog boxes which appear to caution you about a condition or to request an additional action to complete a process. A dialog box contains information about the command being executed that must either be corrected or acknowledged before the program can continue the execution of the command. Dialog boxes must always be closed before proceeding.

Dialog boxes always display over the preceding, underlying screens. You can move a box to see information beneath it. To move a box, put the mouse pointer on the title bar of the box, hold down the left mouse button, and drag the box to a new location.


Dice File - Glossary Item
Dice File

A Dice Hotlist is a data file, provided by the Dice resume Bulletin Board Service, which contains multiple candidate records.


Double-click - Glossary Item
Double-click

To click the mouse button twice in rapid succession over a specified location without moving the mouse pointer.

See also:	Click
Drag


Drag - Glossary Item
Drag

To click and hold the mouse button down while moving the mouse pointer.

See also:	Click
Double-click


Drop Down List Box - Glossary Item
Drop Down List Box

This field has a drop down arrow icon  at right. The drop down arrow indicates an underlying list accessed by clicking the arrow. These lists contain a very limited group of values from which to choose.


Duplicate Resolution - Glossary Item
Duplicate Resolution

The process of comparing multiple candidate files with identical names to eliminate duplicates, update existing records and create new records for new candidates whose names match your previously existing candidates.


Electronic Format Resumes - Glossary Item
Electronic Format Resumes

In addition to scanned files, EZaccess can also use resumes received through e-mail, the Internet, electronic bulletin boards, or fax.


Exercise: - Glossary Item
Exercise:

Exercises denote a set of numbered instructions for your practice.


Field Access - Glossary Item
Field Access

The user can populate those on-screen fields that have a blue or white background. Gray fields are "view only" fields, which are populated by the system.


Filter - Glossary Item
Filter

A search tool used to narrow your search results by resetting and further defining the search parameters.


Free Text Search - Glossary Item
Free Text Search

Former name for the Resume Search command. The Resume Search command is the recommended method of doing a general resume search for particular words. Resume Search is accessed under the Search menu.


Fuzzy Logic - Glossary Item
Fuzzy Logic

A search tool that permits your search to compensate for mistypes within the number and percentage of accuracy you specify.


Hits - Glossary Item
Hits

The total number of matches resulting from a search of the database.


Hot List - Glossary Item
Hot List

The EZaccess Hot List tool maintains a master list of frequently used names and numbers to stay on top of callbacks to your most important candidates and managers.

A Dice Hotlist is a data file, provided by the Dice resume Bulletin Board Service, which contains multiple candidate records.


Inc Name  - Glossary Item
Inc Name

Formerly DBA for Doing Business As.  Relating to the fictitious name statement filed for individuals doing business under a name other than their own.


Interrupt - Glossary Item
Interrupt

The Interrupt button opens an Incoming Call screen, which enables you to temporarily interrupt your current computer activity, to record the information from the telephone call or conversation.


Interview - Glossary Item
Interview

This refers to the interview between a hiring manager and a candidate captured in the Interview activity module.


Interview Activity - Glossary Item
Interview Activity

The INTERVIEW activity documents the scheduling and the subsequent follow-up of interviews with hiring managers and candidates.


Job Order Module - Glossary Item
Job Order Module

The Job Order module stores the facts on each job requisition. Note: client business information and the hiring manager information must reside in the database prior to adding job order records.


Join Lists - Glossary Item
Join Lists

Joining two Search Statements from previously run searches.


Keyboard - Glossary Item
Keyboard

Messages titled "Keyboard:" provide alternative keyboard methods of executing commands.

Note: Keyboard keys are in Bold text. Examples: The Enter key is Enter. Cursor keys are Up, Down, Left and Right. Escape is Esc, Control is Ctrl and the Alternate Key is Alt. Function Keys are F1 through F12.


Keyboard Keys - Glossary Item
Keyboard Keys

In this User's Guide, all specific keyboard key names always appear in Bold text. For example, "Press F4" indicates you should press the F4 key, rather than type an "F" and then a "4," or look to the screen for an  F4  button to click.


Linking Records - Glossary Item
Linking Records

Linking allows Information entered in a Candidate Tracking record to be automatically viewed and updated in the appropriate records of the Manager, Job Order, or Business modules.

The Tracking record must be linked to the other modules for information to be viewed from those modules. Saving the Tracking record, after populating the Job Order, Manager and Business fields, links this Tracking Record to the other modules.


List Handling - Glossary Item
List Handling

The manipulation of Search Lists created from previously run searches.


Lookup Field - Glossary Item
Lookup Field

A Lookup Field, also known as a Black Diamond Field, contains an underlying table of valid values for its attached field. On-screen, Lookup Fields are marked at right with a diamond symbol [image].

You can access the underlying table by double-clicking within an empty Black Diamond field or by placing your cursor in the empty field and pressing the F9 key on your keyboard.
Populate the field by double-clicking on a value on the list or by highlighting the value and clicking the Select button. You may also type valid entries in full, or in part, which the system will then validate against the underlying table. All values contained in a Black Diamond table are controlled by the System Administrator.


Manager Module - Glossary Item
Manager Module

The Manager module houses information about each of the specific hiring managers employed by one of your client businesses. Note: the client business information must already reside in the Business module, prior to adding hiring manager records.


Match Count - Glossary Item
Match Count

The Overall Match Count displays the total number of candidates who met your Code Search criteria.


Matrix, The - Glossary Item
Matrix, The

The Matrix is a Code Search tool which uses Boolean Logic to set the parameters for a search.


Max Records to Read - Glossary Item
Max Records to Read

The maximum number of records available to be read, regardless of the total number of records resulting from a resume search.


Maximize Icon - Glossary Item
Maximize Icon

The Maximize icon or button [image] expands the current window to a full screen. The Maximize button is then replaced with the Restore button.

See also:	Title Bar


Minimize Icon - Glossary Item
Minimize Icon

The Minimize icon or button [image] leaves the current program and document open, but shrinks the window to an icon that can readily be reopened.

See also:	Title Bar


Misc Preferences Tab - Glossary Item
Misc Preferences Tab

The Misc tab on the Preferences Screen holds personal Code Search Default Ability and Auto-match Candidates Default Job Order settings.


Mouse - Glossary Item
Mouse

Mousing [image] or using the Mouse pointer tip to point to a menu item, icon or button.


Note: - Glossary Item
Note:

Messages titled "Note:" provide additional details, such as options or further technical information.


OCR Software - Glossary Item
OCR Software

Software used to translate images in a scanned file into text.


One Off Letters - Glossary Item
One Off Letters

Refers to on-line merge letters sent to one candidate or manager at a time.


Operator - Glossary Item
Operator

An Operator is special text which functions like a command to facilitate your search.


Overwrite - Glossary Item
Overwrite

To replace the previously existing data.


Parameter - Glossary Item
Parameter

The single term or group of terms used to measure against the information in the database.
Parameter is used interchangeably with Criteria.


Parenthetical Search - Glossary Item
Parenthetical Search

Parentheses are used to group search words together to create complex search statements.


Personal Information Management - Glossary Item
Personal Information Management

A set of tools which let you control your contacts and calendar easily. Personal Information Management, or PIM, tools are also called Contact Management tools.

EZaccess contains four PIM features:
a To Do List,
a Hot List of current candidates/hiring managers,
an automated Calendar and
a Scheduler with both automated and custom scheduling.


Placement Activity - Glossary Item
Placement Activity

The PLACEMENT activity details all pertinent information when a candidate is placed.
Caution: Saving a Placement activity record can automatically update several fields in both the candidate's record and the job order record.

This may not be a desirable result, as it may include overwriting and blanking previously populated fields that were inadvertently left blank in a Placement Update record, if the candidate will not begin the new contract for several days or weeks, or if this candidate is on multiple contracts..


Point - Glossary Item
Point

To position the on-screen mouse pointer tip over the desired screen location.


Populate - Glossary Item
Populate

Populate (a Field):  Enter relevant data into a field.
Also, fill the field or type an entry.


Positional Operators Search - Glossary Item
Positional Operators Search

Positional Operators, also called the WITHIN or the PRECEDE operators establish the necessary location of keywords within a search.


Preferences - Glossary Item
Preferences

Program options you set to your personal taste.


Prepend - Glossary Item
Prepend

To attach before the previously existing data.


Program Icon - Glossary Item
Program Icon

The Program icon [image], or picture, on the left of the title bar, changes for each part of the program. Double-click on the program icon to close the current window.

See also:	Title Bar


Query - Glossary Item
Query

The command function that comparies a search statement or criteria to the database.


Quorum Operator Search - Glossary Item
Quorum Operator Search

This is a statement searches for a specific number of keywords in resumes. Curly Brackets, ({}) define terms for which to search. The number preceding the curly brackets establishes how many of the keywords in the set must be matched.


Record - Glossary Item
Record

A EZaccess record is a file containing one discrete set of data, which is constantly updated. A separate record is maintained for every individual candidate, hiring manager, client company and job order on the System.

Within each record, you can view a wide variety of information, including all key data such as telephone numbers, physical locations and e-mail addresses. All entries are automatically date and user ID stamped during creation and updates.


Relational Database Model - Glossary Item
Relational Database Model

A Relational Open Database is a set of tables, each containing information, in which every table can have a defined relationship with one or more of the other tables. The importance of these relationships is found in the flexibility these definitions add to research and the resulting immediate availability of new data.

In this model, information can be added and saved in any Module which links the data to the related records in every other Module. Therefore, any Activity record saved within any main Module- Candidate, Manager, Job Order, or Business, can then be viewed from any relevant record in any Module.


Required Fields - Glossary Item
Required Fields

Each screen has at least one mandatory field that must be filled before you can save the record to the database. The record cannot be saved until all required fields have been populated.


Restore Icon - Glossary Item
Restore Icon

The Restore button [image] reduces the current window to a pre-set, and usually smaller, size. The Restore button is then replaced with the Maximize button.

See also:	Title Bar


Resume Search - Glossary Item
Resume Search

The recommended method of doing a general resume search for particular words. Accessed under the Search menu.

Formerly called the Free Text Search command.


Scanner - Glossary Item
Scanner

A electronic device used to duplicate a printed paper image as an graphic file.


Scanning - Glossary Item
Scanning

EZaccess uses off-the-shelf Optical Character Reading (OCR) software packages to scan resumes in preparation for Bridging the files into EZaccess. OCR software converts the image into a text file, which can then be processed by the Bridge to create an EZaccess record. A copy of a text file can also be used as an image file or edited as a Microsoft Word document.


Scheduler - Glossary Item
Scheduler

The Scheduler simplifies planning and setting callback dates and times. The Scheduler can automatically post a planned call, lunch, meetings or appointment to the appropriate candidate or manager records, in addition to your personal Calendar.


Screen Items - Glossary Item
Screen Items

Menus, commands, field names and other important terms are printed with initial caps. Example: The Code Search command is located on the Search menu.


Screen Jumping - Glossary Item
Screen Jumping

The Screen Jumping feature lets you leap from any field in any module, or activity record, directly to the related record in the appropriate module.


Screens - Glossary Item
Screens

Information is stored in the main Modules and Activity record screens. EZaccess provides these screens to display, update, or add data records.


Scroll Bar - Glossary Item
Scroll Bar

Some browse lists contain more entries than can be viewed within the window. Browse windows with larger lists will display a vertical scroll bar on the right edge of the box for moving up and down the list, to view additional records.


Search Criteria - Glossary Item
Search Criteria

A single term or group of terms used in the Search to measure the information in the database.
Search Criteria is used interchangeably with Search Parameter.


Search List - Glossary Item
Search List

A list created from a previously run searches.


Search Mode - Glossary Item
Search Mode

The Search Mode is used to located existing records.


Select - Glossary Item
Select

"Choose," "Select" and "Click" are used interchangeably to tell you to execute on-screen menu, button or dialog box commands. "Choose the OK button," "Press Select," and "Choose the Open menu" all indicate that you should click on the specified on screen button or menu command with the mouse.


Sendout Activity - Glossary Item
Sendout Activity

The SENDOUT activity chronicles sending the candidate's resume to a hiring manager.


Shortcut - Glossary Item
Shortcut

Messages titled "Shortcut:" offer a Combined Key Command or streamlines the current command procedure.


Site - Glossary Item
Site

One of multiple databases available to be accessed, usually at companies with more than one office location.


Skill Codes - Glossary Item
Skill Codes

Codes identify specific categories of technical experience and/or expertise. These terms are entered by the Systems Administrator and contain 6 or less characters. Each defines a particular technical skill or attribute to attach to Candidate, Manager, Job Order, or Business records. Skill Codes are most often attached to Candidate records.


System Administrator - Glossary Item
System Administrator

The System Administrator is the individual with the responsibility for managing and defining the EZaccess program.


System, The - Glossary Item
System, The

The System is another name for the EZaccess program.


Tab - Glossary Item
Tab

A Tab is a clickable area that looks like the labeling flange above multiple cut manila folders. Tabs are used to change information screens within a topic.


SHIFT+TAB - Glossary Item
TAB

Within a screen, press the TAB key to move the cursor into the next field to the right. Repeatedly typing Tab moves the cursor across each field in a line from the left to the right, then duplicates the movement on the line beneath the previous line on the screen.

SHIFT+TAB
Holding down the Shift key while briefly pressing the Tab key will move the cursor from field to field in the reverse direction.


Table - Glossary Item
Table

Table refers to the grouping of information organized by logical type. This form of managing data can be compared to the common business practice of dividing bills, contracts and invoices into separate folders or file cabinets.


Tip: - Glossary Item
Tip:

Messages titled "Tips:" provide information to facilitate or enhance the process being detailed.


Title Bar - Glossary Item
Title Bar

The bar that is across the top of every window.

Figure Intro-1  The Title Bar


To Do List - Glossary Item
To Do List

The To Do List is a tool that allows you to maintain and check off a comprehensive list of tasks you need to accomplish


Toolbar - Glossary Item
Toolbar

A Toolbar contains on-screen buttons used to give instant access to frequently used features.


ToolBar Preferences Tab - Glossary Item
ToolBar Preferences Tab

The ToolBar tab on the Preferences Screen holds your personal settings for the location and button names of the ToolBar.


Tracking Activity - Glossary Item
Tracking Activity

The TRACKING activity record documents each contact with a manager or candidate, including your notes. This can include phone calls, messages, meetings, email, letters, etc.


Update Mode - Glossary Item
Update Mode

The Update Mode is used to edit and save existing records.


Upload - Glossary Item
Upload

To add a data record to the database.


User Defined Fields - Glossary Item
User Defined Fields

Screen fields that are defined for your company as a whole. These definitions are set by your System Administrator. The User Defined Fields do not vary from user to user.


View-only Field - Glossary Item
View-only Field

A view-only or "grayed out" field displays with a gray background, signifying that the field is populated by the system, and cannot be edited by any user.


View Tab - Glossary Item
View Tab

A View Tab looks like the labeling flange that sticks up above multiple cut manila folders.

Within the Calendar tool, you can see your calendar in Daily, Weekly, Monthly and Yearly views by clicking on the View Tabs at the top of the calendar screen.


Wildcard Operator - Glossary Item
Wildcard Operator

A Wildcard operator is used in a search. The Wildcard question mark character (?) replaces any one character in a word, so that ?ISC finds both CISC and RISC. The Wildcard asterisk character (*) replaces any number of characters.


Windows Standards - Glossary Item
Windows Standards

EZaccess uses many standard Windows mouse and keyboard conventions. Minimizing, maximizing and closing windows, as well as most other basic EZaccess functions are similar to other Windows-based programs.


Module & Toolbar Overview
Module and Toolbar Overview

EZaccess consists of four main modules: Candidate, Manager, Job Order and Business. These four modules contain all of the information that recruiters need about candidates and salespeople need for clients.

This system is designed on a fully relational database model. Therefore, the information entered into any activity record associated with any candidate, manager, job order or business can be viewed from any of the other three modules.

For instance, a recruiter has the candidate record open for John Smith, entering information about an interview scheduled for John with a hiring manager named Barb Wills, of Apex Communications, in order to fill a requirement on job order AP/1.1. Once this information is entered in an Interview activity record for John Smith, the same data can be viewed by all EZaccess users from each of the other modules. Management and salespeople can view the interview information from the Barb Wills manager record, the AP/1.1 job order record or the Apex Communications business record.

Topics:	The Relational Model of EZaccess Modules and Activities

Menus, Shortcuts & Toolbars

The Three Modes of Operation


A Relational Model of EZaccess Modules and Activities
The Relational Model of EZaccess Modules and Activities

Figure 1. 1  EZaccess Relational Model	This EZaccess Relational Model diagrams the relationships between modules and activities, as well as the flow of information among them.  The corner modules pictured at left are those four aspects of your business for which you must acquire, access and control information. The activities in the center are the four steps necessary to place your candidate in the job.  Each of the four centered activity records is usually connected to all modules. The Business, Manager and Job Order modules are also directly related to each other. The Candidate module is free-standing. All four modules are connected through the activity records.
Ideally, work flows down through the activities. In reality, some back and forth movement may occur before placing a candidate in a job.

Topic:	Relational Module Components


Relational Module Components

All primary data is stored within one of the Four Main Modules: Candidate, Manager, Job Order and Business.

 The Four Modules

The Business module is the area where client company information is stored.

The Manager module houses information about each of the specific hiring managers employed by one of your client businesses. Note: the client business information must already reside in the Business module, prior to adding hiring manager records.

The Job Order module stores the facts on each job requisition. Note: client business information and the hiring manager information must reside in the database prior to adding job order records.

The Candidate module holds the details on every candidate on file with the company.

Activities are the progressive steps to placing a candidate. EZaccess was designed to closely parallel the way people in the industry actually work. One of the main tasks associated with the recruiting industry is the monitoring and recording of key daily activities. To facilitate this, EZaccess divides records into the four stages of recruitment activity: Tracking, Sendout, Interview and Placement.

  The Four Activities

The TRACKING activity record documents each contact with a manager or candidate, including your notes. This can include phone calls, messages, meetings, email, letters, etc.

The SENDOUT activity chronicles sending the candidate's resume to a hiring manager.

The INTERVIEW activity documents the scheduling and the subsequent follow-up of interviews with hiring managers and candidates.

The PLACEMENT activity details all pertinent information when a candidate is placed.

Topics:	Menus, Shortcuts & Toolbars


Menus, Shortcuts & Toolbars

EZaccess provides multiple methods for executing frequently used commands. You can access commands using the menus with either your mouse or your keyboard. Many commands can also be executed by using keyboard shortcuts or toolbar buttons.

Numerous EZaccess commands have sub-menus from which you must choose. The command executes only after the final step has been taken. Sometimes, a menu item appears dimmed; this indicates that it is disabled. A dimmed item means that the command is not applicable or an intermediate step must be taken to activate the disabled command.

Topics:	Menus and Commands

Keyboard Shortcuts for Menu Commands

Toolbars


EZaccess Menus and Commands

Like most Windows applications, EZaccess menus open by clicking the name on the menu bar. From the opening screen, the menus are: Search, Open, Options and Help.

Figure 1. 2  The Opening Screen Menus

When any of the modules are opened, the menu choices become: Search, Open, List, Actions, Activities, Other, Window and Help.

Note: the Options menu is not available within the modules.

Figure 1. 3  The Menus as seen from the Candidate module

Topic:	The Open Menu


The Open Menu

Exercise 1-1: Opening the Candidate Module

On the EZaccess opening screen and each of the four main module screens is the Open menu. The Open menu is one method of accessing all four of the main modules. The Interrupt function and other commands will be discussed later in other sections.

Exercise:  You can open the Candidate module by any one of four methods:

use the Candidate button,

use the Keyboard Shortcut,

use the Open menu from the keyboard, or

use the Open menu with the mouse.

You can open the Candidate module by using the Candidate button:

 Mousing	1. Click the Candidate [image] button.

Or - open the Candidate module using the keyboard shortcut:

Keyboard	1.	Press and hold down the CTRL key as you would use the SHIFT key.

2.	While holding down the CTRL key, press the letter D key on the keyboard.

Or - open the Candidate module using the menus and keyboard instead of the mouse:

Keyboard	1.	Press the ALT key to activate the menu bar.

2.	Press the letter O key, the underlined letter of the Open menu.

3.	Press the D key on the keyboard to open the
Candidate module.

Tip: Once the menu is displayed, press the underscored letter on the keyboard to execute the command.

Or - open the Candidate module using the menus, with the mouse:

 Mousing	1.	Point to the Open menu at the top of EZaccess opening screen.

Figure 1. 4  Opening Screen Menu

2.	Click the Open command.

3.	Click on the Candidate command.

Tip: You will discover the method that is most comfortable for you. Initially, while you are learning to use the command buttons and various command shortcuts, you may find that using the menus assists in your personal learning process.

Topic:	Menus, Shortcuts & Toolbars


EZaccess Keyboard Shortcuts for Menu Commands

Frequently used menu commands have keyboard shortcuts displayed at the right of the associated command. Most shortcuts use two keys at once, you hold down the Ctrl or the Alt key while typing the specified letter key.

Command Keyboard Shortcuts

Search Menu	Activities Menu

Menu Command	Shortcut	Menu Command	Shortcut

Exit	ALT+F4	Tracking	CTRL+T

Sendouts	CTRL+S

Open Menu	Interviews	CTRL+I

Menu Command	Shortcut	Placements	CTRL+P

Candidate	CTRL+D	Call List	CTRL+L

Manager	CTRL+M

Business	CTRL+B	Other Menu

Job Order	CTRL+J	Menu Command	Shortcut

Interrupt	F6	Edit Codes	CTRL+E

Companies Not 	CTRL+A

List Menu	To Approach

Menu Command	Shortcut	References	CTRL+R

Browse Current	ALT+B	Work History	CTRL+W

List	Expand	ALT+X

Comments

Actions Menu

Menu Command	Shortcut	Window Menu

Clear	ALT+C	Menu Command	Shortcut

Add	ALT+A	(None)

Retrieve	ALT+R

Save	ALT+S

Delete	ALT+D	Help Menu

Undo	ALT+U	Menu Command	Shortcut

Previous	ALT+P	(None)

Next	ALT+N

Close	CTRL+F4

Table 1. 1  Menu Command Keyboard Shortcuts

Topic:	Menus, Shortcuts & Toolbars


EZaccess Toolbars

Toolbars give instant access to frequently used features. With all modules closed, you see the opening screen toolbar.

Figure 1. 5  The Opening Screen Toolbar

When a module is open, you see an expanded opening screen toolbar, plus a module specific toolbar. Toolbars change again when a Search command is selected.

Figure 1. 6  The Toolbar Buttons as seen from the Candidate module

Figure 1. 7  The Main Module Toolbar Buttons

Topic:	Menus, Shortcuts & Toolbars


The Three Modes of Operation

All four of the EZaccess modules are always within one of three modes: Search mode, Add mode, or Update mode. When a Candidate, Manager, Job Order, or Business module is first opened, the screen defaults to Search mode. You can always see the current mode displayed in red at the top left corner of the current record window, beneath the toolbar.

Figure 1. 8  The Red Mode Indicator in Search Mode

In the default Search mode, you can enter data into any field, such as Last Name, or Date Available, then retrieve the records that match these criteria. To add a new record, EZaccess must be in the Add mode. Likewise, to update an existing record, the system must be in the Update mode. Each of these modes will be discussed in detail.

Topics:	Search Mode

Update Mode

Add Mode


Search Mode

Entering the Search mode is very easy. When you open any module or activity record, EZaccess automatically defaults to the Search mode. To return to the Search mode from the Add or Update modes, click the Clear button which empties all fields on the screen and returns to the Search mode.

Note: After clicking the Clear button to return to the Search mode, if you have entered data on the current screen, an EZaccess dialog box appears, asking if you wish to save your changes before the screen clears. Click Yes if you want to save the record; either Yes or No will then clear the window and return to Search mode. The exceptions to this rule are the References and Work History screens, which must be saved before clicking the Clear button.

Topics:	The Three Modes of Operation

Search Mode - the current topic

Update Mode

Add Mode


Update Mode

Switching to the Update mode is equally simple. Once a record is displayed, EZaccess automatically goes into the Update mode. Once in the Update mode, you can populate or edit data in any user field. Note: every Lookup field automatically checks the validity of your entry against the underlying table and will only accept valid entries. After editing the record, click the Save button on the toolbar to save the updated record to the database.

Figure 1. 9  Update Mode

Topics:	The Three Modes of Operation

Search Mode

Add Mode

Update Mode - the current topic


Add Mode

New records can easily be added to any module – Candidate, Manager, Job Order, or Business. When any module is first opened, the system automatically defaults to Search mode. To switch the system to the Add mode, select the Add command from the Actions menu, or click the Add button on the toolbar or use the shortcut keys ALT+A.

Once in the Add mode, the red Mode indicator displays Add at the top left of the current record window, beneath the Button toolbar. At this point, you can enter data into the fields to create a new record. Required Fields, which default to a contrasting background color, must be populated to successfully save a record to the database.

Once data has been entered, the new record must be saved to the database. To save a new record, you can select Save from the Actions menu, or use the shortcut keys ALT+S, or click the Save button.

Important Tip: All modules default to the Search mode when first opened. The system cannot recognize whether data is entered for record retrieval, or for adding a new record. It is possible to accidentally enter new record data into all of the fields on the screen while still in the Search mode. Data cannot be saved in the Search mode.

To switch to the Add mode and save your data, click the Add button. EZaccess displays the warning message below.

Figure 1. 10  Clear to Add.... Dialog Box

Click on the Keep Data button. Your information is retained and EZaccess switches to the Add mode. Then click the Save button to save the record. You can now enter any additional data to the current record or click the Add button to add additional records.

Note: 	If you enter data into fields for the purpose of record retrieval while in the Add mode, you must click the Clear button and re-enter the data. The above warning appears for switching from the Search mode to the Add mode only and does not appear when switching in the reverse direction. Use the following Rule Chart as a guide.

Mode	Actions

Search:	1.	Click on the Clear button. Enter your data and click the Retrieve button.

Result: Matching record(s) are retrieved. The system changes to the Update mode.

2.	Make changes to the record(s) and click the Save button.

3.	Continue to make changes and press Save. You can also click the Clear button to search again or click Add to create a new record (see below).

Add:	1.	Click on the Add button. Enter your data and click the Save button.

Result: Matching record(s) are retrieved. The system changes to the Update mode.

2.	Enter additional data or make changes and click the Save button.

3.	Continue to make changes and press Save. You can also click the Add button to create another new record or click Clear to begin a new search (see above).

Table 1. 2  Rules for Adding New Records

Topics:	The Three Modes of Operation

Search Mode

Add Mode - the current topic

Update Mode


Welcome to EZaccess-I
Welcome to EZaccess

This Introduction provides an explanation of the concepts, buttons and conventions in this User's Guide. Reading the Introduction can assist you in understanding the organization and usage of these items throughout this application.

EZaccess Overview

EZaccess was specifically conceived and designed to serve the Recruiting Industry. This Automated Recruitment Management system supports the way you work – automating, organizing and managing your daily business activities.

With EZaccess, all of the records in the database can be stored, located and maintained with greater ease than ever before. EZaccess is designed to be reliable, flexible, easy to learn and easy to use.

EZaccess automates these key areas of your daily business activity:

 Resume Processing	 Activity Monitoring

 Candidate Records	 Resume Searching

 Client Records	 Skill Coding

EZaccess has key features for managing your daily schedule:

 Contact Management	 Schedule Management

Related Topics:

Management Reporting

How This Guide is Organized


Resume Processing/Scanning
Resume Processing

The two steps involved in Resume Processing are Scanning and Bridging.

Scanning

With EZaccess, you can use off-the-shelf Optical Character Reading (OCR) software packages to scan resumes in preparation for Bridging the files into EZaccess. OCR software converts the image into a text file, which can then be processed by the Bridge to create an EZaccess record. A copy of a text file can also be used as an image file or edited as a Microsoft Word document.

In addition to scanned files, EZaccess also uses resume files from any electronic format: e-mail, the Internet, bulletin boards, or PC fax. You can retrieve the resume files, convert them to text and then Bridge the files into EZaccess.

Bridging

The EZaccess Bridge extracts the name, address and telephone number from the text version of the resume, immediately populating the candidate's database record. The Bridge automatically attaches two versions of the resume to the record – one in ASCII format for Resume Searching and one in word processor format (Microsoft Word). The Bridge provides the tools to resolve any duplication issues during this automated process.

Topic:	Candidate Records


Candidate Records

While it is certainly possible to enter each new candidate record into the database manually, The EZaccess Resume Bridge can automate this task for you. Once the key data is automatically entered, other fields may be manually populated as needed to complete a candidate profile.

A wide variety of information about the candidate is readily available – information such as the candidate's name and address, home and work telephone numbers, available date, scan date and status.

With one toolbar button, you can view the candidate's resume. In addition to all of the standard fields, there are additional User Definable Fields that you can use. The names and uses of these fields are controlled by your Systems Administrator.

You can also view all of the activity records for this candidate. These activities include a detailed history of all telephone calls and meetings, hiring managers to whom resumes have been sent, completed interviews and any placements that have occurred.

Additionally, because EZaccess resides on your network, each user can see who recorded each interaction and on what date. User entries are automatically dated and name stamped. You can also enter comments of up to 2,000 characters of free text notes on every record.

Topic:	Client Business Records


Client Business Records

EZaccess keeps an individual database record available for each client business. In addition, EZaccess maintains a record for each hiring manager and each job order received from a hiring manager. Once these records are entered into the system, you can view a wide variety of information on-screen.

As in candidate records, all key data such as telephone numbers, addresses and e-mail addresses can be viewed. The same activity record history available for candidates is also kept for managers. The history displays the activity record date, associated job order and any comments. All entries are automatically date and user ID stamped.

There are also separate sections containing job skills required for a job order, the skills that businesses usually require and the skills that the hiring managers usually want. This allows you to proactively market your candidates and search open job orders by skill. All of this information can be viewed on screen while speaking to clients, or you can print it for use in meetings.

Topic:	Activity Records


Activity Records

It is vitally important that you, as a recruiter or salesperson, always access current information. Also, in many offices, recruiters and salespeople do different jobs. This only increases your need to know what is happening at all times, on both sides of the business.

To facilitate this process, EZaccess divides the recruiting functions into Tracking, Sendout, Interview and Placement activity records. EZaccess is built on a fully relational database model. Any activity record that is saved in one of the four modules and linked to the remaining modules can be viewed and edited from the other modules.

For example, in the Candidate module, a recruiter creates and saves a Sendout record regarding the e-mailing of John Doe's resume to a hiring manager. A salesperson checking from the Job Order module is able to see that John Doe's resume was sent. In this way, everyone has up-to-the-minute information on all aspects of the business at all times.

Topic:	Resume Searching


Resume Searching2
Resume Searching

Resume Searching in EZaccess is designed to be fast, flexible, easy to learn and easy to use. You can find all resumes containing a specific phrase, previous employer, candidate name or any keyword with a Resume Search. Best of all, you can save the results of your searches to your database and save the Resume Search strings for later use.

Topic:	Skill Coding and Code Searching


Skill Coding and Code Searching

The benefits and results of skill codes and Code Search can make your job easier. You can attach specific skill codes to any record in EZaccess. You can code Candidate, Manager, Job Order and Business records and use the Code Search feature to find any records coded with those skills. Code Search allows you to use saved lists, skill codes and main screen fields to create a comprehensive list of Candidates, Managers, Businesses or Job Orders. If you code a job order with the skills required for that job, you can then use the Auto Match Candidate feature to retrieve a list of those candidates whose Candidate records or resumes contain the required skills.

Topic:	Contact Management


Contact Management

The EZaccess Personal Information Management tools let you control your contacts and schedule easily. EZaccess accomplishes this with the Contact Management features, composed of the To Do List and the Hot List.

The To Do List allows you to maintain and check off a comprehensive list of the tasks that you need to accomplish. Completed tasks that you check off still stay on the list for your reference until you uncheck and delete them. Incomplete tasks also stay on your list until you choose to delete them.

Use your Hot List to maintain a list of frequently used numbers and to stay on top of your callbacks to your most important people. The Hot List allows you to add both candidates and managers to one master list, referencing phone numbers for your convenience.

Topic:	Schedule Management


Schedule Management

EZaccess schedule management tools consist of the Calendar and the Scheduler. The Calendar has three functions: to catalog your upcoming events, to view your agenda by the day, week, month or year and, if you wish, to have a custom alarm notify you before an event.

With all scheduled appointments, meetings and callbacks residing in each users calendar, you can easily track or add new items to your own schedule. Better still, you can also view the calendars of your colleagues and add entries to their calendars.

The Scheduler simplifies the planning and setting of callback dates and times. It can automatically post the planned call to the appropriate candidate or manager record, as well as to your Calendar. In addition, once a callback has been placed on your calendar, you can post the call-back to a Tracking record for that candidate or manager. You can schedule lunch, meetings or other appointments to your Calendar, which can then be used to post the corresponding Tracking records to the candidate's or manager's record.

Topic:	Management Reporting


Management Reporting

The ability to access real time data in a meaningful way is what truly makes the data and functionality of the EZaccess system useful to management. In EZaccess, information can be searched on and summarized into reports. These reports can be used to interpret your company information in a great many ways. Often, there is a need for your company to produce a custom report. Because EZaccess is built upon an open Oracle database structure, commercial off-the-shelf report writers can be used to design virtually any report desired, thereby providing you with ultimate flexibility.

In addition to the standard reports provided, the Activity Searching features provide a quick snapshot of your most active clients, as well as your most productive staff. EZaccess Activity Searching allows managers to assess the productivity of their staff by looking at the number of Tracking, Sendout, Interview and Placement records made in any given time period, for any specific client, or for a specific user.

Topic:	How This Guide is Organized


How This Guide is Organized

While this User's Guide assumes you have a familiarity with basic Windows terminology, information below provides a short, clear recap of some valuable basic Windows conventions and instructions.

This User's Guide provides complete information on all EZaccess features. Throughout this guide, you will find many helpful Tips, Notes and Cautions to help you get the most out of EZaccess features. Each is identified by one of the highlighted captions or buttons explained in the topics below.

Topics:	General Conventions and Definitions

Mouse Conventions

Keyboard Conventions

Windows Conventions

User's Guide Conventions

System Conventions


General Conventions and Definitions

"Choose," "Select" and "Click" are used interchangeably to tell you to execute on-screen menu, button or dialog box commands. "Choose the OK button," "Press Select," and "Choose the Open menu" all indicate that you should click on the specified on screen button or menu command with the mouse.

Note: The commands in a menu will vary depending upon the open module and record.

Topic:	Mouse Conventions


Mouse Conventions

On a multiple button mouse, the left button is always the primary and specified button.  Procedures requiring a secondary button will refer to the right mouse button.

Term	Description

Point	To position the on-screen mouse pointer tip over the desired screen location.

Click	To press and immediately release the mouse button over a specified location without moving the mouse pointer.

Double-click  To click the mouse button twice in rapid succession over a specified location without moving the mouse pointer.

Drag	To click and hold the mouse button down while moving the mouse pointer.

Topic:	Keyboard Conventions


Keyboard Conventions

Keyboard Keys: In this User's Guide, all specific keyboard key names always appear in Bold text. For example, "Press F4" indicates you should press the F4 key, rather than type an "F" and then a "4," or look to the screen for an  F4  button to click.

Combined Key Commands: A plus (+) entered between two key names indicates that both keys must be pressed at the same time. For example, to "Press Alt+Tab," use the Alt key in the same way you would use the Shift key, by holding down the Alt key at the same time as the Tab key.

Topic:	Windows Conventions


Windows Conventions

Figure Intro-1  The Title Bar

The following buttons appear on the title bar of every window.

Button/Name	Description

 Program	The program icon or picture, on the left of the title bar, changes for each part of the program. Double-click on the program icon to close the current window.

 Minimize	This button leaves the current program and document open, but shrinks the window to an icon that can readily be reopened.

 Maximize	This button expands the current window to a full screen. The Maximize button is then replaced with the Restore button.

 Restore	This button reduces the current window to a pre-set, and usually smaller, size. The Restore button is then replaced with the Maximize button.

 Close	This button will close the current window. If no modules are open, the Close button will close the program.

Topic:	User's Guide Conventions


User's Guide Conventions

This guide uses some special symbols and conventions which are listed below.

Icons & Titles	Description

 Caution	Care must be taken to correctly follow the steps in a Caution Note.
Failure to take or avoid the specified actions could result in the loss of data.

Exercise:	Denotes a set of numbered instructions for practice.

Keyboard	Alternative keyboard methods of executing commands are provided.
Note: The keyboard keys are in Bold text. Examples: The Enter key is Enter. Cursor keys are Up, Down, Left and Right. Escape is Esc, Control is Ctrl and the Alternate Key is Alt. Function Keys are F1 through F12.

Note:	Additional details, such as options or further technical information.

Screen Items	Menus, commands, field names and other important terms are printed with initial caps. Example: The Code Search command is located on the Search menu.

Shortcut	Offers a Combined Key Command or streamlines the current command procedure.

Tip:	Provides information to facilitate or enhance the process being detailed.

Topic:	System Conventions


System Conventions

There are a number of conventions used throughout the EZaccess software system. The main conventions that impact the daily use of the software are listed below.

Convention	Description

Black Diamond Field:   A Black Diamond, or Lookup, field is marked with a diamond symbol at the right of the field. Each Black Diamond field contains an underlying table of valid values which are used to populate that field. You can access the underlying table by double-clicking within an empty Black Diamond field or by placing your cursor in the empty field and pressing the F9 key on your keyboard. Populate the field from the list by double-clicking a value on the list or by highlighting the value and clicking the Select button. You may also type valid entries in full, or in part, which will then be validated against the underlying table. All values contained in a Black Diamond table are controlled by the System Administrator.

Browse Windows:  In EZaccess, browse windows often appear as the result of a search command. The browse window lets you execute some commands in addition to viewing information. It is important to understand how the system retrieves and displays search results. The results of a search are retrieved as a list. This could be a list of candidates, managers, businesses, etc.

Browse windows are always displayed over the preceding screen. You can move a browse window box to see the information beneath it. Move the browse window by clicking and dragging the browse window title bar to a new location.

Scroll Bar: Some browse lists contain more entries than can be viewed within the window. Browse windows with larger lists will display a vertical scroll bar on the right edge of the box for moving up and down the list, to view additional records.

Within the browse window list, your cursor transforms to a highlighted indicator bar, defaulting to mark the first record at the top of the list. The position of the scroll box, within the scroll bar, indicates your approximate current location on the overall list. Your view of the list may be raised or lowered by clicking on the arrowheads at the top and bottom of the scroll bar, clicking and dragging the scroll box along the scroll bar or pressing the Up-Arrow and Down-Arrow keys. A warning beep will sound if you attempt to move beyond the top or bottom of a list.

Move your cursor down the list by pressing the Down-Arrow key or clicking directly on your choice. You can also scroll down the list to locate your selection.

Date Fields:	Every date field throughout the system contains a pop-up calendar which can be accessed by double-clicking on the field or by pressing the F9 key with the cursor in the field. The pop-up calendars look like a small wall calendar. You can point and click your way directly to the year, month and day that you wish to enter. Double-clicking a specific date adds the date to the Date field.

Each Date field also contains a Date Range dialog box. To access the Date Range dialog box, right click within the Date field. Within each Date Range dialog box are two additional Date fields. You can double-click on either field to access the pop-up calendar.

Dialog Boxes:	Dialog boxes appear to caution you about a condition or to request an additional action to complete a process. Dialog boxes must always be closed before proceeding.

Dialog boxes always display over the preceding, underlying screens. You can move a box to see information beneath it. To move a box, put the mouse pointer on the title bar of the box, hold down the left mouse button, and drag the box to a new location.

Drop Down List Boxes:  These fields have a drop-down arrow button [image] at right. A drop-down arrow indicates an underlying list which you can open by clicking on the arrow. These lists contain a limited group of values from which to choose. Valid values can also be typed into the field, in full or in part. These entries are automatically validated against the underlying table. The values in these tables are predefined and may not be changed.

Required Fields:  Each screen has at least one mandatory field that must be filled before you can save the record to the database. The record cannot be saved until all required fields have been populated.

Tab:  	Each Tab key stroke moves your cursor into the next field to the right. Repeatedly typing Tab moves the cursor across each field in a line from the left to the right, then duplicates the movement on the next line of the screen.

Shift+Tab:  Holding down the Shift key while briefly pressing the Tab key will move the cursor from field to field in the reverse direction.

View-only Field:  A view-only or "grayed out" field displays with a gray background, signifying that the field is populated by the system, and cannot be edited by any user.


Resume Processing

Before you begin: This section of the User's Guide is for everyone in the office who processes candidate resumes over the Bridge into EZaccess. For those firms that have a dedicated employee for the processing of resumes, this section is for that Resume Administrator alone. If you are never involved in processing resumes, you may want to skip this one set of subjects.

How resumes have changed: With the explosion in the use of e-mail, fax, and Internet communications over the last several years, the process of receiving, handling, and storing resumes has become easier and more complex at the same time. Just a few years ago, when you spoke about a resume, you were almost always talking about a paper document, even if it were faxed to your office. Today, many resumes are received as electronic documents.

EZaccess handles all types of electronic records as well as traditional paper records. Your office can receive resumes in any electronic or paper form and have EZaccess extract the data necessary to automatically build candidate records. It does not matter whether a staff person scans paper resumes into the system, receives resumes as a PC to PC fax, or downloads the resume from e-mail, the Internet, or an electronic BBS. As long as the resume ends up in the correct directory as an ASCII text file, it can be automatically processed by EZaccess. Once the resume has been processed, you will have full access to data and resume text for this candidate from within EZaccess.

OCR Software: It is important to understand that the open nature of the EZaccess system allows you to choose an OCR software package to work with your choice of scanning hardware. Since different companies use a number of OCR packages, it is beyond the scope of this manual to review their functions.

The EZaccess Process: After the OCR procedure, the EZaccess process consists of two steps: Data Extraction and Data Upload. Data Extraction pulls contact data from the resume in order to build a candidate record.

Data Upload takes the extracted information and loads it into EZaccess. A portion of the Data Upload step is Duplicate Resolution: When the name on a candidate resume matches a name already in the system, the new resume might be an update for the candidate in the system, or the new resume may be for a new candidate with the same name.

In the Duplicate Resolution step, you will choose between these options. This entire resume process is most often a back office function in a typical recruiting office, assigned to one Resume Administrator. The process is not usually performed by all of the system users.

Topics:	The Data Extraction Step

The Bridge Menus

File menu

Settings menu

Help menu


The Data Extraction Step

Once the OCR process is complete, the resumes will be in the system directory specified by your System Administrator. The EZaccess Installers make sure that the Data Extraction tool contains the location of this directory. After the OCR process, your first step is to open a module called the Bridge. The extraction and data upload steps are both executed within the Bridge.

To open the Bridge from Windows 95, click on your Start button at the bottom of the Windows screen and scroll up to Programs [image] (there is a sub-menu attached). When you highlight Programs [image], the sub-menu will open. Drag your mouse to the EZaccess [image] menu item (it also has a sub-menu).  When you highlight EZaccess [image], the sub-menu will open.  Drag your pointer to the Resume Bridge icon and click on it once to open the Bridge module.

Figure 2. 1  Locating Resume Bridge

Clicking on the Bridge Icon will bring up the Bridge Login dialog box.

Figure 2. 2  Bridge Login Dialog Box

Enter your password and click OK. You will see the Resume Bridge opening screen.

Figure 2. 3  Resume Bridge Opening Screen

This main screen is used to process candidate information after the details have been extracted from text.

The buttons in the Processing window in the upper left portion of the screen are for overall control of the Bridge. The upper right section of the screen contains a grid which summarizes the processing activity as it occurs; indicating a successful upload or a duplicate found.

The Duplicate Resolution window in the lower half of the screen is used to view and resolve duplicates when they occur. The buttons in the lower left portion of the Duplicate Resolution window allow you to control the resolution process. The lower right portion of the screen is used to display candidate details during Duplicate Resolution. This entire process is discussed in detail in the Duplicate Resolution section.

Topics:	The Bridge Menus

File menu

Settings menu

Help menu

The Data Extraction Procedure

Duplicate Resolution


Bridge Menus
The Bridge Menus

Bridge menu commands available on the File, Settings and Help menus are listed below:

Topics:	File menu

Settings menu

Help menu


File menu
The Bridge File Menu

Figure 2. 4  Resume Bridge File Menu

Command	Description

Extract from Resume  Opens the Resume Extraction dialog box, where you can locate text files and verify candidate details extracted from the resume. These details will be used later to create candidate records in EZaccess.

Process a Dice File  Opens the Dice Hotlist extraction dialog box. Like the Resume Extraction window, this command provides the facility to locate candidate details ready for processing. Unlike the Resume Extraction dialog box, this option is provided explicitly for extracting information from Dice Hotlists (a download format used by the Dice resume Bulletin Board Service).

Clear out the scanner database  Accesses the Scanner Database. This is a temporary holding area where the Bridge stores candidate details that have been extracted from resumes, but have not yet been uploaded to EZaccess.  The holding directory is C:\EZSCAN.

During normal processing, this holding area is automatically updated and you do not need to clear the area manually. This option is available for unusual circumstances. For example, if you extracted details from a collection of resumes and discovered that these resumes had already been processed, you could use this command to manually clear out the Scanner Database.

Clear out the Dice database  Like the Scanner Database, the Dice Database is a temporary holding area where the Bridge stores candidate details. The Dice Database holds candidate details extracted from the Dice Hotlists. This database is cleared out automatically, so you would not normally need to use this command.

Exit	Closes the Bridge window and program.

Topics:	The Bridge Menus

File menu - the current topic

Settings menu

Help menu


Settings menu
The Bridge Settings Menu

Note the first three commands on the Settings menu, the Status, Source and Location commands.

Figure 2. 5  The Settings menu

You can preset how these three commands will fill certain fields for all records uploaded to EZaccess during this one Bridge session. Some configurations do not display these commands; see your System Administrator regarding changes to the configuration.

Command	Description

Status 	Choose from the list of candidate status codes. This list is configured by your System Administrator.

Source	Choose from the list of how the resume was acquired.

Location	Choose from the list of regional locations, describing either the candidate home area or their preferred work location.

The next two Settings menu commands choose which type of resumes you will process.

Command	Description

Use Scanner 	Set the Bridge to extract details from text files.
Database

Use Dice	Set Bridge to extract details from Dice Hotlists and Weblists.
Database

The next three Settings menu commands select how the Bridge processes resume updates. Many firms choose Overwrite Existing Resumes as the default. If you default to Prepend or Append, multiple resume updates will gradually accumulate for some candidates. The default is defined during installation, but you can change the mode for any given resume, as you process it. These commands correspond to the three round radio buttons labeled P, O, and A under the Duplicate Resolution box on the main Bridge screen.

Command	Description

Prepend to	Add text of each new resume before existing resume.
Existing
Resumes

Overwrite	Replace each existing resume with the new resume.
Existing
Resumes

Append to	Add the new resume to the end of the existing resume.
Existing
Resumes

The last two commands on the Settings menu are rarely used.

Command	Description

Detail Scroll Bar  Displays a horizontal scroll bar on the bottom of the Transfer Results portion of the Bridge screen. This allows you to scroll to the right to view two additional columns which display the DB# (Database ID #) and the Scan#.

This information is only required when making a support call to the EZaccess Support Center.

Maximum Grid Length  Set the maximum record length of the Transfer Results grid. The default grid maximum is 60 lines. If you instruct the Bridge to process more than 60 candidates in one session, the system will still stop after the 60th resume.

You must resolve any candidate duplicates listed in the Transfer Results portion of the screen before proceeding. At all times, candidates that have not been processed remain in the holding area until they are processed. Details are not lost when the system stops at the 60th resume.

Note:	To process resumes past your maximum setting, you must complete the first set of resumes.

After processing the first group of resumes, you access the next group by clicking the Process button again.

Topics:	The Bridge Menus

File menu

Settings  menu - the current topic

Help menu


Help menu
The Bridge Help Menu

Figure 2. 6  Help Menu

Command	Description

Configuration  View the current configuration of the Bridge program. This view-only screen is most useful for finding directories.

The configuration is set during installation. Upon selecting this command, you will see a Configuration screen with settings like those displayed below. These settings are specific to each installation.

Figure 2. 7  Bridge Configuration Screen

About	Shows the current version of the Bridge software, along with the release date. Click OK to close the box.

Figure 2. 8  Help About… Dialog Box

Topics:	The Bridge Menus

File menu

Settings menu

Help menu - the current topic

Beginning the Data Extraction Procedure


Beginning the Data Extraction Procedure

To use the Bridge, a collection of resumes in text files must be available, whether in the form of individual resume files, or as a Dice Hotlist.

OCR Software: The typical method of preparing a collection of individual resume files is to use an OCR package and save the scanning session results to text files.  You may name these files any way you wish, JOB01.TXT, JOB02.TXT and JOB03.TXT

Proper file location: These files must be saved in the directory listed for the extract_directory heading in the Directories box on the Configuration screen. You reach this screen from the EZaccess Help menu. Alternatively, a collection of resumes could be saved by saving e-mail messages from the local e-mail program.  Typically the path to this directory is N:\ DOC\CAND\SOURCE.

Suitable text formatting: When preparing the individual resume files for Bridging, you must ensure that the name and address of the candidate are the only text that actually appears in the first lines of the file. The Resume Extraction process most successfully identifies Names, Addresses and Telephone Numbers correctly when the details are in the format below.

It is recommended that you edit resumes to correspond with the format pictured below. Where E-mail messages are concerned, all address headers (such as "To: Bill") will need to be removed from the top of the message.

FirstName MiddleName LastName

Street Address

City, State ZIP

HomeNumber

WorkNumber

Figure 2. 9  Recommended Bridging Format

Note: Certain items should never appear at all in the FirstName MiddleName or LastName segments while Bridging. This includes all non-letter characters used within a name, such as a space, as in Van Gogh, a dash, as in Smith-Jones, or an apostrophe, as in O'Connor. The second type of items to exclude are any form of title, such as Dr. before a name and Ph.D., Jr. (Junior) or III (the Third) after a name. After the Candidate record is created, you can add the name, exactly as it should appear, into the Candidate record Comments field. The Comments field is the recommended location for the exact name. The resume also contains the exact name.

Dice Hotlists and Weblists are files provided by Dice for its client members. A Hotlist or Weblist consists of a number of "mini-resumes" or "resume summaries" grouped into one file. These files are uploaded using the Process A Dice File command under the File menu. This command will upload the entire file.  You do not have the opportunity to pick and choose names from the file.

Extracting Data from Text or Dice Files

You can extract data from either of two text file types.

Topics:	Extracting from a Resume File

Process a Dice File

Uploading Data Files

Topic:	The Data Upload Process


K Extract From Resume;Data;Text;File$ Extract From Resume
Extract from Resume

Having prepared the resumes for EZaccess, click the Extract From Resume button or by selecting the Extract From Resume command under the File menu. The Resume Extraction screen opens.

Figure 2. 10  Resume Extraction Screen

The Resume Extraction screen identifies which text files will be used as resumes, displays the first few lines of the identified resume, and displays information pulled from those lines in the upper right-hand quadrant of the screen. The candidate information is displayed so that you can confirm or correct the data fields.

The box in the top left quadrant of the Resume Extraction screen displays where the text files will be located.

The box on the right will display the name and address details that will be extracted from the selected text file. The buttons beneath this information are used to instruct the Bridge on what to do with the files that have been selected.

The large window on the bottom half of the screen will display the top few lines of the text file that has been selected.

Files can be processed one at a time, or in a batch.

Topics:	Individual File Processing

Batch Processing


Individual File Processing

In the Data Extraction Procedure example, there were three text files saved from the three resumes scanned into the system using an OCR package. Each resume was saved to the correct directory on the correct hard drive.

In the Extract From Resume screen, all files with a .TXT file extension are automatically displayed in the File List window, so you would see the files JOB01.TXT, JOB02.TXT, and JOB03.TXT listed. Double-click to select a file. If you double-clicked on JOB01.TXT, the following screen would appear:

Figure 2. 11 Bridge Resume Extraction Screen

Note: If you should want to see text files in other directories or drives, you must change the current drive or highlighted directory. You can also view files with file extensions other than .TXT.

Change Drives: To change the current drive, click on the drop-down arrow in the Drive box at the top of the upper left window. Click on the drive you want and it becomes the current drive. You will then need to choose the sub-directory.

Change Directories: To change the current directory, double-click on the directory level you want in the cascading list in the box beneath the Drive box.

Note: If the directory you want is not displayed, double-click on the directory one level above. You will see a list of all sub-directories located beneath the directory you chose. Double-click on the directory you want to make it the current directory.

Change File Extensions: To see files with extensions other than .TXT, type the extension you wish to see in the Extension box to the right of the Drive box. Press Tab on the keyboard and any files in the current directory that have the extension you typed will appear in the box below the Extension box.

Topic:	Attempting to View an Unprocessed File


Attempting to View an Unprocessed File

It is possible to accidentally attempt to view a file that has not been prepared for the Bridge. If you double click on a file which still contains control codes, you will see the following warning.

Figure 2. 12  Warning Dialog Box for a
Document with Control Codes

If you choose to click on the Strip out the control codes and try it again button, the program will attempt to clean up the file. If the file is NOT a resume file, you may destroy another type of file that someone needed. Therefore, it is best to view a file before stripping it. You can view a file with either the JOT Text Editor or MS Word.

If the file is of a type that can be viewed by a text editor, you can view it in the JOT Text Editor by clicking on View the resume with a text editor button. JOT will be launched and the file will appear within it.

If the file is of a type that can be viewed by a word processor, you can view it in MS Word by clicking on View the resume with a Word processor button. MS Word will be launched and the file appears.

The recommended action is to verify the document name, then strip out the control codes by clicking on the Strip out the control codes and try it again button.

Note: It is also possible to inadvertently try to view a file that runs a Program, rather than a resume. This is not recommended. If a software program were stripped of its control codes, the ability to run that software would be destroyed.

Topic:	The Data Upload Process


Resume Data Upload

While still within the Extract From Resume screen, after verifying on-screen that the extraction was successful, you can now use the Bridge to upload this data to EZaccess.

The Data Upload Process

To upload the data, click the Use button. Any file for which you do not select the Use button is not uploaded, and the prepared version of the data is lost. If you do not click the Use button, the Bridge defaults to assume that you were only viewing the data.

Figure 2. 13  Bridge Resume Extraction Screen

Command	Description

Clear	Clears all entry data on-screen so you can choose a new file.

Use	Uploads the data.

Edit	Launches JOT Text Editor, with the current file to view and edit the text, as necessary.

Use All	The Use All button is for batch processing and should not be used for processing individual files.

Done	Return to the Bridge main screen after employing the Use button for every edited resume.

Topics:	Batch Processing


Batch Processing

The alternative to Individual File Processing is Batch Processing. For more than a few resumes, this can be a faster method.

Click the Extract From Resume button. The Resume Extraction screen opens.

Using the example from the Data Extraction Procedure, assume that this data was extracted from each of the remaining two files listed, in the same way that data was extracted from the first file.

If you had fifty files ready for extraction, the process of double-clicking on each file may be too cumbersome and time consuming. Streamlining this procedure is the purpose of the Use All button. Selecting Use All is identical to selecting each file and then clicking the Use button for each file.

Having selected the Use All button, you would see one of two messages. If the process was successful, the following message box would appear:

Figure 2. 14  Batch Extraction Success Dialog Box

If there are any problems with one or more of the files, the system will display another message warning of the problem.

Figure 2. 15  Batch Extraction Problem Dialog Box

Only those files with problems remain in the directory. You can then double-click on each of these files to ascertain the nature of the problem. Use the routine described in the Attempting to View An Unprocessed File section to resolve such problems.

The data in these records will still need to be verified. See the Verifying Batch Processed Files section.

Topic:	Verifying Batch Processed Files


Verifying Batch Processed Files

Records extracted with the Use All button will still require verification of the extracted data. You can verify the files quickly, one at a time, by using the VCR-style buttons on the Resume Extraction screen.

Figure 2. 16  VCR-style Buttons

Button	Description

Choose this button to see the details of the first file extracted.

Use the Left button to move to the previous file in the group.

Use the Right button to advance to the next file in the group.

Choose the button to go to the last file extracted.

Verify Each Record

By using the VCR buttons, you can cycle through the files. In each file, the head of the current resume shows in the lower screen portion so you may compare the data to the corresponding extracted details in the top right section of your screen.

While you are viewing each record, check to see that each file is correct, editing as necessary. If you update the details in any record, you must also click on the Update button while the record is still current. The Update button will instruct the Bridge to save your edits.

Completing the Process and Closing the Window

After choosing the Use button for each verified resume, or choosing Use All and then validating the extraction, the process is complete. Select the Done button to return to the Bridge main screen.

Topic:	Processing a Dice File


Processing a Dice File

The Processing a Dice File command is only broadly comparable to the Extract From Resumes command. You cannot edit Dice data. Select the Process a Dice File command from the File menu to obtain a list of Dice Hotlist or Weblist files, in the same way that the Extract From Resumes command obtains a list of candidates files. When you select the Process a Dice File command, the Dice Entry screen appears.

Figure 2. 17  Dice Extraction Screen

You can use the drive and directory boxes in top portion of the screen to help you locate your Dice Hotlists or Weblists. The lower half of the screen displays the candidate information as it will be extracted from the list.

The Dice Extraction Screen figure pictured above shows a directory with a number of Hotlists. If there are several Dice Hotlists or Weblists to process, always process them in ascending date order. This guarantees that any updates are not overwritten by previous data.

Unless files have been renamed, the Dice Hotlist file names usually begin with h-o-t and the last digit of the year, followed by two digits for the month and two for the day. Therefore, hot61223.txt in the figure above represents a file created on December 23, 1996. The Bridge can process a Hotlist regardless of its name. However, a consistent method of naming files that includes a clear date code can be very useful for processing multiple files.

Topic:	The Dice File Processing Steps


Dice File Processing Steps
The Dice File Processing Steps

To extract the data from a Dice Hotlist, double-click on the Hotlist that you wish to process. A series of screens containing candidate data display briefly in the lower half of the Dice Extraction Screen.

Figure 2. 18  Extracting Data From Dice

You will see each Dice name, address and phone data appear, albeit briefly, in the lower half of the screen, usually in alphabetical order. You cannot edit the Dice data that is being processed at any time. You can later edit the candidate records.

When the Bridge is finished processing the list, click the Done Preprocessing Dice Files button to return to the main screen.

Topics:	Duplicate Resolution


Duplicate Resolution2
Duplicate Resolution

After extracting candidate data from resumes or Dice files, you must resolve any duplicate records found during the upload process. The steps in the Upload Process are Duplicate Resolution and Data Update.

The Duplicate Resolution Process

Extracted details from each resume must be compared against candidate records in EZaccess. It is necessary to determine the nature of each new input file. There are four possible results.

A new resume for a new candidate.

A new resume for a new candidate with a name identical to an existing candidate in the database.

An new or updated resume for an existing candidate.

A duplicate resume for an existing database candidate.

In the Data Extraction Procedure example, three documents were extracted. These files were resumes for the candidates Marco Huan, Samuel G. Hernandez, and James Edwards.

The stages of the Duplication Process are the Upload Process Screen, the Transfer Results Box, the Completed Upload, the Resulting Files, the Resolution, Reviewing Duplicate Entries and the Data Update.

The Upload Process Screen: To upload the extracted data  to EZaccess, click the Process button on the Bridge main screen.  This will begin the upload process and will identify any duplicate records.

Figure 2. 19 Resume Bridge Opening Screen

The Bridge main screen remains open. A New Candidate Settings box appears as a second Processing box located beneath the original Processing box and the menus.

Figure 2. 20  Beginning Duplicate Resolution on the Bridge Screen

You will see the Bridge immediately begin stepping through each name, populating the new Processing box and Transfer Results box.

The Transfer Results Box: The candidate names will appear in the Transfer Results box, and either OK or DUPLICATE will appear to the right of the name. When processing is complete, the second Processing box reverts to the New Candidate Settings box.

Figure 2. 21  Completed Duplicate Resolution on the Bridge Screen

The Stop button in the new Processing box lets you halt the upload after the current candidate has been processed.

OK in the Result column indicates that the Bridge has not found another candidate with the same name in EZaccess. When there is no other candidate with the same name, a new record is created and the resume is copied into the EZaccess main system.

DUPLICATE indicates that the Bridge found at least one person with exactly the same first and last name. The Duplicate Resolution section of the main screen is designed to help you reconcile duplicate candidates.

When the Upload Process is complete, you will see one of several messages. If the process was successful, the following message box appears.

, you will see one of several messages. If the process was successful, the following message box appears.

Figure 2. 22  Duplicate Processing Success Dialog Box

If any duplicates were found, the system displays a warning.

Figure 2. 23  Duplication Dialog Box

Note:  If you also had the EZaccess Candidate module opened, you would now be able to retrieve and review the record for this candidate. Once the candidate record is displayed, you can view the resume by clicking the Resume button.

Resulting Files: EZaccess actually stores two separate copies of a resume for each candidate. For candidate records added by the Bridge, the input resume is copied twice to form both the Scanned (a text file) and Formatted (an MS Word document) resumes.

Scanned resumes form the index that is used in the EZaccess Resume Search and is simply a text file. Formatted resumes are typically used as word-processing documents. The Formatted resume can be edited and formatted before sending it to a client.

Because the system is set to anticipate that you may have manipulated the Formatted resume with your word processing program, the Bridge will never overwrite a Formatted version during an update. Keep this in mind when resolving duplicate entries. Although you may choose to update the resume with the Update Resume or Update Resume+Data buttons, only the Scanned (text) version will be updated.

To edit a Formatted (MS Word) resume to reflect the update, you must "cut and paste" sections from the Scanned (text) resume into the copy on the main system, or copy over the previous Formatted (MS Word) resume.

Resolution Process: During the Duplicate Resolution Process example, you selected the Process button. The Transfer Results section of the window displayed a grid with the following entries:

Figure 2. 24  Transfer Results Section

In the Transfer Results section of the screen, you can see that the JAMES EDWARDS and SAMUEL G. HERNANDEZ resumes were recognized as unique, but that the system already contains information about a candidate named MARCO HUAN. Records for the first two candidates were added automatically and their resumes were copied into EZaccess. No further action was needed for those two candidates.

The Bridge must now be instructed on what to do about the resume of Marco Huan. You indicate to the Bridge if this is a completely new Marco Huan, or if this resume is an updated resume for a Marco Huan already in EZaccess. There can be several candidates with this name or just one. You must review the other candidate(s) with this name in EZaccess in order to resolve the duplication.

Reviewing Duplicate Entries: To review duplicate EZaccess entries, click on the name of the candidate in the Transfer Results or on the word DUPLICATE. In this case, you click on the entry for MARCO HUAN, and the Bridge looks up all Candidates with the same name.

Clicking on this name entry would display the following information in the Candidate already held with the same name box in the lower right portion of the screen.

Figure 2. 25  Duplicate Entry Resolution

The Bridge has displayed the EZaccess database details for the first candidate named Marco Huan. In this example, there is only one candidate. If there were several candidates with the same name, the Next and Prev buttons would also be enabled, as appropriate.

The Next and Prev buttons are used to go forward and backward among candidate records with the same name. You can then click the Next button to view the details of the second candidate record with the same name. Your objective is to match the incoming resume with one of the existing records, or to decide that the incoming resume should not be attached to any of the existing records.

Reviewing the existing candidate's address and telephone numbers may make it apparent which candidate, if any, should be updated. However, more information may be needed in order to make the decision. You can view the resume attached to a candidate record by clicking the View Text in EZaccess button. To view the new, incoming resume, click the View Scanned Text button. Reviewing this information should enable you to make a decision about what to do with the incoming resume.

Note: The View Scanned Text button is not available when processing Dice resumes. You may need to upload the Dice Hotlist into a word processor, or editor, to have the text available for viewing during Bridge processing in order to resolve any duplicates.

Data Update: If you decide that the incoming resume is for a new candidate, and does not constitute a resume update for an existing candidate, then select the Add button. The Add button creates a new candidate record in EZaccess and attaches the incoming resume to it. If an existing candidate is identified as a candidate for whom the incoming resume is an update, then choose one of the Update buttons with the correct candidate selected.

The Update Data button changes the database record for this candidate, revising the address, phone number, and scan date. The Update Resume button updates the Scanned resume for this candidate without updating the candidate data. Update Resume+Data is identical to clicking Update Resume button and then clicking the Update Data button. It is most common to update both, but the pair of buttons are there so that you can choose to update one but not the other.

To manage multiple resumes for the same candidate, see

Topic:	Multiple Resumes


Multiple Resumes

Some candidates have multiple resumes. For example, you may have two resumes for a Dean O'Connor; one resume would detail his work as a Project Manager, the other would describe his history as a Software Trainer. In EZaccess, one database record is created and multiple resumes are contained in the same resume file. A recruiter can select the specific page to format and send to a hiring manager if necessary.

Where a candidate has multiple versions of the resume, you may want to Prepend or Append the update instead of Overwriting the original.  To do this, click on the radio buttons next to the P or A in the lower left portion of the Bridge main screen prior to selecting one of the Update buttons.

If necessary, you can clear the Transfer Results area manually

Topic:	Flush, Autoflush, and the Transfer Results Area


Flush, Autoflush, and the Transfer Results Area

The Transfer Results area is considered to be a checklist displaying the candidates that have been added and the duplicate candidates that need to be resolved.

Figure 2. 26  The Transfer Results Area During Resolution

As each duplicate is resolved, the entry for that candidate in the Transfer Results area will disappear, or Flush automatically. However, you can flush candidates manually by using the Flush button. Manual flushing is done to skip over a duplicate entry. For example, you might want to flush a duplicate if you discover that updates from this candidate are received on a daily basis or that it was accidentally processed twice in the same day.

If you leave the Bridge without resolving the duplicates, the same names will reappear each time you select Process. This will continue to happen until you resolve the duplicates. Entries marked OK will not reappear.


The Four Modules

EZaccess divides all of the important information necessary for recruitment into Candidate, client Business, hiring Manager and Job Order modules. These modules are linked together by activity records which contain information about your daily recruitment tasks. Activity records are discussed in detail in the Four Activities chapter.

All primary data is stored within a Candidate, Manager, Job Order or Business module. This section contains a detailed explanation of the information and features within each module.

Topics:	Candidate Module & Related Screens

Business Module

Manager Module

Job Order Module

Candidate Module & Related Screens

The Candidate module contains information on each candidate. In addition to the main screen, several more screens are available from the menus. As an example, the candidate References screen may be accessed by selecting the References command from the Other menu. This candidate's resume can be viewed by clicking the Resume Button on the toolbar or through the View Resume command from the Other menu.

Figure 3. 1  Candidate Main Screen

The Candidate main screen contains general information about the candidate. EZaccess does not require every field to be filled, however some fields must be populated in order to save a record to the database. The required fields in the Candidate module are the Last Name, First Name and Status fields. Required fields have a contrasting colored background.

Topics:	Exercise 3-1: Add a Candidate Record

The Candidate Module Components

Additional Candidate Information:

Other Menu

Open Menu


Exercise 03-01 Add a Candidate Record
Exercise 3-1: Add a Candidate Record

1.	Click the Candidate button to open the Candidate module.

2.	Click on the Add button to put the system into the Add Mode.

3.	Populate the Last Name and First Name fields.

4.	To populate the Status Lookup field, put your cursor in the empty field. Double-click to quickly select values from the underlying tables, press F9 on your keyboard, or type the first few letters of the entry and press Enter. A single match will auto-populate the field. Multiple matches appear in a list box. Highlight the entry you want and choose Select or double-click on the entry item. This will automatically populate the field.

Note 1: To use the keyboard method of populating a Lookup field, click within the field and type the first letter or letters, then press TAB. The entry will be validated. If the entry is valid and unique, the system will populate the field. For multiple valid entries, a list box displays all entries containing the letters typed into the field.

Example: You want NORTHERN CALIFORNIA in the Location field. Two similar locations exist in the underlying table (NORTHERN CALIFORNIA and NORTH DAKOTA). You type the letters N O and press TAB; EZaccess displays a list box displaying both values. There was insufficient data entered to create a unique value. Had you entered "NORTHE," NORTHERN CALIFORNIA would have automatically populated the field, because the final letter "E" eliminates NORTH DAKOTA, creating a unique value.

5.	Once a value has been entered into the Status field, click on the Save button to save the record to the database.

Note 2: Only three fields are required to add a new Candidate record to the database: Last Name, First Name and Status. Required fields must be populated before saving the new record. Records may be added in each of the four modules in a similar fashion.

Note 3. Lookup fields are used throughout EZaccess. Values for most of these fields are controlled by the System Administrator. Some of the fields, however, are dynamically updated each time a new record is added to the database. For instance, each new job order entered into the system immediately becomes available as a Job Order Field value in all activity records – Tracking, Sendout, Interview and Placement. This speeds up selecting the job order when recording an activity.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Candidate Module Components
The Candidate Module Components

Field	Description

Name (LFM)	At the top, in order, are Last Name, First Name and Middle Name.

ID#	EZaccess automatically populates this field with a unique ID number.

Salutation	The honorific or title used in correspondence: Dr., Mr., Mrs., or Ms.

Known As	Use for a short name or nickname. EZaccess defaults to the First Name field contents, which you can change at any time.

EEO 	Equal Employment Opportunity information such as ethnic background. Your Systems Administrator creates the values for this field.

Gender 	This drop-down list records candidate gender for Equal Employment Opportunity purposes, as well as assisting in name identification.

Address	For the candidate's home address, the first line has the street address and apartment number, if any. The second field contains city information, the third has state and zip code plus country, if necessary.

Consultant Type [image]  Choose from: [None], W2-Temp, Independent, Employee or From Broker. Selecting[None] will leave the field blank.

SSN	Your candidate's Social Security number.

Status 	A Lookup field describing the various stages of a Candidate's progress through the system. For example, Was Added By Bridge, Ready, or On Contract. This field must be populated.

Last Contact	This field is automatically updated when a Tracking record is added.

Available	This Date field indicates when a candidate will be available for work. You can manually change this field. EZaccess auto-populated it when the resume was processed through the Bridge and updates the field with the end-date of the new contract when a candidate is placed.

Inc Name	The is the DBA name of an Independent Consultant.

Recruit/Sales [image]  These two Lookup fields store the names of the recruiter and salesperson assigned to this candidate.

Location 	This Lookup field can identify either the region where the candidate currently lives or the region in which the candidate wishes to work.

Source 	This Lookup field identifies how the candidate heard of your company. Sources could include: referral, advertisement, career fair, etc.

Phone	This field holds the candidate's home telephone number. For additional telephone numbers beyond Work Phone described below, there is a Contact Information Screen in the Other menu.

Resume Cleanup Date  EZaccess automatically populates this field with the date the candidate's resume was edited and then Bridged into the system.

Scan Date	This is the date that the resume was first Bridged into the system.

Employer 	Records the client business at which the candidate was placed. Values for this Lookup field are client businesses in the Business module.

Call Back Date/Time  The date and time you schedule to call the candidate. You can also generate call back reports for the day, week or month from this field.

Work Phone	This is the candidate's current work telephone number. This phone number is automatically updated when a placement is made, although you can overwrite it at any time.

Letter 	  	This three part field begins with Yes/No to send the candidate a letter. A Yes automatically enables fields 2 and 3. Double-click second field to choose a template from a Lookup list of letters. The  third field is populated by the system with the date on which the letter was created.

Real Title	This field refers to the Candidate's business card title.

Current/ Desired Rate  The first two fields store the current candidate pay rate and the rate he or she would like to be paid. These minimum-acceptable fields hold maximums of $9,999,999.99 (without commas). Frequency, a third, unlabeled drop-down field, lists intervals at which a rate is, or would be, paid. Current and Frequency auto-update upon placement. Values include Hourly, Daily, Weekly, Bi-Weekly, Monthly, Quarterly, Yearly.

Job Title 	Holds a description of what the candidate actually does, such as Oracle DBA, DB Administrator, etc. The field is updated upon placement.

US Citizen/ Green Card  Refers to employment eligibility. Double-click to choose Yes or No from this Drop Down List box.

Prof. Complete [image]  This Yes/No field lets you choose if the candidate's record is complete.

Comments	Enter comments of up to 2,000 characters of free form uppercase text. Within the field, a scroll bar at right lets you move up and down the screen beyond the viewing area.

Entered/ Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  These fields are auto-populated by EZaccess with the date the record was last updated and the name of the user who updated the record.

Topics:	Additional Candidate Information:

Other Menu

Open Menu


Additional Candidate Information

Additional screens and data are available from within the Candidate module. These screen are accessed through the Other and Open menus.

Topics:	Other Menu

Open Menu


Other Menu2
Other Menu

Many auxiliary screens are accessed through the Other menu. The number of commands you see in a menu will vary depending upon the open module and record.

Figure 3. 2  Other Menu

Topics:	User Defined Command

Edit Codes Sub-menu

Contact Information Command

View Resume Sub-menu

Businesses Not to ApproachCommand

References Command

Work History Command

One Off Letter Command

Attach Resume Sub-menu

Download Resume Sub-menu

Expand Comments Command


User Defined Dialog Box
User Defined Command Dialog Box

Click on the User Defined command under the Other menu to access this window. User Defined fields are configured by your Systems Administrator. These are fields that capture information unique to your company that is not included on the other Candidate screens.

Figure 3. 3  User Defined Fields Dialog Box

The fields in this illustration were previously defined by the System Administrator. The heading "Description" will be the default in the User Defined Dialog Box until your Systems Administrator creates actual names in the system maintenance program. User definable fields are available for each of the four main modules; the field names can be different in each module. To close this window, double-click on the Program button at the left or the Close button at the right end of the User Defined Fields title bar.


Edit Codes Submenu
Edit Codes Sub-menu

Under the Other menu select the Edit Codes sub-menu, for coding candidate attributes and skills, education levels, foreign languages spoken, technical skills, etc.

Codes are descriptive terms designed to identify specific areas of experience and/or expertise. Codes are divided into categories and sub-categories, added by the System Administrator. Codes can include all of the items on a Candidate Skills Inventory. These terms can be attached to Candidate, Manager, Job Order, or Business records.

Edit Codes Sub-menu:

Edit Codes Command

Quick Edit Command

Displaying Codes Command

Edit Codes Command

With a record displayed, you can add codes by clicking the Edit Codes command on the Edit Codes sub-menu under the Other menu, or by typing CTRL+E.

Figure 3. 4  Edit Codes Screen (Candidate)

See: Exercise 3-2: Add a Code


Exercise 03-02 Add a Code
Exercise 3-2: Add a Code

1.	In the Candidate module, enter the last name of a candidate, then click the Retrieve button.

2.	Select the Edit Codes command from the Edit Codes sub-menu of the Other menu. The Edit Codes screen appears.

Figure 3. 5  Edit Code Screen

3.	Click a skill code Category in the Code Area box. The appropriate Sub-Categories now appear in the Description box at right. Sub-Categories are the actual skills or attributes.

4.	Select and rate the skill code by clicking directly on the correct Ability check box at the right of Weak, Medium or Strong. If you Add the skill, the code is applied to the record with the skill strength listed as "Uncoded."

5.	Click Add. The Code appears in the Candidate record box at right of the Add and Delete buttons. The box has the labels Code, Description, and Strength.

Skill coding is done this way for Candidate, Job Order, Business or Manager records.

You can just as easily Delete a code from a Candidate record. Go into the Edit Code screen, click on a previously added code and click the Delete button.

To close the Codes window, double-click the [image] button or click once on the [image] button on the Codes (Candidate) title bar, select Close from the Actions menu, or press CTRL+F4 on the keyboard.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Quick Edit

Quick Edit, on the Edit Codes sub-menu, under the Other menu, is the fastest, easiest method of coding candidate attributes and technical skills. Quick Edit can also be reached by typing CTRL+Q.

Figure 3. 6  Quick Edit Codes Dialog Box

The Quick Codes window appears with an alphabetical listing of all skill codes. Scroll down the list and double-click on the desired code. You can alternatively type an entry into the Enter Description field. As soon as you begin to populate this field, the system will automatically display any skill codes (regardless of skill category) that match the user's entry.

Highlight a desired skill code and click the Add button to add it to the record. The skill code is added with an "uncoded" ability level. The Ability level is a drop-down menu; click on the arrow and change the ability level by selecting the appropriate value. When you have added all of the desired skill codes to the record, click the Save button.

You can also use the Quick Edit feature to delete a skill code. Double-click on a skill code displayed at left, or single click on the skill code and press the Delete button to remove the code from the record.

Tip: 	Once you are thoroughly familiar with the Edit Codes command procedures, the Quick Edit method becomes faster to use.

Save any additions or deletions before closing the window. To close this window, double-click the [image] button or click once on the [image] button on the Quick Codes (Candidate) title bar, select Close from the Actions menu, or press CTRL+F4 on the keyboard.


Displaying Codes

You can easily view skills that have already been added to a record. Once a record has been retrieved, click on the Other menu, select Edit Codes,  and Display Codes from the sub-menu to open a window listing all codes previously given to the current record. The Candidate Skill Codes window appears on top of the main record. If the codes displayed exceed the size of the window, a scroll bar appears at right so that you may move up or down throughout the list.

Figure 3. 7  Candidate Skill Codes Window

Tip:	This window can be moved. If the window covers a portion of the record that you need to see, just click, hold down and drag the top horizontal bar of the Candidate Skill Codes window to a new location.

To close this window, double-click the [image] button or click once on the [image] button on the Candidate Skill Codes title bar, select Close from the Actions menu, or press CTRL+F4 on the keyboard.


Contact Information

Contact	The Contact Information command, under the Other menu, can also be reached by clicking the Contact button on the toolbar.
Figure 3. 8  Contact Information Window

EZaccess automatically populates the Home Phone and Work Phone fields with data from the candidate's main record. Additional or alternate telephone numbers, fax numbers, E-mail addresses and cellular phone numbers can be entered in the fields provided. Close the Contact Information window by clicking the Close [image] button on the Contact Information title bar.


View Resume

The View Resume command contains a sub-menu with the choices Formatted, Scanned or Image.

Figure 3. 9  Other Menu, View Resume

Tip (...)	If you choose Formatted, EZaccess automatically launches Microsoft Word, displaying the candidate's formatted resume copy. This is the copy to edit for the purpose of submitting to a hiring manager.

If you choose Scanned, EZaccess displays the candidate's original ASCII scanned text version in an Editor Program called JOT. You can also reach the scanned resume by clicking Resume on the toolbar.

 Caution:  This is the original ASCII text version, exactly as it was scanned into the system. Any skills added to the resume should be placed in this version as well as the formatted version. Changes made to the ASCII version are automatically added to the Resume Search index when the index is updated by System Administrator.

If you choose Image, a graphic image of the resume is displayed.


Businesses Not to Approach

You can execute this command from the Other menu, or by using the shortcut keys CTRL+A. The candidate's Businesses Not to Approach Screen appears.

Figure 3. 10  Businesses Not to Approach Screen (Candidate)

The record is used for storing data on a business that must not be contacted regarding this candidate. There is no limit to the number of Businesses not to Approach records you can create for each candidate. The Business Name is a Lookup field and the business must be listed in the database. The Reason field details the situation.


References

The Reference screen can be accessed from the Other menu, or with the shortcut keys CTRL+R. There is no limit to the number of Reference records you can create.

Figure 3. 11  References Screen (Candidate)

Topic:	References Screen Field Descriptions


References Screen Field Descriptions

Field	Description

Record Num.	EZaccess automatically populates this field with a unique number.

From	This is the name of the person who provided the reference.

Recruiter 	This Lookup field names the recruiter who obtained the reference.

Business	This business employs the person giving the reference.

Check Date	On this date, the reference was checked or taken.

Relationship	Short description of relationship between provider and candidate.

Phone	List the work number and extension of the person giving the reference.

Home Phone	A number can be listed here for the person who provided the reference.

For each of the next six items, the reference provider is asked to rate the candidate on a scale of 1-10. Enter a number from 1 to 10 in the small box field next to each category.

Technical Work  The candidate's overall technical skills.

Comm. Skills	The candidate's skill in communications.

Appearance	The candidate's professional appearance.

Work Under Pressure  The candidate's ability to produce results under pressure.

Reliability	The candidate's reliability.

Presentation	The candidate's rating as to presentation.

These fields are descriptive fields.

Would you hire again?  This Drop Down List box offers the choices Yes or No.

Type of Work	You can enter approximately 200 characters on the type of work performed by the candidate as described by the reference provider.

Special Ability	Any special abilities stated in the reference are added here.

Comments	This field allows up to a total of approximately 2,000 characters of general comments about the candidate.

Entered/ Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  EZaccess automatically populates these fields with the date the record was last updated and the name of the user who updated the record.


Work History

The next command under the Other menu is Work History, which can also be accessed with the shortcut keys CTRL+W. There is no limit to the number of Work History records you can create for each candidate.

Figure 3. 12  Work History Screen

This following is a description of the fields on the Work History Screen.

Field	Description

Record Number  EZaccess automatically populates this field with a unique number.

Company Employed At  This is the company at which the candidate was employed.

From/To	The beginning and end dates of the candidate's employment.

Rate $	The two part field is used to record both the pay rate and the frequency with which the rate is paid.

Status 	Choose from a Drop Down List box of three choices- W2 Temp, Independent Contractor, or Employee.

Comments	Enter up to 2,000 characters of text for each record.


One Off Letter

One Off Letter is found under the Other menu. Select this command to launch Microsoft Word and merge the candidate's name and address into one of your standardized company letters. Choose a letter template from the browse list that appears. After you select and print a letter, a Tracking activity record with the status of "Letter Sent" is automatically added to the database. Your System Administrator maintains the letters.


Attach Resume

You can directly attach resumes to a candidate record without using the Bridge. Resumes that are manually added to the system can be attached to the candidate record as either a formatted, scanned or image version. Select the resume type from the Attach Resume sub-menu, under the Other menu and select the drive, folder and file name of the resume to attach to the candidate record.


Download Resume

You can download a copy of the candidate's Formatted, Scanned (ASCI text)I or Image resume in order to fax or e-mail the resume to a hiring manager. Under the Other menu, select Download Resume  choose an option from the sub-menu.


Expand Comments Command

The Expand Comments command is located under the Other menu in all main modules and activity records. This command enlarges your view of the 2,000 character Comment field. As an example, with the candidate record displayed, if you choose Expand Comments from the Other menu (or use keyboard shortcut ALT+X), the following window appears:

Figure 3. 13  Edit Comments Dialog Box

This window displays over the main screen. You can move the window by putting the mouse pointer on the top title bar of the box, holding down the left mouse button and dragging the window to a new location. Save Comments field changes by clicking the OK button, or the window can be closed without saving by choosing the Cancel button.

Note: While more space may still be available in the Comments window, you are still limited to 2,000 character within this field.


Open Menu2
Open Menu

Under the Open Menu, there are two features you may find particularly useful. These are the Rate Calculator and Attachments commands.

Topics:	Rate Calculator

Attachments


Rate Calculator	F4

From the Open Menu, use the Rate Calculator command to determine the rate ranges for Job Orders. In the Candidate module, you can determine the highest and lowest rates of job orders which would satisfy the candidate's desired pay rate. (From the Job Order module, the Rate Calculator determines the highest and lowest pay rates possible for Candidates.)

Percentage rates are set by the Systems Administrator and individually calculated for Independent, W2-Temp, or Employee rates. The Rate Calculator keyboard shortcut is the F4 key. This command is only available in the Candidate and Job Order modules.


Attachments	F2

The Attachments command allows you to append one or more files to any record currently residing in the database, regardless of the file format. File types can include pictures, sound waves, or MS Word documents, and can include copies of letters sent, additional reference sheets, related notes, graphic or resume images.

Click on the Attachments command under the Open menu to access this window. You will see the List Attachments dialog box.

Figure 3. 14  List Attachments Dialog Box

In the File window, you will see a list with headings of File name (without the path), Date and the name of the User who originally attached the file. The Description window holds up to 2,000 characters.

The View button displays the file through the program mandated by the file extension. In other words, if you highlighted the SHERWD.BMP file and clicked View, the system would open a copy of the Windows Paint program and display the SHERWD.BMP file within the Paint window. Files with a .doc extension would launch MS Word.

Topic:	Attachments Dialog Box Buttons


Attachments Dialog Box Buttons

Button	Description

Add	Use the Add button to access the Select File dialog box.
See:	Exercise 3-3: Add an Attachment

Note: You must know the full path as well as the file name to use the Add button.

Delete 	The Delete button detaches the currently highlighted file from the Candidate record. The file, however, is not deleted from the hard drive.

Close 	Use the Close button to close the Attachments window.

Topic:	Attachments


Exercise 03-03: Add an Attachment
Exercise 3-3: Add an Attachment

To add an Attachment to a candidate's record, follow these steps:

1.	Click the Attachments command on the Open Menu to open the Attachments Dialog box.

2.	Click the Add button on the Attachments Dialog Box to access the Select File dialog box.

Figure 3. 15 Attachments Select File Dialog Box

3.	. To find a file on a different drive, click the drop-down arrow in the Drives window.

. For a file in a different directory, double-click in the Folders box on the correct level of the directory tree to make that directory current. View and double-click on the correct drive name to make it current.

4.	. In the File name box, type the file name or scroll to and highlight the file you want. A copy of the original file you choose is linked to the record.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Business Module

The Business module main screen contains the primary information on each business that your company services. It is very important that each Business module record be complete, because every manager and job order record entered will, and must, be attached to a business record already housed in EZaccess.

Figure 3. 16  The Business Module Main Screen

Topics:	Business Module Components

Additional Business Information


Business Module Components

Field	Description

Business	Business name must be populated to save a record to the database.

ID #	EZaccess automatically populates this field with a unique number.

Mailing Name	This is an umbrella title with which to tag all separate divisions, departments or other segments of a larger business. A Mailing Name can be the Corporation name or any name of your choosing.

Address	The first line of client business' main headquarters address contains the street address. The second line is for the city, state and zip code.

Country	The country where the main headquarters of the business is located.

Phone	This is the main telephone number of the business' main headquarters.

Fax	This is the main fax number at the business' main headquarters.

Location	The Lookup field lists regional designations for the business location.

Industry	This Lookup field tracks businesses by industry groupings.

Last Contact [image]  Automatically updated when a Tracking record is added by any user.

Fee 	In this Lookup field, client fee structures may be recorded.

Client Relation [image]  Use this Lookup field to assign the type of relationship with this business. e.g.: Business Development, Client, Do Not Work With, etc.

Salesperson [image]  This Lookup field can assign a specific salesperson to this account.

Company Status [image]  Assign a status to the business, such as Active, Inactive, etc. This Lookup field must be populated to add a record to the database.

Comment	This free form text field can hold approximately 2,000 characters.

Entered/ Entered By	EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By	These fields are automatically populated by EZaccess with the date the record was last updated and the name of the user who updated the record.


Additional Business Information
Additional Business Module Information

Just as in the other main modules, additional commands and information are available within the Business module. The User Defined command under the Other menu, provides a window with ten additional user definable fields. View the skill codes associated with this business by choosing the Display Codes command from the Edit Codes sub-menu, under the Other menu. You can also add or delete skill codes by choosing the Edit Codes command on the Edit Codes sub-menu, under the Other menu. See the Edit Codes Command Section in the Candidate module for a further explanation of Adding and Deleting Codes.

Tip: From the Business module, you can expedite the process of adding a new hiring manager record to the database. Select Add Manager from the Other menu. EZaccess automatically switches to the Manager module and auto-populates the screen with the client business information that was displayed in the Business module.


Manager Module

The Manager module contains the information for each hiring manager. Additional screens for storing manager information can be accessed through the menus.

Figure 3. 17   The Manager Main Screen

Topics:	Manager Module Components

Additional Manager Information


Manager Module Components

Field	Description

Name (LFM)	The first three fields are Last Name, First Name and Middle Name. You must enter the first and last names to add a record to the database.

ID # 	EZaccess automatically enters a unique ID number in this field.

Salutation	The honorific to be used in correspondence, Dr. Mr., Mrs., or Ms.

Known As	This field is for short names or nicknames. EZaccess automatically defaults to the First Name field contents, which you can change.

Job Title	The underlying Lookup field contains manager job descriptions (e.g. System Administrator) for what this manager actually does.

Real Title	Use the manager's business card title (e.g. Director of Operations).

Company	This Lookup field identifies the company where the manager works.

Home Address	The home address includes Street, City, State and Zip Code fields.

Work Address	The manager's work address also includes Street, City, State and Zip Code fields and must be the mailing address used for correspondence.

Mail Stop	The sub-address where the hiring manager receives mail.

Home Phone	The manager's home telephone number.

Department	The department within the company in which the manager works.

Last Contact	EZaccess automatically populates this field when a Tracking record is added to the system.

Call Back	Use this field to set and track the date on which you wish to call back the manager.

Work Phone	This is the manager's work telephone number and extension.

Status 	This Lookup field assigns a status to the manager, (e.g. Active, Inactive, etc.) and must be populated in order to add a record to the database.

Work Fax	The manager's work fax number.

Can Hire	A Yes/No Drop Down List regarding the manager's hiring authority.

Salesperson [image] This Lookup field is used to designate the particular salesperson associated with this manager.

Letter	  	This three part field begins with a Yes/No field regarding sending the hiring manager a letter. Yes automatically enables the second and third fields. Double-click the second field to choose from a Lookup list of standard letter templates. Use the Retrieve button to view the list of candidates names currently specified for mail merges to the letter. EZaccess fills the third field with today's date to note that the batch letter request is generated.

Territory	This Lookup field is used to designate the geographical location or territory associated with this manager.

Profile Complete [image]  This Yes/No Drop Down List lets you note whether the manager's record is complete.

Comments and /or Directions  This field can hold up to 2000 characters of company comments and travel directions.

Entered/ Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  These fields are automatically populated by EZaccess with the date the record was last updated and the name of the user who updated the record.


Additional Manager Information
Additional Manager Module Information

Several more screens are available for storing Manager information.

Screen	Description

 Contact  Access the Contact Information screen with the Contact button or select Contact Information from the Other menu. You can view and add additional telephone numbers, fax numbers, e-mail addresses, cellular numbers and pager numbers for each manager.

User Defined	Under User Defined on the Other menu, you can view and/or add information in ten additional user definable fields which are set by the Systems Administrator for all manager records.

Display Codes	Select the Display Codes command, under the Edit Codes command sub-menu, under the Other menu, to see the skill codes previously added to the manager's record.

Edit Codes & Quick Edit  Select the Edit Codes or Quick Edit commands from the Edit Codes sub-menu, under the Other menu, to add or delete the skill codes this manager requires on a regular basis.

The Add with Defaults command in the Action menu lets you use your current record as the template for creating a new record. Upon selecting this feature, the system creates a record identical to the one that was displayed. You can edit the new record or you can save it to the database as is. Default fields are set up in the Maintenance module by the Systems Administrator.

Tip: From the Manager module, you can also expedite the process of adding a new Job Order record to the database. Select Add Job Order from the Other menu. EZaccess automatically switches you to the Job Order module, opening and auto-populating the record screen with the business and manager information that was in the current record in the Manager module.


Job Order Module

The Job Order module screen is designed to store important information about the job orders. The fields in the main screen of the Job Order module are listed below:

Figure 3. 18  The Job Order Main Screen

Topics:	Job Order Module Components

Additional Job Order Information


Job Order Module Components

Field	Description

Company	This Lookup field must be populated with the business from which the job order was received in order to add the record to the database.

Job Order/ID	Assign an ID number to each job order. Letters, numbers and special characters such as slashes and decimal points may be used. This field must be populated in order to save a record to the database.

Order By 	In order to save the record to the database, this Lookup field must be filled with the name of the hiring manager who supplied the job order. The format is LastName,FirstName (with no spaces).

Taken By/Date	The staff person who took the job order and the date it was taken.

Work Address	This view-only field is auto-populated when you fill the Order By field This is the business address of the hiring manager who issued the job order.

Recruiter 	This Lookup field records the recruiter, if any, assigned to job order.

Closed 	The Yes/No Drop Down List flags if this job order has been closed. You can populate this field and EZaccess will automatically update it after a Placement record has been added to the system.

Work Phone	This view-only field is auto-populated with the work telephone number of the manager who issued the job order, from the manager's record.

Positions/ Filled  These two fields are used to record the number of positions on the job order and how many positions have been filled.

Priority 	This Lookup field assigns a priority to the job order, e.g. High, Medium or Low.

Location 	This field is used to record the job order work location.

Status 	The Status Lookup field must be populated to save the record. e.g.: Contract, Contract-to-Hire, Permanent, Temp, etc.

Start Date	This field records the date that the position will begin.

How Closed	A description of how the job order was closed. You may populate it. If you do not, EZaccess will automatically update this field from the Placement record after all of the job order positions are filled.

Contract Length  The length of the contract is for contract positions only.

Position	This Lookup field is used to designate the position title as defined by your company.

Rate Low/High  Populate these fields with the bottom and top rates for this position.

Real Title	Enter the title, as described by the hiring manager.

Frequency	Lookup table for the frequency with which the Candidate will be paid.

Comment	This free form text field can hold approximately 2,000 characters.

Entered/ Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  These fields are automatically populated by EZaccess with the date the record was last updated and the name of the user who updated the record.


Additional Job Order Information
Additional Job Order Module Information

Just as in the Candidate and Manager modules, additional records and commands exist for the Job Order module. Specialized commands are noted below.

Topics:	List Menu

Open Menu

Other Menu

Actions Menu

List Menu

The List menu contains informational commands related to the Job Order skill codes and all predefined reports for the Job Order module.

Auto Match Candidates

You may find using the skill codes within the Job Order module can be extremely beneficial. After coding a job order with the skills required for the job, you can use the Auto Match Candidates command under the List menu to search for candidates records with resumes that contain the skill codes attached to the job order.

Open Menu

The Open menu houses informational commands such as the Rate Calculator and the Attachments screen. As in the other module you can attach documents or images to the Job Order as well. This may be helpful when clients fax you their own job descriptions.

Topics:	Rate Calculator

Attachments

Rate Calculator

From the Open Menu, use Rate Calculator to determine the rate ranges for Job Orders. In the Job Order module, you can determine the highest and lowest pay rates possible for Candidates. (From the Candidate module, the Rate Calculator determines the highest and lowest rates of job orders which would satisfy the candidate's desired pay rate.)

Calculation percentage rates are set by the Systems Administrator and individually calculated for Independent, W2-Temp, or Employee rates. The Rate Calculator keyboard shortcut is the F4 key. This command is only available in the Job Order and Candidate modules.

Attachments

The Attachments command allows you to append one or more files to any record currently residing in the database. File types include pictures, sound waves, or MS Word documents, and can include copies of letters sent, additional reference sheets, related notes, graphic images or samples. F2 is the keyboard shortcut for the Attachments command.

Other Menu

Within the Job Order module, only the User Defined, Edit Codes and Display Codes commands are available. They function just as in the other modules. For a full discussion of these commands, see User Defined, Edit Codes and Display Codes under the Candidate module.

Topic:	Expanded Job Order

Expanded Job Order

Once a job order record is loaded, additional information is available with the Expanded Job Order command. The system opens MS Word and all Job Order fields are displayed along with the skill codes attached to the job order. You can add additional information as needed. Job Order module only.

Actions Menu

The Add with Defaults command under the Action menu is most helpful when you have identical Job Orders that occur frequently.

Add with Defaults

The Add with Defaults command in the Action menu lets you use your current record as the template to create a new record. Upon selecting this feature, the system creates a record identical to the one that had been current. You can edit the new record or save it to the database. Default fields are set up in the Maintenance module by the Systems Administrator.


The Four Activities

EZaccess was designed by people who have worked in the recruiting industry. For this reason, the EZaccess system closely parallels the way people in the industry actually work. One of the main tasks associated with the recruiting industry is the monitoring of key daily activities. To facilitate this, EZaccess divides the activity records into the four stages of recruitment activity: Tracking, Sendout, Interview and Placement.

EZaccess is also easy to use because it is based on a relational database model. This means that activity information entered in any one of the four main modules – Candidate, Manager, Job Order or Business – can immediately be accessed from all other modules. In this way, everyone in your company, whether they work in recruiting or sales, can see current information once the activity has been recorded anywhere in the system.

Topics:	Linking Records

Tracking

Sendouts

Interviews

Placement

Screen Jumping

Browse the Activity Records

Linking Records

Information entered in a Candidate Tracking record can also be viewed from the Manager, Job Order, or Business modules. The Tracking record must be linked to the other modules for information to be viewed from those modules. Saving the Tracking record, after populating the Job Order, Manager and Business fields, links this Tracking Record to the other modules.

Many Tracking record fields are Lookup fields marked with a [image], containing underlying tables of values. To populate a Lookup field, put your cursor in the empty field. Double-click to select values from the underlying tables, or press F9, or type the first few letters of the entry and press Enter. A single match auto-populates the field. Multiple matches appear in a list box. Highlight the entry you want and choose Select or double-click on the entry item. This will automatically populate the field.

Topics:	Tracking

Sendouts

Interviews

Placement

Screen Jumping

Browse the Activity Records


Tracking

The Tracking activity screen lets you record all contacts with candidate and managers in your database. Tracking activity records are designed to store and show the complete history of contacts with the person. Contacts can be phone calls, meetings, or lunches as designated by the Status field of the Tracking record. You can view this screen from any of the four main modules, if the record has been linked to those modules.

Figure 4. 1  Candidate Tracking Screen

See:	Exercise 4-1: Add a Tracking Record

Exercise 4-2: Delete a Practice Record Exercise

Topics:	The Tracking Screen Components

Linking Records

Screen Jumping

Browse Activities


The Tracking Screen Components

Field	Description

Tracking No.	EZaccess automatically populates this field with a unique ID number.

Job Order 	Populate this field if this record is in reference to a particular job order. Double-click this field for the list of all valid job orders. Choose the job order, EZaccess also auto-populates the Business field below.

Business	This is the business from which the job order was received. You can double click on this Lookup field to select the business from the list.

Manager	This Lookup field holds the name of the manager who issued the job order. You can populate it, if necessary. Double-click to bring up a list of the hiring managers at the business designated in the Business field.

Date	This field auto-populates with the current date, which you can change.

Time	This field is used to enter the time, if desired.

Status	Only this field in a Tracking record must be populated to save the record to the database. Typically, values in this Lookup field are set to describe the contact type, such as Phone, Meeting, Message, etc.

User	The system automatically populates this User field with the ID of the current user. This can be changed, if necessary.

Comments	This free form text field allows up to 2,000 characters of comments.

Entered/Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  EZaccess auto-populates these fields with the date the record was last updated and the name of the user who updated the record.

Tip: Avoid the use of pronouns in the Comments section. Since this record may be viewed from the other modules, identity can later become unclear if "he" and "she" were used in the Comments field.

Topic:	Sendouts


Exercise 04-01 Add a Tracking Record
Exercise 4-1: Add a Tracking Record

To add a Tracking record to a Candidate record, follow these steps:

1.	 With a new Candidate record displayed on the screen, open a Tracking record by selecting the Tracking command from the Activities menu, or using the shortcut keys CTRL+T, or clicking the Tracking button on the toolbar.

2.	EZaccess opens the Tracking activity screen and checks for previous Tracking records associated with this candidate. For a new candidate, no Tracking records will be found.

If there are no Tracking records for this candidate, you see a dialog box stating: "No record was found." Click OK to close the dialog box; the system switches to the Add Mode. You can now enter data into the Tracking record.

If one or more Tracking records are found, a list in a browse window appears displaying the first line of each Comments field for each record. Click the Add button to switch EZaccess into the Add Mode, in order to add a new Tracking record.

3.	After entering your data, click the Save button to save the record to the database.

The new Tracking record is now complete. All activity records behave in this manner.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 04-02 Delete a Practice Record
Exercise 4-2: Delete the Practice Record

1.	Retrieve the practice record, then choose Delete from the Actions menu. A Warning dialog box appears to confirm the deletion.

Figure 4. 2 Deletion Warning

2.	Select Yes. The record is deleted and a Confirmation box appears.

Figure 4. 3 Deletion Confirmation

3.	Click OK. The record has been permanently deleted.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Sendouts

The Sendout activity screen records to whom resumes have been sent. From the Candidate module, retrieve a candidate record and access the Sendout activity screen. Double-click on the Job Order field to choose a job order from the underlying table. EZaccess then auto-populates the Business Sent To, Manager and Position fields linked to the job order.

Figure 4. 4  Sendout Screen

See:	Exercise 4-3: Add a Sendout Record Exercise

Exercise 4-2: Delete a Practice Record Exercise

Topics:	The Sendout Screen Components

Linking Records

Screen Jumping

Browse Activities


The Sendout Screen Components

Field	Description

Sendout No.	EZaccess automatically populates this field with a unique number.

Job Order	This Lookup field must be populated to save the record. Once the job order number has been chosen, EZaccess automatically populates the Company, Manager and Position fields (as the information was originally recorded in the job order record).

Business Sent To [image]  This Lookup field records the company to whom the resume is being sent. This field auto-populates once the job order field has been filled.

Manager	The manager in this Lookup field auto-populates once the job order field has been filled.

Position	The Lookup field containing the position for which the resume was sent auto-populates if the field was populated in the original job order.

Date Sent	This is the date that the resume is being sent to the manager.

Status	This Lookup field must be populated to save the record. Status records how a resume was sent, such as resume delivered, resume e-mailed, resume faxed or resume mailed. Values are set by your System Administrator.

Letter	  	This three part field begins with Yes/No to send the candidate a letter. A Yes automatically enables the second and third fields. Double-click the second field to choose from a Lookup list of standard form letter templates. The third field is auto-populated with the date on which the letter was generated. A batch mail merge can then be done.

Recruiter	The recruiter associated with the candidate whose resume is being sent out. This is a Lookup field.

Position Type [image]  This Drop Down List contains W2-Temp, Independent, or Employee.

Comments	Enter approximately 2,000 characters of free form notes or comments.

Tip: Recording the bill and pay rates for each Sendout can be useful, particularly in the case of multiple Sendouts.

Entered/ Entered By	EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By	These fields are automatically populated by EZaccess with the date the record was last updated and the name of the user who updated the record.

Tip: To view the complete resume Sendout history for the current Candidate record, you can click on the Sendout button. You can also retrieve a hiring manager's Sendout history in this same way.


Exercise 04-03 Add a Sendout Record
Exercise 4-3: Add a Sendout Record

To add an Sendout to a candidate's record, follow these steps:

1.	 With a new Candidate record displayed on the screen, open a Sendout record by selecting the Sendout command from the Activities menu, or using the shortcut keys CTRL+S, or clicking the Sendout button on the toolbar.

2.	EZaccess opens the Sendout activity screen and checks for previous Sendout records associated with this candidate. For a new candidate, no Sendout records will be found.

If there are no Sendout records for this candidate, you see a dialog box stating: "No record was found." Click OK to close the dialog box; the system switches to the Add Mode. You can now enter data into the Sendout record.

If one or more Sendout records are found, a list in a browse window appears displaying the first line of each Comments field for each record. Click the Add button to switch EZaccess into the Add Mode, in order to add a new Sendout record.

3.	After entering your data, click the Save button to save the record to the database.

Your new Sendout record is now complete. All activity records behave in this manner.

See:	Exercise 4-2: Delete a Practice Record Exercise

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Interviews

The Interview activity record contains information on your candidate's scheduled interviews with hiring managers. This interview information can be viewed from any of the four main modules.

Figure 4. 7  The Interview Screen

See:	Exercise 4-4: Add an Interview Record Exercise

Exercise 4-2: Delete a Practice Record Exercise

Topics:	The Interview Screen Components

Linking Records

Screen Jumping

Browse Activities


The Interview Screen Components

Field	Description

Interview Number  This field is automatically populated by EZaccess with a unique number.

Job Order	This Lookup field must be populated to save the record. Once the job order is chosen, EZaccess auto-populates Company, Manager and Position fields (as the information was originally recorded in the job order record).

Business	This Lookup field lists the business with which the candidate will interview. This field auto-populates once the job order field is filled.

Manager	This Lookup field auto-populates once the job order field is filled.

Position	The position Lookup field for which your candidate is interviewing auto-populates, if the field was filled in the original job order. It may also be populated manually.

Position Type [image]  This Drop Down List contains W2-Temp, Independent, or Employee.

Date	The date that the interview will occur.

Time	The time scheduled for the interview.

Status 	This Lookup field must be populated to save the record. Choices can include values such as 1st interview, 2nd interview, Final interview, Phone interview, etc.

Letter	  	This three part field begins with Yes/No to send the candidate a letter. A Yes automatically enables the second and third fields. Double-click the second field to choose from a Lookup list of standard form letters.

Recruiter	The Lookup field records the recruiter who scheduled the interview.

Comments	Up to 2,000 characters of free form notes or comments can be entered here. This field is often used to enter feedback from the candidate or the interviewer on how the interview went.

Entered/ Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  These fields are automatically populated by EZaccess with the date the record was last updated and the name of the user who updated the record.


Exercise 04-04 Add an Interview Record
Exercise 4-4: Add an Interview Record Exercise

To add an Interview to a candidate's record, follow these steps:

1.	 With a new Candidate record displayed on the screen, open an Interview record by selecting the Interview command from the Activities menu, or using the shortcut keys CTRL+I, or clicking the Interview button on the toolbar.

2.	EZaccess opens the Interview activity screen and checks for previous Interview records associated with this candidate. For a new candidate, no Interview records will be found.

If there are no Interview records for this candidate, you see a dialog box stating: "No record was found." Click OK to close the dialog box; the system switches to the Add Mode. You can now enter data into the Interview record.

If one or more Interview records are found, a list in a browse window appears displaying the first line of each Comments field for each record. Click the Add button to switch EZaccess into the Add Mode, in order to add a new Interview record.

3.	After entering your data, click the Save button to save the record to the database.

Your new Interview record is now complete. All activity records behave in this manner.

See:	Exercise 4-2: Delete a Practice Record Exercise

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Placement

You can view and access Placement data just as you can other activity records, but the information in the Placement activity record is significantly different. You can view this screen from any of the four main modules.

Figure 4. 10  The Placement Screen

See:	Exercise 4-5: Add a Placement Record Exercise

Exercise 4-2: Delete a Practice Record Exercise

Topics:	The Placement Screen Components

Linking Records

Placement Update

Browse Activities


The Placement Screen Components

Field	Description

Idno	EZaccess automatically enters a unique ID number in this field.

Job Order	This Lookup field must be populated to save the record. Once the job order is chosen, EZaccess auto-populates the Business and Manager fields (as originally recorded in the Job Order record).

Business	This Lookup field is used to record the business with whom the candidate is being placed. This field auto-populates once the Job Order field has been filled.

Manager	This Lookup field is used to record the manager who is hiring the candidate. This Lookup field auto-populates once the Job Order field has been filled.

Status 	This Lookup field must be populated in order to save the record. The field values include Placement, Extension, Rate Increase, etc.

Employment Status  [image]  This Drop Down List contains W2-Temp, Independent, or Employee.

Standard	This Yes/No Drop Down List usually refers to a contract position but may be used to signify any standard or non-standard placement.

PO Number	Use this field to record the Purchase Order Number, if applicable.

PO Amount $	Use this field to enter the dollar value of the Purchase Order, if applicable.

Open/Closed	   This Drop Down List indicates if the placement is open or closed.

Estimated Value  $  This field can be used to record the estimated value of the Purchase Order, if applicable.

Duration 	Record the duration of the Purchase Order, if applicable.

Bill To 	The address to which the invoice should be sent if different from the Ship to Address.

Ship To 	The address where the candidate will actually be working. This field defaults to the Manager's address and can be changed, if necessary.

Rates Bill/Pay $  Record the bill and pay rates for this particular assignment. This two part field must be populated in order to save a record to the database.

Frequency	Lookup table for the frequency at which the candidate will be paid.

Start/End Date	Record the start date and expected end date for this assignment.

Prime Salesperson  The primary salesperson who made the placement.

% 	The percent at which the salesperson is paid commission.

Prime Recruiter  The primary recruiter involved with the placement.

% 	The percent at which the recruiter is compensated for this placement.

2nd Salesperson  Any secondary salesperson involved with this placement.

% 	The percent at which the secondary salesperson is compensated.

2nd  Recruiter	Any secondary recruiter involved with this placement.

% 	The percent at which the secondary recruiter is compensated.

Notes 	This field allows up to 2,000 characters of text about this placement.

Entered/ Entered By  EZaccess automatically populates these fields with the original date  the record was added to the database and the name of the user who entered the original record.

Updated/ Updated By  These fields are automatically populated by EZaccess with the date the record was last updated and the name of the user who updated the record.


Placement Update

One important feature unique to the Placement activity record is the automatic updating of several fields from a saved Placement record. When a Placement record with a status of "Placement," or the equivalent, is saved to the database, the system will automatically update several fields in both the candidate's record and the job order record.

When you save a Placement record with a Status of "Placement," the Placement Update dialog box appears:

Figure 4. 11  Placement Update Dialog Box

Those fields on the left side of the dialog box will automatically update the Job Order Record, if the Update Job Order box at the bottom of this screen is checked. The fields on the right will update the Candidate record if the Update Candidate box is checked. By clicking appropriate boxes, you can choose to update either or both records. The Cancel button updates neither.

See:	Update Fields in the Job Order Screen:

Update Fields in the Candidate Screen:

You can modify any data before you click the Save button. After editing the desired fields, click the Save button at the bottom of the dialog box.

Three Very Important Notes:

Note 1.	If you check automatic updating, the contents of the update box fields will overwrite all Candidate and Job Order record fields of the same name. This includes blanking any previously populated fields that you may have inadvertently left blank in the Placement Update record.

Note 2.	Choosing Cancel closes the Placement Update screen without updating the job order or candidate records. You will not be able to access the box again without creating a new Placement record.

Note 3.	Please note that the contents of the Employer field in the Placement Update Box will overwrite the Employer field in the Candidate record. This may not be desirable, especially if the candidate will not begin the new contract for several days or weeks or, if this candidate is on multiple contracts.

Topics:	Update Fields in the Job Order Screen:

Update Fields in the Candidate Screen:

New Placement

Screen Jumping


Update Fields in the Job Order Screen:

Field	Description

Positions Filled  The system will add one (1) to the number of positions filled in the Job Order and default to this new number.

Closed	The Job Order will be marked Closed if all positions on the Job Order are filled. If some positions remain open, the Job Order remains defaulted to Open.

How Closed	EZaccess will default to Placement. In subsequent placements, the system will default to the contents of the How Closed field in the job order.

Start Date	The system will default to the start date used in the Placement record.

Contract Length  EZaccess will calculate and default to the length of the contract based on the Start/End Dates that were entered into the Placement record. In subsequent placements (on job orders with multiple positions), the system will then default to the contents of the Contract Length field in the job order.


Update Fields in the Candidate Screen:

Field	Description

Date Available	The system will default to the End Date used in the Placement record.

Status	EZaccess will default to On Contract or the equivalent status as determined by the System Administrator.

Employer	The system will default to the business named in the Job Order.

Consultant Type  EZaccess will default to the Employment Status field in the Placement record.

Recruiter	The system will default to the Recruiter entered in the Placement record.

Salesperson	EZaccess will default to the Sales Account Manager name entered in the Placement record.

Current Pay	The system will default to the rate entered in the Placement record.

Work Phone	EZaccess will default to the number used in the Phone field for the business in the Business module.


Exercise 04-05 Add a Placement Record
Exercise 4-5: Add a Placement Record

To add a Placement record for a candidate, follow these steps:

1.	 With a new Candidate record displayed on the screen, open a Placement record by selecting the Placement command from the Activities menu, or using the shortcut keys CTRL+P, or clicking the Placement button on the toolbar.

2.	EZaccess opens the Placement activity screen and checks for previous Placement records associated with this candidate. For a new candidate, no Placement records will be found.

If there are no Placement records for this candidate, you see a dialog box stating: "No record was found." Click OK to close the dialog box; the system switches to the Add Mode. You can now enter data into the Placement record.

If one or more Placement records are found, a list in a browse window appears displaying the first line of each Comments field for each record. Click the Add button to switch EZaccess into the Add Mode, in order to add a new Placement record.

3.	After entering your data, click the Save button to save the record to the database.

Your new Placement record is now complete. All activity records behave in this manner.

See:	Exercise 4-2: Delete a Practice Record Exercise

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


New Placement

From an existing Placement record, select New Placement on the Other menu to automatically create a new Placement record. Populate the Status field and Save the record. This feature is very useful for adding Placement activity records for extensions, rate changes, etc.


Screen Jumping

The Screen Jumping feature is extremely useful. Screen Jumping lets you leap from any field in any module or activity record, going directly to the related record in the appropriate module. Place your cursor in a Business, Manager, Job Order, or Candidate field. Press the F8 key on the keyboard. You immediately jump to the related Module with the appropriate record automatically displayed.

For example, retrieve the Placement record that was just added to the system. Put your cursor in the Job Order field. Press F8 on your keyboard. You will jump to that Job Order record in the Job Order module.


Browse Activities

You can look at individual Tracking, Sendout, Interview or Placement record lists by retrieving the record and clicking the appropriate toolbar button, or you can view one list with all of the activity records for one candidate, manager, business or job order.

Select Browse Activities under the Activities menu. This browse window displays all activities associated with the Candidate, Business, Manager or Job Order record that is currently open.

Figure 4. 14  List Activities Browse Window (Job Order)

The browse window in Figure 4. 14 shows the activities associated with Job Order AMER01. Notice that Browse windows are view only, allowing no additions or deletions. The full Comment field for the currently highlighted record is displayed in the lower portion of the window, including a scroll bar. To edit a record, double-click to Select it. Or highlight the record and choose Select.

This type of browse window shows information in a columnar format. All columns in the window are self-explanatory except for the Type column. This column shows the type of activity that the record represents. The four types are as follows:

T for Tracking	S for Sendout

I for Interview	P for Placement

Tip: You can use the Browse Activities feature on the Activities menu to find and select an activity record. You can then update the selected record and/or add a new activity record of the same type.

To review: To access any activity records you must have a module record retrieved.

You can create activity records from any module. Over time, depending on your job function, you may prefer to create most of your activity records from one particular module.


Database Searching

Your ability to do rapid database searches is a vital part of your daily use of EZaccess. You can perform a wide variety of searches because EZaccess provides multiple search tools for examining the database quickly and efficiently.

Topics:	Field Searches

Activity & Auxiliary Record Searches

Tracking Search

Sendout Search

Interview Search

Placement Search

Businesses Not to Approach Search Screen

References Search Screen

Work History Search Screen

Field Searches

Search By Field means to use the data entered into one or more fields to create a direct search of the database. Information entered into any individual field or combination of fields may be used as parameters for a search. You can search in any module main screen, as well as additional screens such as the Contract Information or User Defined screens. The exception is the Record IDNO field, which cannot be populated.

You initiate a search of the entire database for records that match the parameters in one of three ways. After populating the desired fields, you can select the Retrieve command from the Actions menu, or use the shortcut keys ALT +R, or click the Retrieve button. A list of records in a browse window is displayed as a result.

For example, you could search for candidates who will become available within a range of dates entered in the Available Date field. The same search could include the additional parameter Job Title by entering Test Engineer in the Job Title field. The result would be a list of candidates who are available between the specified dates and have the Job Title of Test Engineer.

Here are the exact steps required to do a Field Search:

See: the Exercise 5-1: Field Search #1

To see the complete record of a particular candidate, double-click on the name, or use the Down Arrow key to move the highlighted bar to the row with your candidate choice and then click the Select button. Typing the first letter of a candidate's last name will also scroll down the list to highlight the earliest instance of a Last Name that begins with that letter.

Figure 5. 3  List Candidate Browse Window

Another useful example would be a Field Search on all open Job Orders.

See: the Field Seach Exercise-2

Note: After you select a job order from the list, you can print this list of job orders. Click on the List Menu and choose one of the reports listed at the bottom of the menu. See the Report commands in the List Handling section for more detail.

Topics:	The Browse Window Toolbar

Searching by Field within the Contract Information or User Defined Windows

Activity & Auxiliary Record Searches

Tracking Search

Sendout Search

Interview Search

Placement Search

Businesses Not to Approach Search Screen

References Search Screen

Work History Search Screen


Exercise 05-01: Field Search
Exercise 5-1: Field Search 1

1.	Open the Candidate module by clicking the Candidate button. The system defaults to the Search mode when you open the Candidate module.

2.	With your pointer over the Available field, click the left button once to move the text cursor into the field. Then press the right mouse button once to activate the Date Range Box. The Date Range (Available) Box appears.

Figure 5. 1  Date Range Entry Box

3.	Fill the From and To fields with the first and last dates you will use in the search. With your cursor over the From date field, double-click or press the F9 key to access the pop-up calendar. Select the date by double-clicking on it. Click in the next date field or press the Tab key to move into the To field. Type a date in the To field and Select OK to close the box.

4.	Double-click the empty Job Title lookup field, or click in the field and press F9. Double-click on Test Engineer to populate the field or highlight Test Engineer and click on the Select button.

Figure 5. 2  List Job Title Box

5.	To start the search, use the Retrieve command on the Actions menu, or the shortcut keys ALT+R, or click the Retrieve button.

EZaccess searches the database for all candidate records that match the specified criteria. If no matches are found, the system informs you with a dialogue box.

Figure 5. 2  No Candidate Found Box

If EZaccess finds only one match, it displays the candidate record on the main screen. If the system finds two or more matches, you see a list of candidates in a browse window.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 05-02: Field Search2
Exercise 5-2: Field Search 2

1.	Click on the Job Order button.

2.	Click on the drop-down arrow next to the Closed field. Choose No by clicking on it.

3.	Click on the Retrieve button to execute the search. If the system finds one match, the record is automatically displayed. For multiple matches, a list in a browse window appears.

4.	Double-click to choose the job order you want. The browse window closes and the record you chose is displayed.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


The Browse Window Toolbar

Button	Description

Add	Add a candidate record to the Browse Window list.
See: the Add Button Exercise

Delete	Removes the record from this Browse list, but not from the database.
See: the Delete Button Exercise

Sort	Displays a dialog box for selecting the column titles by which to sort the Browse list into descending or ascending order.
See: the Sort Button Exercise

Select	Display the highlighted record on the main Browse List screen.
See: the Select Button Exercise

Cancel	Exit the Search screen and return to the main screen with the original search criteria.


Exercise 05-03: Search Browse Add
Exercise 5-3: Browse List Add Button

1.	Click the Add button. A Search - Candidate Box appears.

Figure 5. 4 Search Candidate Dialog Box

2.	Type the first few letters of the candidate last name in the field. Click Search to retrieve the name. Whether one or multiple matches are found, a list in a browse window is displayed.

Figure 5. 5  Search Candidate Browse Window

3.	Double-click the name you want. The browse window closes. The name displays in the Search - Candidate dialog box.

Figure 5. 6 Search Candidate Dialog Box with Entry

4.	Click Ok. The name is added to the list.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 05-04: Search Browse Delete
Exercise 5-4: The Browse List Delete Button

1.	Select the name you wish to remove by clicking on it.

2.	Click the Delete button. The name disappears from the list.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 05-05: Search Browse Sort
Exercise 5-5: The Browse List Sort Button

1.	Click Sort. A Specify Sort Criteria dialog box appears.

Figure 10. 1  Specify Sort Criteria Dialog Box

Sort criteria is displayed on the left; your selections with a check box for Ascending Order are displayed on the right.

2.	Click Clear to remove any previous selections from the right-hand Sort box.

3.	Double-click on the Column Name that you wish to search on. The Asc box is marked for an ascending sort. For a Sort in descending order click on the box to remove the X.

4.	When you have added the criteria you want, click Ok to close the window and execute the Sort on the list.

Note: If you select two or more Sort criteria, the list is initially sorted by your first selection. Then, without changing the primary sort order, only those records with identical primary sort criteria are sorted by the second Sort criteria.

For example, select Real Title as your first criteria, followed by Name with both in Ascending order. The resulting list would be in Real Title order and under each title, the names would be alphabetized.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 05-06:Search Browse Select
Exercise 5-6: The Browse List Select Button

1.	Click on the name you wish to select.

2.	Click the Select button. The Candidate record screen appears, populated with the selected candidate's record.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Searching by Field within the Contract Information or User Defined Windows

You can also search on all of the fields in the Contract Information and User Defined windows. For example, search on the User Defined window.

See: the Search for Contract Information Exercise

In review of Searching by Field, you can populate any one or more fields in any main screen and click on the Retrieve button to produce a list of matching records. You can Search by Field in the Candidate, Manager, Job Order, or Business modules as well as the Contract Information and User Defined screens.


Exercise 05-07: Searching Contract Information
Exercise 5-7: Search for Contract Information

1.	In the Candidate module, click Clear to clear the screen.

2.	Choose the Contract Information command from the Other menu. The Contract Information window is displayed.

Figure 5. 7  Enter the Home Fax Area Code

3.	Populate the Home Pager Area Code with your local Area Code and click on the Retrieve button. If only one record matches, the information populates the Contract Information screen.

Figure 5. 8  Populated Contract Information

The fields in the Candidate module screen behind the Contract Information screen are also now populated with the candidate record information.

For your convenience, the Contract Information window will remain open on the screen, in front of the record, until you click on the Close [image] button.

If multiple records match your entry, you will see a browse window listing of the resulting records.

4.	Double-click on your selection to load the record. Information will be loaded into the Contract Information window as well as  the Candidate record screen behind it.

When you display one of a list of records on the screen, you can use the Next and Previous buttons to scroll through the rest of the list.

5.	Click Close to terminate the Contract Information screen.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Activity & Auxiliary Record Searches

Searching on activity records can be used to seek data across all of the modules in the database. You can execute activity searches on the tracking, sendout, interviews, and placement records, as well as Auxiliary Record Searches on businesses not to approach, references and work history records.

Figure 5. 9  Search Menu Commands

Under the Search menu, the first two Search commands, Code Search and Resume Search, are performed by using unique search screens. These two search screens will be discussed in detail in the Code Search and Resume Search sections.

The seven remaining Search commands, Tracking, Sendout, Interview, Placement Businesses Not to Approach, References and Work History searches, all use the Search by Field method of searching the database.

Topics:	Searching from the Appropriate Module

Activity Search Screen Toolbar


Searching from the Appropriate Module

When deciding which search to perform, identify the kind of list you wish to generate. For example, do you want to create a list of candidates called, submitted, interviewed or placed, a list of managers to whom candidates have been submitted, or a list of job orders against which you have done activities.

Having decided, open the appropriate module and choose the appropriate activity search from the Search menu.


Activity Search Screen Toolbar

While each Search command employs a unique search screen, all of the Activity Search and Auxiliary Record Search screens use the same Actions toolbar at the screen bottom.

Figure 5. 10  Activity Search Toolbar

Button	Description

Clear	Delete contents of any previously populated field to begin a new search.

Search	After one or more fields are populated, click Search to initiate the search.

Previous  Move to previous record among multiple records resulting from a search.

Next	Move to the next record among multiple records resulting from a search.

Output	Displays a dialogue box to select from a Summary or Detailed report.

Figure 5. 11 Search Output Dialog Box

Return List  Display the underlying record, or list of records, linked to search results.

Cancel	Exit the search screen.

Note: Once you have returned the list to its appropriate module, you can use the Call List located under the Activities menu to begin following up with your candidates and managers. See the Call Lists commands in the Call Lists and Interrupts section for details.


Tracking Search

For management reporting purposes, you may want to know or view the total records for a particular recruiter during the past month. A Tracking Search will quickly provide this information.

See: the Tracking Search Exercise

Viewing Search Results

After executing a search, you can view search reports, then sort and/or print the reports.

See: the Viewing Search Results Exercise


Exercise 05-08: Tracking Search
Exercise 5-8: The Tracking Search

1.	In the Candidate module, choose Tracking Search from the Search menu. If there was already data in the Candidate screen, a warning appears.

Figure 5. 12  Tracking Search Data Replacement

Click on Yes. The Tracking Search screen will appear.

2.	Click once in the Date field to place your cursor within the field. Right click on the field to bring up the Date Range dialog box.

Figure 5. 13  Tracking Search Date Range Pop-up Calendar

3.	Double-click on the From field to access the Pop-up Calendar.

4.	Find and double-click on a From date. This closes the calendar, populating the From Range Date field with the selected date.

5.	Repeat the previous step from within the To Range Date field. Then click OK to accept both Date Range field values.

6.	Double-click on the User field to bring up the underlying Black Diamond (or Look-up) Table.

Find and double-click on the recruiter name for whom you want to search. This will close the table and populate the User field.

7.	Click the Search button. A single result populates the screen immediately with the sub-title Candidates 1 - Tracking Record 1 of 1 displayed below the Title Bar.

If your search resulted in 6 records, the first record on the list displays with the sub-title Candidates 6 - Tracking Record 1 of 6 displayed below the title bar. You can use the Previous and Next buttons to view any additional Tracking records on the list.

For lists containing more than the maximum number of records set for your system, you will see a Quick Select Dialog Box. Click OK to accept the list of records.

Note: You may want to check with your System Administrator regarding expanding the maximum row limit.

Figure 5. 14  Quick Select Dialog Box

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 05-09: Viewing Search Results
Exercise 5-9: View Search Results

1.	If you should want to access reports with additional information, click the Output button to access the Search Output Dialog Box.

Figure 5. 15  Output Dialog Box

2.	Click to choose Summary, then click the OK button. The Tracking Search (Candidate) Summary screen is displayed.

Figure 5. 16  Search Output Summary Screen

You can Sort or Print this report. Note the expanded choices on the Sort Dialog Box.

Figure 5. 17  Expanded Specify Sort Criteria Dialog Box

3.	 When you have completed exploring the Sort and Print features, click Cancel to close the report.

4.	Click the Output button again to access the Search Output Dialog Box. Choose Detailed, then click the OK button to open the Tracking Search (Candidate) Detailed screen.

Figure 5. 18  Tracking Search - Candidate Detailed Report

You can Print this report. The Sort command is not available.

5.	If you wish to view a list of the candidates to whom tracking records are linked, click on the Return List button. The underlying list of records is displayed in a browse window.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Sendout Search

A recruiting manager, as an example, may want to search for the total number of resumes that were submitted to hiring managers within the last week. Select the Sendouts Search command from the Search menu. For this search, you will need to populate the Recruiter and Date Sent fields.

Figure 5. 19  Sendouts Search Screen

See: the Sendout Search Exercise


Exercise 05-10: Sendout Search
Exercise 5-10: The Sendout Search

1.	Double-click on the Recruiter field to access the underlying Black Diamond list. Choose your own name.

2.	Click within the Date Sent field to place your cursor in the field. Right-click to access a Date Range dialog box. The Date Range Available dialog box appears.

Figure 5. 20  Date Range Entry Box

3.	Fill the From and To fields with the first and last dates you will use in the search. With your cursor in the From Date field, double-click or press the F9 key to access the pop-up Calendar. Select your desired date by double-clicking on it. Press the Tab key to move into the To Date field, or click in field. Type a date into the To field and then Select OK to close the box.

4.	Click the Search button.

If no Sendout records contain your search criteria, a dialog box will appear with the message that no records were found. If this box appears, click OK.

Figure 5. 21  No List Items Found

If one Sendout record containing your search criteria is found, the record will be displayed below a sub-title reading: Candidates 1- Sendout Record 1 of 1.

If six Sendout records are found, you will see the first record displayed beneath a sub-title reading: Candidates 1- Sendout Record 1 of 6. You can use the Previous and Next buttons to view the other Sendout records on the list.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Interview Search

If you want to know how many candidate interviews were conducted last week, you can do this from the Interview Search screen.

Figure 5. 22 Interviews Search Screen

See: the Interview Search Exercise


Exercise 05-11:Interview Search
Exercise 5-11: The Interview Search

1.	Open the Candidate module and select the Interview Search command from the Search menu. Click within the Date field to place your cursor in the field. Right-click to access a Date Range dialog box. The Date Range dialog box appears.

Figure 5. 23  Date Range Dialog Box

2.	To fill the From and To fields with the first and last dates for your search, put your cursor in the From date field. Double-click or press the F9 key to access the pop-up Calendar. Select the date by double-clicking on it. Double-click on the To field. Choose the To date and then Select OK to close the box.

3.	Click the Search button to see your results. Note that the numbers of interviews and candidates found will be displayed in the sub-title.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Placement Search

You can use the Placements Search screen for a number of valuable searches. For example, if you are a sales manager who wants to know how many newly hired candidates are starting this week, you can bring up the Placements Search screen. For this search, you must populate the Start Date and Prime Salesperson fields.

Figure 5. 24  Placements Search Screen

See: the Placement Search Exercise


Exercise 05-12:Placements Search
Exercise 5-12: The Placements Search

1.	Click the Start Date field to put your cursor in the field. Right-click to access the Date Range dialog box.

Figure 5. 25  Date Range Dialog Box

2.	To fill the From and To fields with the first and last dates for your search, put your cursor in the From date field. Double-click or press F9 for the pop-up Calendar. Select the date by double-clicking on it. Double-click on the To field. Choose the To date and then select OK to close the box.

3.	Double-click in the Prime Salesperson field to access the underlying table of values. Choose a name.

4.	Click on the Search button to see your results.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Businesses Not to Approach Search Screen

You can use this screen to discover any patterns in the businesses you have been asked not to approach, in addition to keeping a convenient list.

Figure 5. 26  Businesses Not to Approach Search Screen


References Search Screen

Use this screen to search for people or specific companies which have supplied references or produce a list of those candidates whose references have been checked.

Figure 5. 27  References Search Screen

See: the References Search Exercise


Exercise 05-13: References Search
Exercise 5-13: The References Search

1.	Click in the Business field. Enter the name of the company on which you want to search.

2.	Click on the Search button to see your results.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Work History Search Screen

Work History searches can be useful for finding candidates, as an example. Perhaps you have forgotten the name of one candidate among the many with whom you deal. You do recall that she had worked at the Post Office. You can search the database on that Business Employed At field.

Figure 5. 28  Work History Search Screen

See: the Work History Search Exercise


Exercise 05-14: Work History Search
Exercise 5-14: The Work History Search

1.	Click in the Business Employed At field. Enter the name of the company on which you want to search.

2.	Click on the Search button to see your results.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Resume Searching

Resume Search, formerly called the Free Text Search, is one of the two most powerful searching tools in EZaccess; Code Search is the other.

In Resume Search, you can create a wide variety of Search Statements for examining all of the resumes in the database. You can search for one specific skill word or a combination of skill words. The use of Search Statements will be discussed in detail in the Search Statements section.

Topics:	The Resume Search Screen

 The Resume Search Window

 The Three Sets of Resume Search Screen Toolbars

 The Resume Search Screen Menus

Search Statements

The Resume Search Screen

To access the Resume Search screen, select the Resume Search command from the Search menu. You will see the Resume Search screen illustrated below. The resume search menus and toolbars will be defined in detail after the discussion of the Resume Search screen.

Figure 6. 1  The Resume Search Screen

Topics:	The Resume Search Screen - the current topic

• The Resume Search Window

• The Three Sets of Resume Search Screen Toolbars

• The Resume Search Screen Menus

Search Statements


The Resume Search Window

The Resume Search screen has four sections. The upper left quadrant of the window contains the Options box. The Hits box in the upper right box is also variously called the Concept, Job Order or Query box, depending on the option chosen. The lower right portion of the window is termed the Search Statement box. The lower left quadrant of the window has the Fuzzy Logic box.

Topics:	The Resume Search Window Components

• The Options Box

• The Hits Box

• The Fuzzy Logic Box

The Options Box:

Figure 6. 2  Options	To switch Options directly on-screen, without going through the command menus, you can click on one of the option titles or round Option buttons displayed in the Options box. A dot appears to the right of the option button that is currently chosen. All of the information associated with each option will be displayed in the window to the right of the Options box.
Topics:	The Resume Search Window Components

• The Options Box - The current topic

• The Hits Box

• The Fuzzy Logic Box

Search History

Vocabulary

Job Orders

Stored Searches


Search History

The Search History option displays a summary of the results from the search you just performed. As you continue to retrieve on search statements, a list grows in the Hits box. For instance, if you searched on "UNIX and Oracle", the system might show the following results.

Figure 6. 3  Search History Summary

These Search History results indicate that the system found 375 Hits, or occurrences of the search words selected, within 129 documents (resumes).

Double-click on any statement in the Search History window and it will automatically be duplicated in the Search Statement box. No retyping is necessary.

After entering a search statement in any of the screens under Options, click the [image] button to execute your search. To see the number of hits and documents, click on the Search History option.

Tip: You must return to the Search History option to view the results of any search.

Click [image] to see these results. Click [image] to return to the Search window.

Topic:	Vocabulary


Vocabulary

The Vocabulary option shows all variations that were found in the resume index for the last word used in any search statement. Had you clicked the Vocabulary option button and entered the single word UNIX in the search statement, then clicked the Vocabulary option button, you might have the following results. If you typed it while in Search History, it clears when you click on Vocabulary.

Figure 6. 4  Vocabulary Option

This Vocabulary box shows all of the variations or word combinations beginning with UNIX in the resume index.

Topics:	Choosing the best Vocabulary

Concepts


Choosing the best Vocabulary
Choosing the best Vocabulary for your Search Statement

If you are uncertain about which variations on a word to use in your search statement, you can click on Vocabulary and watch the Hits Box as you slowly type in the word. As you type, the Hits Box will display a list of all words that begin with the letters you have typed and how many hits each word has. As the number of letters in the word increases, the possibilities narrow and the number of list entries decreases until you can easily choose which variations you want to use.

This can also be a useful method for determining if you need to raise your Vocabulary Preferences. If there are 12-15 variations you want to see and your Max Vocabulary to Read is set to read 10, you will need to raise the number. In the Preferences dialog box, Max Vocabulary to Read sets how many variations on each word will be read when searching. If Vocabulary is set low, only the number of variations closest to the original word will be read. For additional information, see the Preferences command.

After entering a search statement, click [image] to do your search. To see the number of hits and documents, click on the Search History option.

Click [image] to see the list of candidates. Click [image] to return to the Search window.

Topic:	Concepts


Concepts2
Concepts

The Concepts option allows you to select a pre-defined search statement. "Microsoft Windows" could appear in many forms; a resume could have "MS-Windows", or just "Windows", or "Win 3.1".  These variations or common search statements are predefined under Concepts by your System Administrator. EZaccess will then find all occurrences, regardless of which listed variation was used in the resume. For instance, these examples might appear for the skill: Windows.

Figure 6. 5  Concepts Option Button Selected

Once a Concept has been defined, you can add it directly in your search statement. Double-click the statement in the Concept window and it will automatically be duplicated in the Search Statement box. No retyping is necessary.

After entering a search statement, click [image] to do your search. To see the number of hits and documents, click on the Search History option.

Click [image] to see the list of candidates. Click [image] to return to the Search window.

Topic:	Job Orders


Job Orders

The Job Orders option allows you to search on the skill codes currently assigned to the job orders. This is an excellent argument for having the skills coded on each job order. Pre-coded Job Order skills save crucial time and increase efficiency. Pre-coded skills mean you should never have to go back and forth between the Resume Search window and Job Order module for the information you need to do your search.

Double-click over a job order number in the Job Orders window at right to automatically copy the query statement to the Search Statement box. The skill codes attached to the job order become Search Statements.

After entering a search statement, click [image] to do your search. To see the number of hits and documents, click on the Search History option.

Topic:	Stored Searches


Stored Searches

The Stored Searches option displays the list of previously saved searches so you can reuse these query statements. You can add a Stored Search statement to a new search string in the Search Statement box creating a new, complex search statement.

You can also save the new search statement as a Stored Search. In subsequent searches, you can then click the Stored Search option to retrieve this new search. Then double-click to copy the Stored Search statement to the Search Statement box and conduct a new search. No retyping is necessary.

To save new stored search, click on the Stored Searches option.  Type the statement in the Search Statement box.  Click on the Actions menu and choose, Save New Stored Search.  If you expand on an existing Stored Search statement and wish to save that, select Save Stored Search from the Actions menu.  You must be in the Stored Searches screen to save or resave a Stored Search.

To see the number of hits and documents, click the Search History option.

Topic:	The Hits Box


The Hits Box
The Hits Box:

The Options results display in the Resume Search window at right of the Options Box.

Figure 6. 6  The Resume Search Hits Box

The titles in the Hits box change according to the Option you choose.

Option	Hits Box Titles as seen under each Option

Search History	Hits 	Docs 	Search String

Vocabulary	Hits 	Description

Concepts	Concepts	Description

Job Orders	Job Order	Query

Saved Searches	Query

Figure 6. 7  Hits Box Titles

Topics:	The Resume Search Window Components

• The Options Box

• The Hits Box - The current topic

• The Fuzzy Logic Box


The Fuzzy Logic Box
The Fuzzy Logic Box:

The Fuzzy Logic feature in Resume Search compensates for inaccurate or mistyped text. Due to Fuzzy Logic, resumes with incorrectly scanned or misspelled words can be included in the results of a resume search.

EZaccess sets the initial Fuzzy Logic defaults as up to 5 Mistypes and Accuracy of 75%. Mistypes include both misspelling, such as Oricle rather than Oracle and typographical errors, like Uinx rather than Unix.

Accuracy prevents the inclusion of garbage text. The accuracy level determines how much of a word must be intact before it is counted as a match. An accuracy of 75% is the recommended percentage. The Accuracy function manages and will override the number of mistypes. Word length is the determining factor in accuracy. For an 18 letter word such as telecommunications, 75% Accuracy allows inclusion if 14 or more letters match. On a four letter word like Unix, three of the letters must be recognized.

If you wish, you can reset the permissible mistypes as well as the minimum percentage of accuracy. To date these default settings have proven to be extremely effective.

Topics:	The Resume Search Window Components

• The Options Box

• The Hits Box

• The Fuzzy Logic Box - The current topic

The Three Sets of Resume Search Screen Toolbars

• The Resume Search Screen: Basic Screen Toolbar

• Result Screen Toolbar

• View Screen Toolbar


The Three Sets of Resume Search Screen Toolbars

This section contains descriptions of the buttons on each of the three Search Screen toolbars. These toolbars are on the opening Search screen, the Result screen and the View screen. There are two rows of Search Screen buttons in each toolbar.

Topics:	The Resume Search Screen: Basic Screen Toolbar

Result Screen Toolbar

View Screen Toolbar

The Resume Search Screen: Basic Screen Toolbar

Figure 6. 8  The Resume Search Basic Toolbar

Button	Description

Exit Resume Search.

Go to the Search screen.

Click the Result button to open the Search Results screen and view the list of matching candidate records.
See the Result Button Screen

To View the resumes on one of the matching Result List entries, with the record highlighted, click the View button or double-click on the record entry. You will see the View screen with the scanned text version of the resume. All Hits appear in reversed highlighting.
See the View Button Screen

Choose your printer and/or alter the print settings of the current printer.

Set various Resume Search Preferences. When Preferences is selected, the Search Preferences dialog box appears. Within this dialog box, you can set your individual search preferences.
See the Preferences Button Screen

Prints the currently accessed screen.

Retrieve performs the search. After you enter a search statement and click on the Retrieve button, EZaccess searches the resumes and displays the results. The resulting information appears in a Hits window in Hits, Docs and Search String order.
See the Retrieve Button Screen

Clears the Search Statement box.

Topic:	The Result Button Screen


The Result Button Screen

At the top, under the Title Bar, the first line shows that the highlighted file is File 1 out of 72 total files located. The second line names the currently referenced file and path. Listed under the window is the total number of hits in the total resumes retrieved.

Figure 6. 9  Resume Search Results Screen

Within the window, there are six columns. Move the highlighted bar with the Up or Down arrow keys, or point and click with your mouse.

Column	Description

Hits	Lists the total number of occurrences of the search words on this resume.

Candidate Name	Displays with the last name first.

Home Phone	As it exists in the candidate record.

Work Phone	As it exists in the candidate record.

Job Title	As it exists in the candidate record.

Available Date	As it exists in the candidate record.

Topic:	The View Button Screen


The View Button Screen

The View screen contains a scanned text version of the resume with all Hits displayed in reversed highlighting.

Figure 6. 10  Resume Search View Screen

Note: These commands and keyboard shortcuts can also be executed from the Actions menu.

Figure 6. 11  Resume Search: View Screen Actions Menu

See:	Exercise 6-1: Touring the View (Button) Screen

Topic:	The Preferences Button Screen


Exercise 06-01 Touring the View (Button) Screen Exercise
Exercise 6-1: Touring the View (Button) Screen

1.	Scroll through the resume to see additional Hits. Viewing surrounding Hits text helps clarify if the Hit context matches the job requirements.

2.	Use the Hit buttons to move from Hit to Hit within a resume.

3.	Use the File buttons to move from one resume to the next.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


The Preferences Button Screen

Figure 6. 12  Resume Search Preferences Dialog Box

Option	Description

Show Toolbar Text  Resets the toolbar buttons to include titles.

Default to Search Screen  Automatically displays the Search screen upon selecting Resume Search.

Scroll to 1st hit in View window  Scrolls immediately down to the first hit in the document when the View button is selected.

Set default Sort Order to Ascending  Resets default to sort records by hits, in ascending order. The initial default is in descending order.

List open Job Orders only  Displays only open job orders when the Job Order option is selected.

Max Records to Read  Sets the maximum documents displayed after a Search. The suggested setting is 250.

Max Vocabulary to Read  Sets number of variations on each word read when searching. If Vocabulary is set low, only the variations closest to the original word are read. The suggested setting is 25.

Topic:	The Retrieve Button Screen


The Retrieve Button Screen
The Retrieve (Button) Screen

Figure 6. 13  The Resume Search Retrieved Results Screen

This figure shows that the search performed resulted in 172 instances of the search words found on 94 resumes.

Topic:	The Result Button Screen


Result Screen Toolbar
Result Screen Toolbar Opening the Result screen adds buttons to the tool bar.

Figure 6. 14  The Result Screen Toolbar

Button	Description

Exit Resume Search.

Go to the Search Screen.

Go to the Result List Screen.

View resume details on one result list entry. This version of the resume displays all Hits in reversed highlights. You can also double-click on any record entry to open a scanned resume view.

Choose your printer or alter the print settings of the current printer.

Set various preferences for Resume Search.

Prints the current list of records.

Sort or rearrange your results.
Click the Sort Button to access the Sort Results dialog box.
See the Sort Button Screen

The Filter button allows you to refine the focus of your criteria based on specific fields from the candidate module. Only the records which are equal to the filter expression will be retained. When you click on the Filter button, the filter search results dialog box appears.
See the Filter Button Screen, then see
Filter Criteria Operators and Multiple Filter Expressions.

The Undo Filter button reverses the last filter executed in this session. In reverse order, you can work backwards through each filtering step.

Use Save List to keep the list of records as a saved list for your future use. This is a simple saved list. The List Handling chapter discusses the full potential of list creation and List Handling features.

Save your final list in any of three ways: click the Save List button, or select the List command from the Actions menu, or use the keyboard shortcut keys Alt+T. In each case, the Save List dialog box appears.
See the Save List Button Screen.

The Editor button pulls the resume into a text editor where you can alter or correct the resume. Jot is a sophisticated editing program, using Microsoft menu, toolbar and palette conventions. For instructions on using Jot, see the Jot Help files.

Note: If you add a skill to the text resume, be sure to update the formatted version as well.

Topic:	The Sort Button Screen


The Sort Button Screen
The Sort (Button) Screen

Figure 6. 15  The Resume Search:  Sort Results Dialog Box

Sort Results: You can sort results by any Column Name listed on the left in ascending (the default), or descending, order. The column names are Hits, Candidate Name, Home Phone, Work Phone, Job Title and Available Date.

Sort Criteria can be changed by using the Add, Remove and Reset buttons in the center of the dialog box, or the keyboard shortcut commands. To copy a Column Name into the Current Sort Order Box, use any one of these three methods: click on the Column Name to select it and then click the Add button, or type Ctrl+A, or double-click the entry you wish to copy to the Current Sort Order box.

Once you click OK, the box closes and the list is sorted according to the selections. All future lists will be sorted by the selected criteria until you change the sort criteria.

Multi-layered Sorts  You can also conduct multi-layered sorts by adding and removing choices and clicking OK. Practice sorting. This will allow you to become familiar with this feature. You can also change any individual sort order from ascending to descending by removing the check mark from the box under the Asc column in the Current Sort Order box.

Sorts execute in the order in which you add the Column List names to the Current Sort Order list. The order of your Sort names can be crucial to your results.

For instance, if you add Hits, followed by available date, your results will be grouped by the highest number of hits. For records with the same number of Hits, records will be further sorted by the first available date. However, if you add Available Date, followed by Hits, your results will be listed from nearest to farthest available dates. If there is more than one candidate with the same available date, only those records will display in descending Hits order.

Topic:	The Filter Button Screen


The Filter Button Screen

Figure 6. 16  Filter-Search Results Dialog Box #1

In order, filtering criteria include Hits, Candidate Name, Candidate Status, City, State, Zip, Location, Home Phone, Work Phone, Job Title, Available and On Contract. (The underlined Column Names are also titles on the Results screen. Candidate Status, City, State, Zip, Location and On Contract are not Results screen column names.)

To select a criteria, double-click on a name in the Column Name box. The name appears in the left-most Filter Expression box under the Column Name list.

Topics:	Filter Criteria Operators

Multiple Filter Expressions

The Save List Button Screen


Filter Criteria Operators

Click the drop-down arrow on the right side of the Operator box to see the list. Click on the Operator that you want to use. The Operator appears in the center Operator box. Click in the right hand Filter Expression box and type an appropriate number, date or text to complete your Filter Expression.

Boolean Operators

Operator	Definition

=	equal to

>=	greater than or equal to

<=	less than or equal to

>	greater than

<	less than

<>	not equal to

Matches	text pattern matching*

Figure 6. 17  Filter Operators

Note: Within the right hand Filter Expression dialog box, you can also add Wildcards to include some variations on the word for any free text field on the list. Wildcards are special text characters that stand for other characters. A Wildcard asterisk (*) replaces all characters in a word from that point on, so that San* would find both San Jose and San Francisco if we used it in the City field.

*Note: Pattern Matching (the matches operator) can include text filtering, such as telephone numbers. e.g. (415) or (408). The system will populate the filter field with the term matches when necessary.

Filter Expression Examples

Expression	Op.	Entry	Result

Hits	>=	3	All resumes with 3 or more hits

Candidate Name	=	Smith	All resumes with the exact name Smith

State	=	CA	All resumes with the state of California

Date Available	>=	06/01/97	Candidates available on or after 06/01/97

Home Phone 	matches	408	All resumes with 408* home area code

Work Phone 	matches	415,510	All resumes with 415* or 510* area codes

Figure 6. 18  Filter Expression Examples

*Note: Pattern Matching (the matches operator) can include text filtering, such as telephone numbers. e.g. (415) or (408). The system will populate the filter field with the term matches when necessary.

To initiate the Filter Expression, click the OK button in the Actions box. The results list changes to match the filter expression. Only those records which satisfy the filter expression will be retained.

Until you click on the OK button, you can still clear the expression you were building from the Filter Expression box by clicking the Clear button in the Actions box.

Topics:	Multiple Filter Expressions


Multiple Filter Expressions

You can also enter multiple Filter Expressions. To add a second Filter Expression, click on the Filter button again. You will see the Filter Expression box and your previous Filter Expression, will be displayed in the Current Filter box. If you click on the Filter button for a third time after adding a second Filter Expression, the Current Filter box will show both expressions, separated by the word AND.

Figure 6. 19  Filter- Search Results Dialog Box

To remove the most recent Current Filter entry, close the Filter Window and click on the Undo button. Filters are deleted last entry first, one at a time.

Each time you click Undo, you remove the most recently entered segment in the Current Filter box.

Topic:	The Save List Button Screen


The Save List Button Screen

EZaccess automatically populates the Date and User fields. Your name in the User field creates a saved list that is for your use only and confidential.

You can change the name in the User field. Entering another user name will save the list for that person's exclusive confidential use. If you enter EVERYONE in the User field, the list is available to all users.

You must enter the Short Description and Long Description names.

Figure 6. 20  Save List Dialog Box

Your Short Description name for the list can be up to six characters (this list can also be used as a criteria for Code Searches) and the Long Description up to forty characters.

The recommendation for the Short Description name is to use today's date plus a consecutive letter, as in the figure above.

The Long Description name should include the terms from the search that was run. Name the list clearly, as each Long Description name can later help you recognize and retrieve this saved list among many others.

Click the Save button. EZaccess displays a dialog box indicating that you successfully saved the list.

Figure 6. 21  Resume Search List Saved

Topic:	View Screen Toolbar


View Screen Toolbar
View Screen Toolbar  Opening the View screen adds buttons to the tool bar.

Figure 6. 22  The Resume Search View Toolbar

Button	Description

Exit Resume Search.

Go to the Search Screen.

Go to the Result List Screen.

View resume details on one Result List entry. This version of the resume displays all Hits in reversed highlights. You can also double-click on any record entry to open a scanned resume view.

Choose your printer or alter the print settings of the current printer.

Set various Resume Search preferences.

Prints the currently accessed screen.

Goes to the previous resume file in the list.

Goes to the previous Hit in the resume.

Goes to the next Hit in the resume.

Goes to the next resume file in the list.

The Editor button pulls the resume into a text editor to facilitate editing, if necessary.

Topic:	The Resume Search Screen Menus


The Resume Search Screen Menus

It is possible to do all Search operations from the Resume Search screen menus.

Topics:	The File Menu

The Open Menu

The Actions Menu

The Options Menu

The Window Menu

The Help Menu

The File Menu

Command	Keys	Description

Preferences	Set various Resume Search preferences.

Toolbar…	Opens the Toolbar preferences box.

Exit	Alt+F4	Closes the Resume Search portion of EZaccess.

The Open Menu

Command	Keys	Description

Search	Ctrl+S	Opens the Search Screen and puts the cursor in the Search Statement area.

Results	Ctrl+R	Lists all candidates meeting search criteria, by hits, in descending order. To see Candidate information, click View, type Ctrl+W or double-click over a Candidate.

View	Ctrl+W	View resume details for one record. All Hits are displayed in reversed highlights. Double-clicking on any record entry also opens the scanned resume view.

The Actions Menu

Command	Keys	Description

Retrieve	Alt+R	Initiates a search of resumes which contain the current search statement.

Clear to Search	Alt+L	Clears the Search Statement area of all the previous entries.

Save Job Order Search  Allows you to name and save a search done from within the Job Order option.

Save Stored Search	Resaves a stored search with your changes to the search statement.

Save New Stored Search  Save a Search Statement as a new Stored Search.

Delete Stored Search	Permanently removes the specified search from the Stored Search option.

Close	Ctrl+F4	Closes results window and returns you to the search statement area.

The Options Menu

The Options command allows you to change options settings without using a mouse. Within the Options menu, a checkmark displays to the left of the current option setting.

Mode	Keys	Description

Search History	Alt+S	Summarizes results of the search just performed.

Vocabulary	Alt+V	Shows all variations of a word that can be found in the resume index.

Concepts	Alt+C	Searches for variations of skills that have been predefined by the System Administrator.

Job Order	Alt+J	Displays a list in ascending alpha-numeric order of all open job orders and the skills currently associated with each job. Double-click on a job order to copy those skills into the Search Statement.

Stored Searches	Alt+O	Displays, in alpha-numeric order, all previously stored searches. Double-click on any stored search to copy those skills into the Search Statement.

The Window Menu

The Window commands allow you to use the standard Windows Multiple Document Interface feature to look at multiple screens at the same time.

Command	Description

Tile Vertical	Displays all open windows side by side.

Tile Horizontal	Displays all open windows one above the other.

Layer	This is the default setting which shows one Resume Search Window at a time.

Cascade	Displays all open Resume Search Windows with the back-most window at the upper left descending to the lower right.

Arrange Icons	This command is not used with Windows 95. This is a Windows 3.X command which arranges minimized Resume Search Icons

1	Search	A numbered list of open Resume Search screens is at the bottom of the menu,

2	View	including: Search, Resume Search Results and View.

3	Resume Search Results

Note: 	A check mark appears before the current window and that window number is underlined.

The Help Menu

Command	Description

Help Index F1	Opens a Help Window containing a complete list of all EZaccess Help Topics. Scroll down to the topic you want and click to open it.

Search for Help on…  Contains the Index and Find Tabs. In Index, all terms are listed alphabetically. Find also provides a box to type in the first few letters of the word you want to locate. Find then scrolls down the list to all topics beginning with those letters.

About Resume Search…  This Dialog box provides basic information on your version of EZaccess and Resources available.

Figure 6. 23  Help- About Resume Search…

Topic:	Search Statements


Search Statements

A search statement can consist of a single word or a complex set of words which are used to find resumes containing matching text. In addition to keywords, there are also various symbols and special codes that can be used as a part of the search.

There are a number of ways to set up search statements to find specific skills within the resume database. They will be discussed from the most simple to the most advanced.

Topics:	Simple Search Statements

Complex Search Statements

Search with Operators

Wildcard Search

Parenthetical Search

Quorum Operators Search

Positional Operators Search

Simple Search Statements

A simple search may consist of a single keyword, such as "Oracle" or "UNIX". The EZaccess system will retrieve every resume containing even one instance of the keyword.

Complex Search Statements

You may frequently want to search with more complex criteria. As an example, you might want to find for all occurrences of the word Oracle, or for the word Oracle in combination with Banking.

Search with Operators

Operators are special text that function like commands to facilitate your search. Boolean operators, used in combination with text, help narrow and pinpoint the search results. The Boolean operators AND, OR and NOT let you map-out more complex Search Statements.

Your choice of operators, such as AND or OR, changes your search results. Oracle AND Informix finds only those resumes with both terms, while UNIX OR Visual Basic will find any resumes containing either.

Note: The EZaccess system disregards uppercase and lowercase letters. Different case letters are used here to make the operators easier to see.

Wildcard Search

You can also use Wildcards to provide for more possible variations on a particular word.

The Wildcard question mark character (?) replaces any one character in a word, so that ?ISC would discover both CISC and RISC. The Wildcard asterisk character (*) replaces any number of characters.

As an example of the difference between "?" and "*", a search on manage? can only find the word manage plus words with any one additional letter at the end, such as manager. A search on manage* will find variations including management or managerial. Wildcards can be used in searching for anything on a resume in the database, including partially remembered names.

In EZaccess, the asterisk need not be the final character in a word. The term "Unix" is used here to create three examples: *nix, U*x and Uni*. A search on *nix would bring up all existing words such as Unix, LTNIX and C++/Unix. The results of a search on U*x would contain Unix, UNIX and Ultrix. Searching on Uni* would find both Unix and Unisys.

However, using both Wildcards can be even more useful. Searching on the combination N?T* would result in all words in any of the resumes that contain the pattern, such as NATURAL, Netscape, Netware, NetWare, Network, network, Networking,  etc.

Parenthetical Search

Parentheses are used to group search words together to create more complex search statements. For instance, UNIX AND (Informix OR Oracle) will find resumes with UNIX and either Informix or Oracle. The search will not find produce resumes containing only UNIX because the entire segment of the statement in parentheses is treated in just way a single word after the AND operator would be. The statement (UNIX AND Informix) OR Oracle will find those people that have UNIX and Informix on their resumes, or people with just Oracle on their resume. The way in which you use the search statement has a direct impact on your search results.

Quorum Operators Search

This type of statement searches for a specific number of keywords in resumes. You must use the Curly Brackets, ({}) to define the terms for which to search. For instance, the search statement 3 of {Powerbuilder, Client Server, Gupta, Omnis, Visual Basic} will find any combination of three of the enclosed keywords on any resume in the database. If the number in the search statement is equal to the number of keywords, the system will treat the statement as an AND statement and only retrieve resumes with all of the keywords.

Positional Operators Search

Positional Operators are also sometimes called the WITHIN operator or the PRECEDE operator. They are in the following form:

Operator	Description

W/n	within "n" (number) of words of

P/n	preceding "n" (number) of words of

P 	preceding

For example, to find someone with Oracle and Banking on the same project, you could employ the statement Oracle w/5 Banking. This search would only find resumes containing Oracle within 5 words of Banking.

Search Statement	Result

Oracle P/5 Data Modeler	finds "Oracle" preceding "Data Modeler" by 5 words or less.

Oracle P Data Modeler 	will find "Oracle" preceding "Data Modeler".

Additional Search Operators are available which include the following character strings:

Operator	Description

EOD	Search to the End of Document

EOL	Search to the End of Line

EOS	End of Sentence

EOP	End of Paragraph

EOG	End of Page

As an example, the statement "EOP TO EOP {Oracle AND Data Modeler}" will find any resume with "Oracle" and "Data Modeler"  within the same paragraph. This indicates that the chances are that the candidate used both of those skills on the same project.


Code Searching

Code Search is an extremely useful and powerful searching tool. Attaching skill codes to candidate records creates a resource for database searches. Until the Resume Search engine became available, Code Searching was the only method of locating candidate skills. While Resume Search tools make it possible to search without manually coding every skill on every candidate, the usefulness of Code Searching remains.

A Code Search is a method of searching for records that have been coded, or annotated, with particular sets of skills or information. You can create complex searches, using the AND, OR and NOT operators from Boolean-style Logic. Code Searching also allows you to include saved lists, main screen fields and coded job orders. Code categories and sub-categories are defined by the System Administrator.

Topics:	Benefits of Code Searching, by Module

 Candidate

 Manager

 Job Order

 Businesses

Performing a Code Search

Viewing the Results

List Criteria

Field Criteria

Job Order Criteria

Candidate

Candidate Code Searches can be very focused, allowing you to search by specific skills and skill strengths match your job order requirements. Candidate coding is usually done after the internal interview process by the recruiter who performed the interview. It may be used in conjunction with or in lieu of resume searching.

Manager

For pro-active marketing, you can code managers with those skills they most often need. If a candidate with a strong skill becomes available, your code search can go beyond the appropriate open job orders to produce a list of those managers who always need people with that skill. This pro-active approach can increase your business, while cementing your reputation for extraordinary recall and anticipation of your client's requirements.

Job Order

Coded job orders are very useful to both salespeople and recruiters. By immediately coding each new job order with the required skills, you can always quickly search the resume database to find candidate matches. This feature is called Auto Match Candidate and is found under the List menu. You can also perform a code search for candidates whose skills match the requirements of the job order.

Businesses

Salespeople can benefit from coding potential client companies with the skills that these clients most often use. When a candidate with that skill set is available, you can approach the potential client, even if no particular manager or job order was found. Discussing the candidate's merits and abilities with the people at that business can only foster the development of a new relationship.

Although you could manually code a candidate with every skill word on their resume, this method is not recommended for two reasons. First, this would exactly duplicate the Resume Index function. Secondly, and more importantly, coding every skill word from the resume potentially codes dozens of skills that the candidate may not really possess.

Candidates often put skill words on their resume that have nothing to do with their primary skills. Most of those inappropriate skills would then need to be deleted from the candidate record, after their primary skills were properly identified.

Use Code Search for focused searches on candidates with known skills. The Resume Search feature is best used in a general resume search for particular words. The resulting list can also be used as criteria in a Code Search.

Topic:	Performing a Code Search


Performing a Code Search

To perform a Code Search from any module, select the Code Search command from the Search menu.

Figure 7. 1  Code Search Button Toolbar

Click on the Candidate button and the Code Search screen will appear.

Figure 7. 2  Code Search Screen

The first part of the Code Search Screen: The first section of the screen beneath the toolbar looks like the Edit Codes screen.

Note: You can search the same categories and sub-categories as in the Edit Code feature.

The Matrix: The next section of the screen (below the Category and Sub-Category section) is a matrix, or grid. The matrix uses Boolean Logic to set the parameters of a search. Boolean Logic is a method of creating simple to complex search criteria to form a search statement. Each search statement contains this list of skill words and phrases which are matched against the skill codes attached to the records.

In Code Search, you use a "drag and drop" mouse technique to move selected search codes onto the grid. Notice that the table is designed in two sections. The upper section has "AND" parameters going down the matrix and "OR" parameters going across.

The lower portion of the section also contains the "NOT" parameter to exclude those skill codes that are not desired. For example, you can drop the code ORACLE on to the top left-hand cell of the grid and then put the code ORACLE FINANCIALS into the Not field. This combination will then produce an underlying list of Candidate records that have the skill code ORACLE, but not ORACLE FINANCIALS. On the Code Search screen, you will see the results as numbers in the Overall Match Count table.

Figure 7. 2  Code Search Screen

The Results Box, or Match Count, Section:  The purpose of the Result Boxes are to aid you in tracking changes to the number of matches resulting from your search. EZaccess starts a Code Search after each change and reports the number of records in the Result Boxes at the screen bottom.

Had you done this search with the code ORACLE on to the top left-hand cell of the grid and ORACLE FINANCIALS code to its right in the "And" portion of the grid, you would have had a very different result. The "Results" box would have displayed the number of records that contained both skill codes, plus the number of records that contained only one of the two skill codes that were searched upon.

See: Exercise 7-1: Add a Tracking Record

Topics:	The Cell Information Box

Match Counting

The Wider Search


Exercise 07-01 Add Tracking Record
Exercise 7-1: Add Tracking Record

 Mousing	Follow these steps to do a simple Code Search for candidates coded with strong Oracle Financials.

1.	In the Category area of the Code Search screen, select the category Technical by clicking on it. (You may need to scroll down to the Technical category.)

2.	Click within the Sub-Category box. Type the letter O. The list jumps down to the skill code(s) beginning with "O."

3.	Scroll down to Oracle Financials.

4.	Click and hold down the left mouse button inside the Oracle Financials "Strong" Ability box. The pointer will change shape and color.

5.	Now "drag" your selection across the screen to the first cell in the upper left corner of the matrix. When the arrow is within the cell, release the mouse button.

The short code for Oracle Financials, should now be on the matrix. This is the first parameter of your Code Search. EZaccess will now search for candidates who have been coded with strong Oracle Financials.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


The Cell Information Box

For additional information on a code within any cell in the matrix, you can view the Code Information Box. Place the cursor over the cell and hold down the right mouse button. The Code Information Box displays until you release the button.

Figure 7. 3  The Code Information Box

Field	Description

Category	Major skill classifications, such as languages, education, or applications.

Sub-Category  Actual skill or other attribute, such as Oracle or BA Computer Science.

Number of Hits  How many total matches, or Hits, exist in the database. Note: results apply only to the module from which you started this code search.

Ability	Sub-Category Ability strength is: Strong, Medium, Weak or Uncoded.

Topic:	Match Counting


Match Counting

EZaccess starts a Code Search after each change and reports the number of records in the Result Boxes at the screen bottom. The purpose of the Result Boxes are to aid you in tracking changes to the number of matches resulting from your search.

Figure 7. 4  Overall Match Count

The Overall Match Count displays the total number of candidates who met your search criteria. In Figure 7. 4  Overall Match, there was only one candidate in the Overall Match Count. Consider the results of a wider search.

Topic:	The Wider Search


The Wider Search

Figure 7. 5 below contains the results of a code search on Oracle OR Unix. Reading across the table under the Overall Match Count, each cell in the Match Count row lists how many candidates matched how many codes displayed in the Codes Matched box directly above it. Notice that three candidates matched both codes and five matched only one of the codes.

Figure 7. 5  Three Candidate Matches

The count matching grid is important and useful for observing your results. For example, during a general search for three similar candidates with prevalent skills, you add one more code to the matrix and watch your matches drop from 500 to 2. This result informs you that you may have limited your search more than you intended.

Note: If no matches were found, the system informs you with a Search dialog box. Click OK; the box closes and the unmatched code disappears from the matrix.  EZaccess will not allow you to include a code representing a nonexistent skill.

Figure 7. 6  No Candidates Found Box

See: the Exercise 7-2: Adding Additional Parameters

Topic:	Viewing the Results


Exercise 07-02 Adding Additional Parameters
Exercise 7-2: Adding Additional Parameters

To add the additional parameter Banking to the search, do the following:

1.	Double-click on the Applications category. Scroll to the Banking sub-category.

2.	Move your mouse over the Banking "Strong" Ability check box. Click, hold and drag the item down to the matrix cell below the box containing Oracle. While over the cell, release the mouse button. This adds the code Banking as the next parameter for the search.

3.	At this point, EZaccess automatically searches for candidates with both the Application code Banking and the Technical code Oracle Financials. The Overall Match Count will now only indicate candidate matches who have both skill codes.

Whenever you add an "AND" parameter to a search, the number of matches either stays the same or goes down, since an "AND" parameter reduces the search boundaries. If you add an "OR" parameter, the number of matches will either stay the same or go up, as the boundaries of the search have been expanded.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Viewing the Results

Profile	Once the search is complete, the Overall Match Count is displayed at the bottom of the screen. You can view the results of the search by clicking on the Profile button on the toolbar. The Profile List browse window appears containing the list of the results of the search.

Figure 7. 7  Profile List Window

You must click the Close button to exit this window before taking another action.

See: the Exercise 7-3: Save and Name the List

Topic:	Additional Code Search Buttons


Exercise 07-03 Save and Name the List
Exercise 7-3: Save and Name a List

1.	To save and name the list, click the Save List button or select Save List... from the Actions menu. The Save List... dialog box appears.

Figure 7. 8 Save List As Dialog Box

2.	Enter a Short Description name of 6 characters or less and a Long Description of 40 characters or less.

Figure 7. 9  Save List Dialog Box

3.	Click on the Save button. The Save List confirmation dialog box appears.

Figure 7. 10  Saved List Confirmation Dialog Box

4.	Click OK to close the box. You have now named and saved the list.

Four Important Notes:

Note 1.	While a Saved List Confirmation dialog box appears when saving any list, saved Code Searches can only be found in their respective modules.

Note 2.	It is wise to indicate the search type and skills in a Long Description. For example, C/S w/Ora&Unix for Code Search with Oracle and Unix.

In the Short Description field, name searches with today's date followed by a letter in sequential order, or with your initials plus a number in sequential order. The important point is that you should never use the same name on two searches.

Note 3.	This list is saved to your User ID. To make a list available to all users, enter the word EVERYONE in the User field.

Note 4.	You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Additional Code Search Buttons

In Code Search, the Clear, Delete and Exit buttons are quite helpful.

Button	Description

CLEAR	Clears all cells in the grid.

DELETE	Deletes the contents of the cell.

EXIT	Exits the Code Search portion of EZaccess. You can also exit Code Search by clicking on the Close [image] button.

Topic:	List Criteria


List Criteria

Using a Saved List as a Code Search Criteria

A combined search of a saved Resume Search List and Code Searches can be quite useful. While every word in every resume was indexed, some skills may have been left out of some resumes. During the internal interview, additional candidate skills are often discovered. If those skill codes are then added to the candidate's record, the combined search can provide a more complete list of candidates.

See: the Exercise 7-4: Using a Saved List as Criteria Exercise

Topic:	Field Criteria


Exercise 07-04 Using a Saved List Criteria
Exercise 7-4: Using a Saved List as Criteria

This exercise requires that you completed the Save New Stored Search exercise in the Resume Search chapter, running and saving a search for the text: Microsoft.

1.	In the Candidate Code Search screen, scroll down to and click on the List Category. The List entries appear.

2.	Scroll down to the Microsoft list. Drag and drop the Microsoft list into the matrix.

Note: Only the first six characters of the list display in the cell.

3.	Scroll to and click on the Technical Category. The list of Technical listings appears.

4.	Drag and drop the Oracle listing into the matrix to the right of the Microsoft cell. Drag and drop the Power Builder listing into the matrix below the Oracle cells.

The first entry on the list of all candidates who either were candidates on the Microsoft list OR were coded with Oracle AND Power Builder appears.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Field Criteria

Using a Field as a Code Search Criteria

A combined search using screen fields and skill codes can also be useful. The search in this exercise would yield those Candidates who have the required Power Builder and Oracle skills and live within the city of San Francisco.

See: the Exercise 7-5: Using a Field as Criteria Exercise

Topic:	Job Order Criteria


Exercise 07-05 Using a Field Criteria
Exercise 7-5: Using a Field as Criteria

1.	Scroll to and click on the Technical Category. The list of Technical listings appears.

2.	Drag and drop the Oracle listing into the top left matrix cell. Drag and drop the Power Builder listing into the matrix below the Oracle cell.

3.	In the Candidate Code Search screen, scroll down to and click on the Fields Category. The list of Fields entries appear.

4.	Scroll down to the location listing. Drag and drop the location listing into the matrix. The Field Search dialog box appears.

Figure 7. 11  Field Search Dialog Box

5.	Click on the Search button. Scroll down the list and double-click on East Bay. The words East Bay appear in the Field Search dialog box field. Click on OK. The word Fields appears in the cell.

You can view the actual cell contents while holding down the right mouse button. In this case you see the Location Cell Contents box.

Figure 7. 12  Code Search Box

Note: Only the first six characters of the listing display in the cell.  You could continue to Search on additional Location values by placing them along the Or row of the grid.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Job Order Criteria

Using a Job Order as a Code Search Criteria

One of the fastest ways to find candidates to match your job orders is to do a Candidate Code Search using the Job Order Category to populate your matrix.

See: the Exercise 7-6: Using a Job Order as Criteria Exercise


Exercise 07-06 Using a Job Order as Criteria
Exercise 7-6: Using a Job Order as Criteria

1.	In the Candidate Code Search screen, scroll down to and click on the Job Order Category. The list of Job Orders appears.

2.	Scroll down to the Job Order listing that you wish to fill.

Note: A complete Code description of the Job Order appears as the Description if the Job Order has previously been coded.

3.	Drag and drop the Job Order listing into the matrix. Note that the grid cell displays only the Job Order title.

4.	Click on the Search button to run the search. Those candidates coded with every one of the skills listed on the Job Order appear.

Two Important Notes:

Note 1.	 If you need to expand your search to include candidates who have less than all of the skills on the Job Order, you will have to clear the grid and repopulate it manually. The Job Order listing will still provide the information that you need to manually populate the grid.

Note 2.	You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


List Handling

Fast, easy, dynamic manipulation of Search Lists can give you an important, additional edge in your business. Among the most powerful, unique EZaccess features are List Handling commands.

As recruiters and salespeople, you have had handwritten lists concerning candidates, managers, businesses or job orders important to your job. In EZaccess, you create on-screen lists from the searches that you perform. You can do everything on-screen that you do now with paper lists, as well as using features impossible to do with paper.

EZaccess lists can rapidly be sorted and resorted and you can quickly add or delete people, or join lists together with only a few keystrokes. With EZaccess, you can even do a Code Search and use one of your existing lists as one of the search parameters.

Topics:	The List Menu Commands Overview

General List Menu Commands

Module-Specific Miscellaneous List Menu Commands

Module-Specific List Menu Report Commands

The List Menu Commands Overview

Some List commands change names or features according to the open module, Candidate, Manager, Job Order or Business. Of the commands used to generate reports, two change names depending upon the open module. For example, in the Candidate Module, they are Candidate Summary and Candidate Detailed. In the Manager Module, they are Manager Summary and Manager Detailed.

The following table displays all four List menus for your comparison. Note that there are two additional Job Order module List commands, Job Order Status and Auto Match Candidate.

Candidate	Manager	Job Order	Business

Module	Module	Module	Module

List Menu	List Menu	List Menu	List Menu

————————	————————	————————	———————

Browse Current	Browse Current	Browse Current	Browse Current

List   Alt+B	List   Alt+B	List   Alt+B	List   Alt+B

————————	————————	————————	———————

Load A	Load A	Load A	Load A

Saved List	Saved List	Saved List	Saved List

Save The	Save The	Save The	Save The

Current List	Current List	Current List	Current List

Save Current	Save Current	Save Current	Save Current

List As	List As	List As	List As

Delete Lists	Delete Lists	Delete Lists	Delete Lists

Join Lists	Join Lists	Join Lists	Join Lists

————————	————————	————————	———————

Update Call	Update Call

Back Date	Back Date

Batch Mail	Batch Mail

Merge  	Merge

————————	————————	————————

Auto Update	Auto Match

Current List	Candidate

Today's Call	Today's Call

Backs	Backs

————————	————————	————————	———————

Candidate	Manager	Job Order	Business

Summary	Summary	Summary	Summary

Candidate	Manager	Expanded Job

Detailed	Detailed	 Order Summary

Activities	Activities	Activities 	Activities

and Codes	and Codes	and Codes	and Codes

Job Order

Status

Figure 8. 1 List Menu Command Chart

Topic:	General List Menu Commands


General List Menu Commands

Browse Current List  Alt+B ———————————  Load A Saved List  Save The Current List  Save Current List As  Delete Lists  Join Lists ———————————	For purposes of this explanation, the List commands have been separated into three groups.  The first group occupies the upper half of each module menu, down to and including the Join Lists command. These List commands, which are identical in all four modules, are described below (as one group).
Command	Description

Browse Current List  Alt+B  Displays the browse window for the list currently in memory. Lists that were saved in a specific browse order display in that order, opening on the last location from which a record was selected.

Load A Saved List  Loads a list into memory from your EZaccess catalog of saved lists.
See: Exercise 8-1: Load A Saved List

Save the Current List  Allows you to save changes made to the list currently loaded. This newly saved list retains the same name.

Save Current List As… Name and save a new list, or save alterations to the current list under a new name. After renaming an altered list, the old list still remains in the system under its old name.
See: Exercise 8-2: Save Current List As

Delete a List  Allows you to permanently delete a saved list.

Join Lists	Joins lists together, creating a new combined list. This feature is most useful for recruiters performing several similar searches a day; you can then merge all of your results lists into one new master list.
See: Exercise 8-3: Join Lists

Topic:	Module-Specific Miscellaneous List Menu Commands


Exercise 08-01: Load A Saved List
List Menu Exercises: 8-1 to 8-3

Exercise 8-1:
Load A Saved List

1.	In EZaccess, open the Candidate module. If the Candidate module is open, click the Clear button to clear the screen.

2.	Select the List menu, click on Load a Saved List. A browse window of saved lists appears.

Figure 8. 2  Load a Saved List Browse Window

3.	Double-click the ORACLE AND UNIX list or highlight the entry and click the Select button.

Figure 8. 3  List Candidate Browse Window

The List Candidate browse window appears, highlighting record
1 of 9.

4.	Double-click on one of the candidate records to load the record onto the main screen. (Alternate Method: single click on the line you want, then click the Select button for the same result.) The selected record is then displayed on the main Candidate Screen.

Figure 8. 4  Candidate Record Number

5.	Under the toolbar, the screen displays the number of the current candidate record. To see another Candidate record, click on the  Previous or Next  buttons or click on the Browse Current List command in the List menu to choose a different record.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.

Exercise 8-2: Save Current List As

1.	Open the Candidate module. Click the US Citizen/ Green Card drop-down arrow, pick Yes, then click Retrieve. A browse window opens. Double-click to load a record.

Figure 8. 5  List Candidates Browse Window

2.	Under the List menu, click on Save the Current List As…. You will see the Save List As... dialog box.

Figure 8. 6  Save List As... Dialog Box

3.	Populate the Short Description field with your initials and #01. You can enter a maximum of 6 characters. Fill the Long Description field with "US/GRN: YES," (up to 40 characters) then click Save to keep the list.

4.	You will see the successful Save List Dialog Box. Click on OK. You have saved the list.

Figure 8. 7  Save List Dialog Box

Note: It can be useful to develop your own shorthand for the Short and Long Description fields to help you recognize Saved Searches by type. Some suggested prefixes are:

C/S	=	Code Search 	S/S 	= 	Sendout Search

R/S 	= 	Resume Search 	 I/S 	= 	Interview Search

T/S 	= 	Tracking Search 	P/S 	= 	Placement Search

Note: Lists can only be accessed from the module in which they were created. A saved list of managers can only be seen in the Manager module, candidates from within the Candidate module, etc. Lists from separate modules cannot be joined.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.

Exercise 8-3: Join Lists

1.	Click Join Lists on the List menu. The Join Lists dialog box appears. The browse box contains Code and Title columns.

Figure 8. 8  Join Lists - (Candidate) Dialog Box

2.	Scroll down the Code/Title window. Click on one list title. Find a second list and hold down the Ctrl key while clicking on the second name. Note that both list titles are now selected. You can combine two or more lists.

Figure 8. 9  Choosing the Lists to Join

3.	Next, click within the Target List field. A text cursor will appear. Enter a short description of 6 or less characters, then click on the field to the right. Type a descriptive name of up to 40 characters.

4.	Click the OK button. You have created and saved a new list containing the contents of both selected lists. At this point, you can choose whether to keep the original lists or use the Delete Lists command to remove any lists that are no longer useful.

Two Important Notes:

Note 1.	 Records that appeared on both of the previous lists are only listed once on the new combined list.

Note 2.	You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Module-Specific Miscellaneous List Menu Commands

The commands that occupy the lower half of the List menu differ according to the current module. These commands begin below the Join Lists command and commands will be discussed by module.

Topics:	Candidate Module Miscellaneous List Commands

Manager Module Miscellaneous List Commands

Job Order Module Miscellaneous List Commands


Candidate Module Miscellaneous List Commands

Update Call Back Date

Batch Mail Merge
———————————

Auto Update Current List

Today's Call Backs
———————————

Command	Description

Update Call Back Date Change all call back dates for everyone on the current list, without going into each record individually.

Figure 8. 10  Update Call Back Date Dialog Box

Batch Mail Merge  With only a few keystrokes, you can send an automated mail merge letter to everyone on the current list.
See: Exercise 8-4: Batch Mail Merge

Auto Update Current List  Update a list created with the Auto Match Candidate command. When you load a Saved List, the list will not contain any candidate records added to the database after you created the list. Using the Auto Update Current List command, you can quickly update your candidate list to include these new records.

Note: This feature is only available in the Candidate module and can only update candidate lists created in the Job Order module using the List menu Auto Match Candidate command.

With your saved list loaded into the Candidate module, select Auto Update Current List from the List menu. You are prompted to enter a Job Order number into a dialogue box. You can enter the Job Order number from which the original Auto Match Candidate search was conducted as well as any other Job Order number.

Any candidate resumes which satisfy the original search statement requirements (codes attached to the job order) and were added to the database since the last time you saved your list will automatically be added to the list.

Today's Call Backs Automatically retrieves your personal list of Today's Call Backs.  As a recruiter in the Candidate Module, you retrieve the scheduled list of candidates to call. Your name must appear in the Recruiter field and you must be logged in as yourself.

Note:  Your database administrator will determine which "user" field owns the record.

Candidate Summary  This Report displays a list of records in a minimized summary format.
See: Exercise 8-5: Candidate Summary

Candidate Detailed  This expanded Report includes Summary details, plus raw statistics and incremental success ratios for each listed individual. Candidate and Manager modules only. See the Candidate Detailed section in the Report Management Chapter.

Activities and Codes  This Report provides basic summary information, plus Manager Activities and Skill Code information. See the Activities and Codes Section in the Report Management Chapter for details.

Topic:	Manager Module Miscellaneous List Commands


Exercise 08-04: Batch Mail Merge
Exercise 8-4: Batch Mail Merge

1.	Click the Load a Saved List command under the List menu, to see a listing of saved candidate lists. Double-click on the list you want to load it into memory.

2.	Click on the Select button to display the first name on the list.

3.	Select Batch Mail Merge command from the List menu. The following dialog box of letter templates appears.

Figure 8. 11  Select Mail Merge Letter Dialog Box

4.	Scroll to find the name of the letter template you want and double click on it. Microsoft Word templates are files ending in .dot. EZaccess automatically merges the names and addresses of everyone on the list into copies of the letter.

Note: Your database administrator can assist you with setting up Batch Mail Merge documents.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Exercise 8-5: Candidate Summary

Create a Candidate Summary Report.

1.	From the List menu, select the Load a Saved List command.

2.	Select a list from the lists that are available. A browse window opens displaying all candidates on the list.

3.	Press the Enter key on your keyboard. This loads the first candidate on the list into memory.

4.	Select the menu bar command List, and then select Candidate Summary from the drop down menu.

The Report (Candidate Summary) screen appears.

Figure 8. 12  Report Screen (Candidate Summary)

This is a short summary report of the candidates on the list loaded into memory. It shows the following information.

Candidate Name	 	Status

Available Date	 	Last Contact Date

Home Phone	 	Work Phone

A new set of icons allows the user to move from page to page, to move from the first page to the last page, to set up the printer, and to print the report.

Figure 8. 13  VCR-style & Print Buttons

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Manager Module Miscellaneous List Commands

Update Call Back Date

Batch Mail Merge
—————————

Today's Call Backs
—————————

Command	Description

Update Call Back Date Change all call back dates for everyone on the current list, without going into each record individually.

Figure 8. 14  Update Call Back Date Dialog Box

Batch Mail Merge  With only a few keystrokes, you can send a automated mail merge letter to everyone on the current list.
See: Exercise 8-4: Batch Mail Merge

Today's Call Backs  Automatically retrieves your personal list of Today's Call Backs.  As a salesperson in the Manager module, you access your personal list of hiring managers scheduled for your call back today.  Your name must be in the Sales person field and you must be logged in as yourself.

Note: Your System Administrator determines which "user" field owns the record.

Manager Summary  This Report displays a list of records in a minimized summary format.  See the Manager Summary section in the Report Management Chapter for details.

Manager Detailed  This expanded Report includes Summary details, plus raw statistics and incremental success ratios for each listed individual. Candidate and Manager modules only. See the Manager Detailed section in the Report Management Chapter.

Activities and Codes  This Report provides basic summary information, plus Manager Activities and Skill Code information. See the Activities and Codes Section in the Report Management Chapter for details.

Topic:	Job Order Module Miscellaneous List Commands

Commands


Job Order Module Miscellaneous List Commands

Auto Match Candidate ——————————	In the second group of standard List commands, the Job Order module contains only one command, Auto Match Candidate.
Command	Description

Auto Match Candidates  Auto Match Candidates does a Resume Search for the current coded Job Order from within the Job Order module.

Within the Job Order module, you must select one Job Order in the database and add Skill Codes to it, then select Auto Match Candidates from the List menu. EZaccess then uses the Skill Codes attached to a Job Order as parameters in a Resume Search.

If no matching candidates are found, a dialogue box message appears. If EZaccess finds one match, the record is displayed in the Candidate module. If multiple candidates are found, a browse list is automatically displayed in the Candidate module.

Topic:	Module-Specific List Menu Report Commands


Module-Specific List Menu Report Commands

Below the List menu commands are the Report commands which differ according to the current module. These commands are discussed by module.

Topics:	Candidate Module List Menu Report Commands

Manager Module List Menu Report Commands

Job Order Module List Menu Report Commands

Business Module List Menu Report Commands

Custom Reports


Candidate Module List Menu Report Commands

Candidate Summary  Candidate Detailed  Activities and Codes	In the Candidate module, these commands are used to generate reports.
Command	Description

Candidate Summary  This report displays a list of records in a minimized single-line summary format. Each line includes, the Job Order, Business, Status, Taken By, Recruiter and Skill Codes.

Candidate Detailed  Shows information in more detail than the Candidate Summary in an extended format that displays the Skill Codes beneath the Job Order number. Each candidate is separated by a line.

Activities and Codes  This report provides basic summary information, plus a listing of the Activity records and Skill Code information. This Activity record list includes, the Business, Order By, Priority, Status, Position, Real Title, How Closed, Location, Start Date, Contract Length, No. of Position, Positions Filled, Rate Low, Rate High, Taken By, plus Recruiter. In addition, the report includes a listing of Activity records linked to the Job Order as well as the Skill Codes attached to the record.

Topic:	Manager Module List Menu Report Commands


Manager Module List Menu Report Commands

Manager Summary  Manager Detailed  Activities and Codes	In the Manager module, these commands are used to generate reports.
Command	Description

Manager Summary  This report displays a list of records in a minimized single-line summary format. Each line includes, the Job Order, Business, Status, Taken By, Recruiter and Skill Codes.

Manager Detailed  Shows information in more detail than the Manager Summary in an extended format that displays the Skill Codes beneath the Job Order number. Each manager is separated by a line.

Activities and Codes  This report provides basic summary information, plus a listing of the Activity records and Skill Code information. This Activity record list includes, the Business, Order By, Priority, Status, Position, Real Title, How Closed, Location, Start Date, Contract Length, No. of Position, Positions Filled, Rate Low, Rate High, Taken By, plus Recruiter. In addition, the report includes a listing of Activity records linked to the Job Order as well as the Skill Codes attached to the record.

Topic:	Job Order Module List Menu Report Commands


Job Order Module List Menu Report Commands

Job Order Summary  Expanded Job Order Summary  Activities and Codes  Job Order Status	In the Job Order module, these commands are used to generate reports.
Command	Description

Job Order Summary  This report displays a list of records in a minimized single-line summary format. Each line includes, the Job Order, Business, Status, Taken By, Recruiter and Skill Codes.

Expanded Job Order Summary  Shows the same information as the Job Order Summary in an expanded format that displays the Skill Codes beneath the Job Order number. Each job order separated by a line.

Activities and Codes  This report provides basic summary information, plus a listing of the Activity records and Skill Code information. This Activity record list includes, the Business, Order By, Priority, Status, Position, Real Title, How Closed, Location, Start Date, Contract Length, No. of Position, Positions Filled, Rate Low, Rate High, Taken By, plus Recruiter. In addition, the report includes a listing of Activity records linked to the Job Order as well as the Skill Codes attached to the record.

Job Order Status  Reports all Candidate and Skill Code information, plus a summary of all Tracking and recruitment activity.

Topic:	Business Module List Menu Report Commands


Business Module List Menu Report Commands

Business Summary

Activities and Codes

Command	Description

Business Summary  This Report displays a list of records in a minimized single-line summary format. This list includes, the Business, Hiring Manager, Job Order, Available Date, Home and Work Phone Numbers, Last Contact, Status, Recruiter and Salesperson.

Activities and Codes  This report provides basic summary information, plus a listing of the Activity records and Skill Code information. This Activity record list includes, the Business, Order By, Priority, Status, Position, Real Title, How Closed, Location, Start Date, Contract Length, No. of Position, Positions Filled, Rate Low, Rate High, Taken By, plus Recruiter. In addition, the report includes a listing of Activity records linked to the Business as well as the Skill Codes attached to the record.

Topic:	Custom Reports


Custom Reports

All reports are under the List menu. You will see only those reports available in the module from which you accessed the command. The reports that you access while in the Candidate module will only deal with Candidate information. While in the Manager module, all of the reports will be about managers. The same is true for the Job Order and Business modules.

In addition to all of the standard reports already provided, you can also create custom reports to meet your special needs with a commercial report writer software package.

EZaccess is specifically designed to support the excellent graphical report writer packages currently on the commercial market. These report writers are designed for both novice and expert users and require a very short learning curve. Any kind of report can be designed, using any of the fields in the EZaccess system to pull live data from the database.


Call Lists and Interrupts

Two special EZaccess features assist you in doing your job more quickly and easily. These are the Call List and Interrupt features. The Call List command supports you in making multiple phone calls and creating Tracking records for each call without changing screens. The Interrupt command lets you stop the current activity to handle an incoming call and then returns to your previous screen.

Topics:	The Call List Screen

The Interrupt Screen

The Call Preferences Screen

The Call List Screen

First load a saved list. After you load the list, choose the Call List command on the Activities menu. EZaccess automatically arranges the information on the specialized Call List screen for you, cycling to the first name on the list. This allows you to view the list more efficiently and prepares you to add Tracking records more quickly and easily.

Figure 9. 1  Call List Screen

See:	Exercise 9-1: Load A Saved List

The Call List screen is divided into three distinct sections with a specialized toolbar at the bottom. The top third is a condensed version of the main screen.

Figure 9. 2  Condensed Main Screen

The middle section displays the Activity records. While the Tracking record information presented here is identical to a regular Tracking record, the data is displayed differently on your screen.

Figure 9. 3  Activity Tracking Record

The bottom third of the Call List screen is a complete summary of all previous Activity records, listed in descending date order. Highlighting an Activity listing will display it within the middle section of the screen. This is useful when reviewing previous activities with the person you have called.

Figure 9. 4  Previous Call Summary

The toolbar lets you move easily from record to record, see attached resumes, create new Tracking records, plus save and update existing records.

Topics:	 Call List Screen Toolbar


Exercise 09-01: Load A Saved List
Exercise 9-1: Load A Saved List

1.	From the List menu, click Load A Saved List and double-click on a saved list to load it into memory.

2.	With the list on-screen, pick Call List from the Activities menu or type Ctrl+L. The Call List screen appears.

Figure 9. 1  Call List Screen

3.	When the Call List screen is opened, the list currently loaded in memory automatically cycles to the candidate record you have selected.  For instance, if you are currently looking at Sam Daniels' record, selecting Call List will open Sam's call list.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Call List Screen Toolbar

The buttons on the toolbar at the bottom of this screen give you fast access to the following additional commands while in the Call List feature:

Button	Description

E-mails formatted resume(s) to a hiring manager. The Sendout record is automatically added. See Preferences for the e-mail settings.

Faxes formatted resume(s) to a hiring manager. The Sendout record is automatically added. See Preferences for the fax settings.

Automatically creates a new Tracking record with Left Message status and places your cursor in Comments. You must still use the Save button.

Automatically creates a new Tracking record. The Activity record section is cleared and the new Tracking record is displayed. The cursor moves to the Comments field. Enter a valid number in the Job Order field to have the Business and Manager fields automatically populated by EZaccess. You must still use the Save button to add this ecord to the database.

Returns to the previous Call List record when multiple records are in use.

Advances you to the next record in a multiple record Call List.

Returns to an underlying Manager or Candidate list.

Displays the candidate's resume for your review.

Saves your new Tracking record to the database.

Cancels any current entry that has not been saved, closes the Call List screen and returns to the previous Module in use.

Note: You can create a custom Default Message or Call Status from the Call tab, under the Options menu with the Preferences command.

Note: The Call List screen can only be used when there is a single record or a list of records displayed in either the Candidate or the Manager modules.

Topics:	The Interrupt Screen


Interrupt
The Interrupt Screen

The Interrupt feature assists Technical Recruiters and Sales Account Managers in handling incoming calls while engaged in another activity. Clicking the Interrupt button displays the Incoming Call screen over the open window for documenting the call.

For example, a Sales Account Manager, is entering a Job Order when a hiring manager calls. The Sales Account Manager would click Interrupt, retrieve the hiring manager's record and document the call with a new Tracking record. On completing the Tracking record and closing the screen, the Sales Account Manager would return to the Job Order that was in progress prior to the phone call.

You can access the Interrupt feature in any one of three ways. Click the Interrupt button on the main toolbar, press the F6 key or choose the Interrupt command from the Open menu. The Incoming Call screen appears, divided into three sections with command buttons at the bottom of the screen.

Figure 9. 5  Interrupt: Incoming Call Screen

The top portion of the screen is a condensed Candidate/Manager main screen. EZaccess automatically puts your cursor in the Person field, so you can immediately enter the name of the person calling. The following exercise demonstrates how you can easily find any existing Manager or Candidate in the Interrupt screen.
See: Exercise 9-2: A fast List-Person Browse to find the Caller

The middle portion of the screen displays the most recent Activity Tracking record. This screen is cleared when a new Tracking record is created.

Click the Quick Add button to automatically create a new Tracking record. Add your comments and click the Save button on the lower toolbar to add the new Tracking record to the database. After you save, click the Close button on the Incoming Call screen to return to your previous activity.

The third section of the Incoming Call screen is the Previous Activity Summary which lists all of the previous Activity records associated with the person calling. By highlighting an item on the list, the entire activity record will be displayed in the second portion of the screen. This is useful when reviewing previous activities with the caller.

Topic:	The Interrupt Screen Toolbar


Exercise 09-02: List Person Browse for Caller
Exercise 9-2: List Person Browse for Caller

1.	You type the first few characters of the last name, then click the Retrieve button to choose from a List-Person browse window containing all candidates and managers whose last names begin with the entered character(s).

Figure 9. 6  List (Person)

2.	Double-click to accept the desired name, or highlight it and then click on the Select button. The system will retrieve the record and populate the screen.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Interrupt Screen Toolbar

The Incoming Call screen toolbar has some important differences from the Call List toolbar.

Button	Description

Clear the current record from the Incoming Call screen and return the cursor to the Person field for your next entry. This is extremely useful when several people call at the same time.

Enter one or more letters from the beginning of the callers last name. Click Retrieve to choose from the list of all candidates and managers whose last names start with those character(s). Double-click on the name you want to open that record. To minimize the list of candidates or managers that is returned, type LastName,FirstName (with no spaces).

Automatically adds a new Tracking record entry and places your cursor in the Comments field. If appropriate, enter a valid Job Order number to have the Company and Manager fields automatically populated by EZaccess.
You must still click the Save button when the record  is complete.

Retrieves the last record that was displayed when Interrupt was last used.

Opens the candidate's resume for your review.

Saves your new Tracking record to the database.

Closes the Incoming Call screen, returning you to the Module in use prior to selecting the Interrupt button.

When you first open the Incoming Call screen, only the Person field and the Retrieve button are enabled. Once you have entered the last name of the person calling, the rest of the screen becomes enabled, functioning identically to a Call List screen.

After you finish the call and save your Tracking record, you can close the Incoming Call screen or clear it for another call. When you close the Incoming Call screen, EZaccess returns you to the screen that was in use before the Interrupt button was selected.

Topics:	Call Preferences


Call Preferences
The Call Preferences Screen

You can set your personal Call List and Incoming Call Preferences in the Preferences dialog box as EZaccess defaults. The Preferences dialog box can be accessed from three of the EZaccess screens. You can reach the Preferences command in the Options menu from the opening EZaccess screen, the Call List screen or the Incoming Call screen. The Configure EZaccess dialog box appears.

Figure 9. 7  Configure EZaccess Preferences Dialog Box

In this section, only Call Preferences will be discussed. Click on the Call tab to bring the Call page to the front of the window. The four Call Preference boxes are the Incoming Call/Call List box, the Left Message box, the Left Message/Quick Add box and the Quick Add box.

Figure 9. 8  Configure Call Preferences Dialog Box

In the Call preferences dialog box, you can set the following four sets of items.

Topics:	The Call Preferences Tab - the current topic

 the Incoming Call/Call List Box

 the Left Message

 the Left Message/Quick Add Box

 the Quick Add Box

Incoming Call/Call List (applicable to Call List and Interrupt features)

Preference	Description

Return to main module after Save  Automatically returns you to the main module after saving a Tracking record. If this box is not checked, you must manually select the Close button.

View all activities  View all Activity records. If this box is not checked, only Tracking records will be displayed.

Choose Quick Add Status  [image]  Pick a default Quick Add button status. Defaults to PHONE CALL.

Left Message (Call List Only)

Preference	Description

Auto skip to next record after save  Set whether to automatically proceed to the next record, after saving a Tracking record. If this box is not checked, you must manually select the Next button.

Auto delete list entry after save  Whether to automatically delete the record from the underlying list after you save a Tracking record.

Auto update callback to tomorrow  Automatically resets the Callback Date field to tomorrow's date.

Default Comment  Type in the default comment to be entered in new Left Message Tracking records.

Left Message/Quick Add (Call List Only)

Preference	Description

Choose Default Job Order   	Set a default Job Order that will automatically fill the Job Order field in a Quick Add or Left Message Tracking record. Until you change or remove this default, the Job Order number will automatically be linked to all Tracking records added through the Call List feature. The hiring Manager attached to the default Job Order will be the recipient of the automated e-mailed and fax transmissions. Double-click to access this Lookup field and choose your entry.

Note: The fax and email functions will only be activated if there is a Job Order in this field.

Quick Add  (Call List Only)

Preference	Description

Auto skip to next record after save  Set whether to automatically proceed to the next record, after saving a new Tracking record. If this box is not checked, you must manually select the Next button on the Call List screen.

Auto delete list entry after save  Whether to automatically delete the record from the underlying list after saving a new Tracking record.

Note:  After setting Preferences, click the Ok button to save and close the dialog box.

Topic:	Call Preferences


Preferences

You can configure many of your own preferences as EZaccess defaults within the Preferences dialog box. Preferences can be accessed from only three of the EZaccess screens. You can reach the Preferences command in the Options menu from the opening EZaccess screen, the Call List screen or the Incoming Call screen. The Preferences dialog box, labeled Configure EZaccess, appears.

Figure 10. 1  The EZaccess Preferences Dialog Box & Tabs

The five Preference Tabs are:

the Color Preferences tab,

the ToolBar Preferences tab,

the Call Preferences tab,

the Misc Preferences tab and

the Comms Preferences tab.


Preferences Color Tab
The Preferences Color Tab

The Color Preferences tab page defaults as the opening page of the Preferences window.

There are three types of EZaccess fields, the Optional, Required and Display-only fields. Background colors in the fields help distinguish between the types and purposes of the different fields. On the Color tab page, you can click the up and down arrows to view the color background choices available for each type of field. It is highly recommended that each type of field contain a different color background.

An Optional field may be populated, but the record can be saved without it. The Optional field default background color is white.

Required fields must be populated with data in order to save the record. The Required field default background color is yellow.

The Display-only field is populated by the system. You cannot edit the data. The Display-only field default background color is light gray.

After setting your preferences, click the Ok button to save and close the dialog box.


Preferences ToolBar Tab
The Preferences ToolBar Tab

Click on the ToolBar tab to bring the ToolBar tab page to the front of the Preferences window.

Figure 10. 2  The ToolBar Preferences Dialog Box

The ToolBar Options

Preference	Description

Frame Bar	The location of the main toolbar below the menus on the opening EZaccess screen and every subsequent screen can be changed. The Frame Bar can appear at the top, bottom, left or right screen edges, or as a floating palette of buttons that you can reposition. The default top position is recommended.

The main Frame Bar can also be hidden. Hiding the main Frame Bar is never recommended; this can make the program quite difficult to use.

Sheet Bar	The Sheet Bar toolbars are additional toolbars attached to each module that appear only while the module is open.

Show Text	Display the button name on each toolbar button. This is highly recommended.

Move	Relocate all Sheet Bars in one of five locations. The Sheet Bar can appear at the top, bottom, left or right screen edges, or as a floating palette of buttons that you can reposition. The top position is recommended.

Note:  After setting your preferences, click the Ok button to save and close the dialog box.


Preferences Call Tab
The Preferences Call Tab

Click on the Call tab to bring the Call tab page to the front of the Preferences window. The four Call Preference boxes are:

the Incoming Call/Call List box,

the Left Message box,

the Left Message/Quick Add box and

the Quick Add box.

Figure 10. 3  The Call Preferences Dialog Box

The Call Preferences dialog box is divided into four sections. The first section sets preferences for both the Incoming Call and Call List screens. The rest of the sections apply to the Call List screens only.

Incoming Call/Call List (for Call List and Interrupt features)

Preference	Description

Return to main module after Save  Automatically returns you to the main module in use after saving a Tracking record. If this box is not checked, you must manually select the Close button.

View all activities  View all Activity records. If this box is not checked, only Tracking records will be displayed.

Choose Quick Add Status 	Pick a default Quick Add button status. Defaults to PHONE CALL.

Note: After setting preferences, click the Ok button to save and close the dialog box.

Left Message (Call List Only)

Preference	Description

Auto skip to next record after save  Set whether to automatically proceed to the next record, after saving a Tracking record. If this box is not checked, you must manually select the Next button.

Auto delete list entry after save  Whether to automatically delete the record from the underlying list after you save a Tracking record.

Auto update callback to tomorrow  Automatically resets the Callback Date on the main screen to tomorrow's date.

Default Comment  Default Comment: Type in the default comment to be entered in new Left Message Tracking records.

Left Message/Quick Add (Call List Only)

Preference	Description

Choose Default Job Order [image]  Set a default Job Order that will automatically fill the Job Order field in a Quick Add or Left Message Tracking record. Until and unless you change or remove this default, the Job Order number will automatically be linked to all Tracking records added through the Call List feature. The hiring Manager attached to the default Job Order will be the recipient of the automated e-mailed and fax transmissions.

Double-click to access this Lookup field. Type the first character of your Job Order; the list scrolls to the first pertinent list entry. Double-click to choose your entry.

Quick Add (Call List Only)

Preference	Description

Auto skip to next record after save  Set whether to automatically proceed to the next record, after saving a new Tracking record. If this box is not checked, you must manually select the Next button on the Call List screen.

Auto delete list entry after save  Whether to automatically delete the record from the underlying list after saving a new Tracking record.

Note: After setting preferences, click the Ok button to save and close the dialog box.


Preferences Misc Tab
The Preferences Misc Tab

Click on the Misc tab to bring the Misc tab page to the front of the Preferences window. The two Misc Preference boxes are:

the Default Ability box and

the Default Job box.

Figure 10. 4  The Misc Preferences Dialog Box

In the Misc Preferences dialog box, you can set two categories of items: the default ability level of Skills in Code Searching and the default Job Order, when Auto Matching Candidates.

Default Ability

Preference	Description

Default Ability for Skills  Choose the default Skill Code strength level for use in Code Searches.

Note: After setting your preferences, click the Ok button to save and close the dialog box.

Default Job

Preference	Description

Default Job Order when automatching candidates  Choose whether to use your current Job Order as the default Job Order setting when Auto Matching Candidates.

Note: After setting your preferences, click the Ok button to save and close the dialog box.


Preferences Comms Tab
The Preferences Comms Tab

Click Comms to bring the Comms tab page to the front of the Preferences window. The four Comms Preference boxes are:

the Fax box, the Email box,

the Fax/Email box and

the Dial Options box.

Figure 10. 5  The Comm Preferences Dialog Box

Comms Preferences set four groups of Fax and E-mail functionality options in EZaccess.

Fax

Preference	Description

Cover Sheet	Choose among a number of pre-set fax cover sheets. Use Browse to find the cover sheets in the directory tree.

Subject	Enter the topic to appear on the Subject line.

Comment	The Comment box can hold up to 2,000 characters.

Email

Preference	Description

Cover Sheet	Choose whether to include a pre-set email cover sheet. Use Browse to find the cover sheet in the directory tree.

Subject	Enter the topic to appear on the Subject line.

Comment	The Comment box can hold up to 2,000 characters.

Fax/Email

Preference	Description

Notify on successful send  Acknowledges that your message was successfully transmitted to a working fax machine or valid e-mail address. Checked is the recommended setting.

Prompt for defaults if not set  Checked is the recommended setting. However, if this box is checked, a cover page appears on each fax.

Dial Options

Preference	Description

Notify on successful send  Acknowledges that your message was successfully transmitted to a working fax machine or valid e-mail address. Checked is the recommended setting.

Dial Out Prefix  Dial Out Prefix is for office telephone systems that require a number such as a 9 to access an outside line.

Long Distance Prefix  Long Distance Prefix is useful for companies where all long distances calls must be preceded with a numeric code in order to access restricted long distance lines.

Local Area Code  Local Area Code is for regions which have multiple Area Codes. All telephone numbers entered in the system include an Area Code. Populating this field with your own local Area Code sets the system to refrain from dialing the local Area Code prefix during local outgoing calls.

Note: After setting your preferences, click the Ok button to save and close the dialog box.


Personal Information Management

The EZaccess Contact and Time Management tools will make your life easier, whether you are a technical recruiter, a salesperson, or both. Whatever the role you fill, these features facilitate your ability to do your job. All four Personal Information Management features are under the Open menu and can also be accessed with hot keys. The PIM tools are:

the To Do List,

the Hot List,

the Scheduler and

the Calendar.

Multi-tasking in EZaccess

While working in EZaccess, you can use more than one Personal Information Management feature at a time to do multiple tasks during the same session. You accomplish this by minimizing any feature you are not currently using. In this way, you leave a feature running but out of the way while you work in other screens.

Use the Minimize button [image] in the upper right hand corner of the screen to reduce any of these features to a special EZaccess-style feature icon at the bottom of your EZaccess screen.

To access that screen again, click on the Restore button [image] on the appropriate feature icon. The appropriate screen will reappear.

Topic:	the To Do List

the Hot List

the Scheduler

the Calendar


To Do List Ctrl+O

The To Do List provides convenient reminders of tasks to perform. Unlike calendar-based To Do Lists, an unfinished item will remain on this list for your reference, until you remove it. Your personal method of prioritizing and maintaining your To Do List will evolve over time, as well as discovering the appropriate task levels and details to place on your own To Do List.

See:	Exercise 11-1: Opening the To Do List

Exercise 11-2: Entering a To Do Task

Exercise 11-3: Saving a To Do Task

Exercise 11-4: Marking a To Do Task Done

Exercise 11-5: Deleting a To Do Task

Topic:	Multi-tasking in EZaccess

Personal Information Management


Exercise 11-1: Open the To Do List
To Do List Exercises: 11-1 to 11-5

Exercise 11-1:
Open the To Do List

1.	To open the To Do List, click the To Do List command on the Open menu. For instant access from any EZaccess screen, you call also type Ctrl+O. Your initial To Do List screen has very little detail.

The To Do List is extremely easy to use. The Add, Delete, Save and Cancel buttons on the toolbar will be all you need to control and maintain your To Do List.

Figure 11. 1 To Do List Screen (Shown Reduced)

Exercise 11-2:
Entering a To Do Task

1.	Click on the Add button on the toolbar at the bottom of the screen. Your first To Do List entry fields appears on the screen as three white boxes preceded by a hand pointing to the current (and sole) entry.

Figure 11. 2 First To Do List Entry (Shown Reduced)

Note the boxes that appear beneath headings at the top of the window. The box on the left, the Priority box, allows you to rank the level of importance that you place on each task. The default Priority level is a 1. The Done box marks task entries completed.

Figure 11. 3 Entering a To Do List Task (Shown Reduced)

2.	Type a short description in the Task box. While you can enter a maximum of 60 characters, only the first 42 will be visible within the Task box.

Exercise 11-3:
Saving a To Do Task

When you have added all of your tasks to the list, you must save the entries to the database.

1.	Click the Save button or type Ctrl+S to add the tasks to the To Do List.

2.	Try adding several tasks and then saving the tasks. Saving the entry closes the window.

3.	Type Ctrl+O to reopen the To Do List.

Figure 11. 4 Entering and Saving Multiple Tasks (Shown Reduced)

Exercise 11-4:
Marking a To Do Task Done

 	1.	Click the Done box on the second item. Clicking Done puts an X mark in the box and draws a line through the completed text in the Task box. You must still always click Save to save changes to the To Do List.

Figure 11. 5 Marking A Task Done (Shown Reduced)

Note: Items marked complete always remain on this list for your reference, until you uncheck and delete them.

Exercise 11-5:
Deleting a To Do Task

 	1.	Click on a task to make it the current item.

2.	Click on the Delete button. Note the placement of the pointing hand indicator. The item disappears and any tasks that were beneath it move up one space. The task is not deleted until you save these changes to update the To Do List.

Figure 11. 6 The Reopened To Do List (Shown Reduced)

Multi-tasking in EZaccess

Remember that you can reduce the To Do List screen to an Icon at the bottom of your EZaccess screen. In this way, you can leave the To Do List running but out of the way while you work in other screens.

Use the Minimize button [image] in the upper right hand corner of the screen to reduce the To Do List to an Icon.

To access the To Do List screen again, click on the Restore button [image] on the To Do List Icon. The screen will reappear.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Hot List Ctrl+H

The Hot List can be used as a reminder of Candidates and Managers with whom you most want to keep in touch. You can only add those candidates and managers who are currently residing in the database to the Hot List.

See:	Exercise 11-6: Opening the Hot List

Exercise 11-7: Add a Candidate or Manager to the Hot List

Exercise 11-8: Deleting a Hot List Entry

Exercise 11-9: Sorting Hot List Entries

Topic:	Multi-tasking in EZaccess

Personal Information Management


Exercise 11-6: Open the Hot List
Hot List Exercises: 11-6 to 11-9

Exercise 11-6: Open the Hot List

1.	Open the Hot List from the Open menu. You can also instantly access the Hot List from any of the EZaccess screens by typing Ctrl+H. When you open your first Hot List, it is empty.

Figure 11. 7 Hot List Initial Screen

Exercise 11-7: Add a Candidate or Manager to the Hot List

1.	To add a candidate or manager to the Hot List, click on the Add button on the Hot List Actions toolbar. The Search - (Person) dialog box appears.

Figure 11. 8 Hot List Search (Person) Dialog Box

2.	The Search button remains disabled until you type an entry into the Enter New field. You can enter the last name, a comma, and the first name with no spaces between them. You may prefer to enter the first few letters of the last name of the person you wish to add to the list and click the Search button. Regardless of the number of matches found, the system will display one or more names in a browse box.

Figure 11. 9 Hot List Search (Person) Results Browse Box

3.	Add the name to Hot List by double-clicking the entry row or click once to highlight the name and click on the Select button. You will again see the Search (Person) Dialog Box.

Figure 11. 10 Hot List Search Add Person Dialog Box

4.	The Enter New field will now contain the name you selected.

5.	Click on the Ok button to accept the entry and it will be added to the Hot List screen.

Figure 11. 11 Hot List Containing One Entry

6.	Repeat these steps to attach additional candidates and managers to the Hot List. Add three or more additional entries so that you may practice sorting and deleting entries.

Exercise 11-8: Deleting a Hot List Entry

1.	Click on the entry row to highlight the entry you wish to remove from the Hot List.

Figure 11. 12 Hot List Containing Multiple Entries

2.	Click the Delete button and the entry disappears from the Hot List.

Figure 11. 13 Hot List With One Entry Removed

Note: You cannot delete multiple Hot List entries; you must delete them one at a time.

Exercise 11-9: Sorting Hot List Entries

You can sort and resort your Hot List to match your changing needs.

1.	To rearrange your Hot List screen entries, click on the Sort button on the Hot List. The Specify Sort Criteria dialog box appears.

Figure 11. 14 Hot List Sort Criteria Dialog Box

You can choose to sort the Hot List by any of the column names in the left Options Window.

2.	Add an item to the right Specify Sort Criteria box by double-clicking in the left Options window.

The Column Name and an Ascending Order box appear in the right-hand Specify Sort Criteria box.

3.	Click the check box to sort on that Column Name in Ascending order.

Figure 11. 15 Hot List Sort Criteria Dialog Box

4.	Once you have select the sort criteria, click the Ok button to execute the sort.

Figure 11. 16 The Sorted Hot List Screen

5.	To specify new Sort criteria, click on the Sort button again.

6.	In the Specify Sort Criteria dialog box, click on the Clear button to remove all Column Names from the right-hand window.

7.	In the left Options window, double-click on your new criteria choice to begin building a new Sort criteria.

Multi-tasking in EZaccess

Remember that you can reduce the Hot List screen to an Icon at the bottom of your EZaccess screen. In this way, you can leave the Hot List running but out of the way while you work in other screens.

Use the Minimize button [image] in the upper right hand corner of the Screen to reduce the Hot List to an Icon.

To access the Hot List screen again, click the Restore button [image] on the Hot List Icon. The screen will reappear.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Scheduler Ctrl+U

The Scheduler tool on the Open menu facilitates setting dates and times for callbacks, meetings and appointments.

You can only access the Scheduler from the Incoming Call screen, or when you have the record open for the Candidate or Manager for whom you are scheduling the call back, activity or calendar event. The Scheduler is divided into Callback, Activity and Calendar commands.

If you use the Scheduler to arrange meetings, lunches or appointments, the new events are automatically posted to your EZaccess Calendar. From the Calendar, you can then post these events to a tracking record. If you use the Scheduler to set a date and time for a callback, the Candidate or Manager record is automatically updated with the callback date and time.

See:	Exercise 11-10: Opening the Scheduler for Callbacks

Exercise 11-11: Arranging Scheduler Calendar Events

Topic:	The Scheduler Activities Screen

Multi-tasking in EZaccess

Personal Information Management


The Scheduler Activities Screen

Sendout and Interview Activity records and the Job Order module can be accessed directly from the Scheduler. These are simply short-cuts so you can create activity records or take job orders for the candidate or manager currently displayed on screen. These buttons will not post the activity to your calendar.

Figure 11. 18 Scheduler Dialog Box

See:	Exercise 11-10: Opening the Scheduler for Callbacks

Exercise 11-11: Arranging Scheduler Calendar Events

Topic:	Scheduler  Ctrl+U

Multi-tasking in EZaccess

Personal Information Management


Exercise 11-10: Opening the Scheduler for Callbacks
Scheduler Exercises: 11-10 to 11-11

Exercise 11-10: Opening the Scheduler for Callbacks

1.	To open the Scheduler, press CTRL+U. A callback can quickly be set for any of the preset time intervals.

2.	To create a custom date and time, click the Schedule Call button. The only way to simultaneously update the Callback field and post the item to your calendar is to use Schedule Call.

Figure 11. 17 Scheduler Schedule Call Dialog Box

In the Schedule Call dialog box, Date and Time are required fields.

3.	Double-click on the Date field to access the pop-up calendar. The Time field drop-down list contains every half hour throughout the day.

4.	Populate the Time field in one of two ways. You can type the time in either military or civilian notation. For example, you can type 1400 or 2PM; the Scheduler will recognize both as two o'clock in the afternoon. You may prefer to click on the Time field drop-down arrow, scroll down to the correct time and click to select it.

You must have a record open for the candidate or hiring manager to whom you are speaking. That record is automatically listed in the Description field.

5.	If you want an Alarm to notify you when to make your call, click the Alarm box. The alarm will ring at the time you entered in the Time field. If you wish the alarm to ring ahead of the scheduled time, perhaps to gather for a conference call, enter the number of minutes into the Notice in minutes field. The alarm rings exactly that number of minutes before the scheduled event.

You can also enter up to 2,000 characters of Comments in the Comments field.

6.	To ask other staff members to join you on your scheduled call, use the Invite button.

7.	To create a Tracking record with the details of the Schedule Call dialog box, use the Post button once you have completed the call. You must go back to the event on your calendar, double-click on it, then type in the additional comments and click on the Post button.

Exercise 11-11: Arranging Scheduler Calendar Events

1.	Practice opening the Scheduler Calendar to arrange:
Appointments,
Meetings and
Lunches.

In each case, an identical Schedule Box appears, differing only with regard to the appropriate title.

Figure 11. 19 Scheduler Appointment Dialog Box

2.	In the Appointment dialog box, enter the Date and Time, which are required fields.

3.	Double-click on the Date field to access the pop-up calendar. The Time field drop-down list contains every half hour throughout the day. Populate the Time field in one of two ways. You can type the time in either military or civilian notation. You may prefer to click on the Time field drop-down arrow, scroll down to the correct time and click to select it.

Remember, you must have an open record for the candidate or manager for whom you are making the appointment. That record is automatically listed in the Description field. You can set an Alarm to notify you of the appointment, and you can enter up to 2,000 characters of Comments.

4.	You must click the Save button to add the event to the database. Until you Save, you can click on Cancel to close the dialog box without saving the record.

5.	Use the Invite button to ask other staff members to join you for the appointment.

6.	Once the event is completed you can click the Post button to create a new Tracking record by double-clicking on the event in your calendar.

The Scheduler also works in this same way for meetings and lunches.

Multi-tasking in EZaccess

Remember that you can reduce the Scheduler screen to an Icon at the bottom of your EZaccess screen. In this way, you can leave the Scheduler running but out of the way while you work in other screens.

Use the Minimize button [image] in the upper right hand corner of the Screen to reduce the Hot List to an Icon.

To access the Hot List screen again, click the Restore button [image] on the Hot List Icon. The screen will reappear.

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Calendar Ctrl+N

The EZaccess Calendar provides a familiar date-book appearance and tools that you can use on-screen. Any event, at any time of day, can be scheduled into the calendar.

Calendar Views

Open the Calendar from the Open menu to see Daily, Weekly, Monthly and Yearly calendar views. From each view, click the appropriate View Tab at the top of the calendar to see the view displayed.

You can print from the Daily and Weekly screens. You can see an overview of your schedule by examining your calendar in the Monthly format. The Yearly view can be used both as a reference and as a short-cut to the daily calendar for any specific date.

Note: You may view the calendars of other users and add entries to their calendars, as well.

See:	Calendar Exercises

Topics:	Calendar Topics

The Calendar Buttons

To the right of the tabs, above the Calendar month are the Open… , Close and Print buttons. The Open… button gives you access to the calendars of other users. Close ends the Calendar session and closes the Calendar window. You can print from the Daily and Weekly views. The Daily view produces a one-page printout of your schedule. The Weekly view prints a multi-page schedule for one week.

At the bottom of each Calendar view are four view-only buttons that display, in order, the user's name, the current Calendar view name, today's date and time. Regardless of the date or time you have chosen to edit, this display remains set to current date and time.

Monthly Date Character Colors

Note: If your Calendar is still empty, changing the selected dates will not make obvious changes to the daily schedule in the left hand window.

The character colors on the monthly calendar are significant. Unscheduled weekday dates are black. Weekday dates containing event entries are yellow. Weekend dates with no listed events are red. Scheduling an event to a weekend date changes the weekend date color to yellow.

The background for all dates is light gray, with two exceptions: today's date and the selected date. The current date has a dark gray background and is boxed with a lime green outline around the date. If you click on another date, the gray background moves to the date you selected, and the boxed outline remains on today's date.

Multi-tasking in EZaccess

You can reduce the Calendar screen to an Icon at the bottom of the EZaccess screen to leave the Calendar running, out of the way, while you work in other screens.

Use the Minimize button [image] in the upper right hand corner of the screen to reduce the Calendar to an Icon. To access the Calendar screen again, click on the Restore button [image] on the Calendar Icon. The screen will reappear.

See:	Calendar Exercises

Topics:	Calendar Topics

Personal Information Management


Calendar Topics

Calendar Ctrl+N

Calendar Views

The Calendar Buttons

Monthly_Date_Character_Colors

Calendar_Daily_View

The Calendar Weekly View

The Calendar Monthly View

The Calendar Yearly View

Multi-tasking in EZaccess

See:	Calendar Exercises

Topics:	Personal Information Management


Calendar Exercises

See:	Exercise 11-12: Opening the Calendar

Exercise 11-13: Scheduling an Event in the Calendar

Exercise 11-14: Entering two Calendar events for the same time

Exercise 11-15: Moving an Event in the Calendar

Exercise 11-16: Deleting an Event in the Calendar

Exercise 11-17: Posting a Calendar Event to a Tracking record

Exercise 11-18: Scheduling a Group Event in the Calendar

Multi-tasking in EZaccess

Topics:	Calendar Ctrl+N

Calendar Topics

Personal Information Management


Calendar Daily View

In the Daily view, the Calendar opens with the current day displayed on the left and the calendar for the current month displayed on the right. Click on your first schedule entry to see Comments displayed at the bottom of the screen.

Figure 11. 23 Calendar: Daily View.

See:	Calendar Exercises

Topics:	Calendar Topics

The Calendar Buttons

Monthly_Date_Character_Colors

Personal Information Management


Calendar Weekly View

In the Weekly view, you will see the entire week displayed with title entries for each day's events. When a day contains more entries than can be displayed within the window, a scroll bar appears on the right edge of the window so you may view the records. Click on any of the week's entries to see the associated details appear below. The date, time, entry and your comments appear in the Detail box at the bottom of the screen.

Figure 11. 24 Calendar Weekly View

Double-click on the blank portion of any Calendar day to switch to the schedule for that date in the Daily view. Double click on any Calendar entry to open the associated Calendar Event Entry dialog box.

Topic:	Calendar Monthly View

Calendar Topics

The Calendar Buttons

Monthly_Date_Character_Colors

Personal Information Management


Calendar Monthly View

Click on the Monthly tab to display the Calendar in the monthly view. You will see the currently selected month displayed on the left and the scheduled events for the highlighted date displayed on the right. The Comments for the selected activity appear at the bottom of the screen.

Figure 11. 25 Calendar Monthly View

In the Monthly view, double-click on any event in the Appointment Schedule on the right to bring up and edit the Calendar Event Entry dialog box. Double click on any Calendar day to open that day's schedule in the Daily view. When editing is complete, you must click the Save button to save the entry.

Topic:	Calendar Yearly View

Calendar Topics

The Calendar Buttons

Monthly_Date_Character_Colors

Personal Information Management


Calendar Yearly View

Click on the Yearly view tab to see to the yearly view.

Figure 11. 26 Calendar Yearly View

You see the entire year displayed. You can change the year displayed by clicking on the left and right arrows on either side of the date field.

Tip: Double-click on any day within the year to open the schedule for that day in the daily view.

See:	Exercise 11-13: Scheduling an Event in the Calendar

Calendar Exercises

Topic:	Calendar Topics

The Calendar Buttons

Monthly_Date_Character_Colors

Personal Information Management


Exercise 11-12: Opening the Calendar
Calendar Exercises: 11-12 to 11-18

Exercise 11-12: Opening the Calendar

1.	To open the Calendar, choose Calendar from the Open menu. You can also instantly access the Calendar from any EZaccess screen by typing the Ctrl+N keys. The Calendar opens in the Daily view for today's date.

Figure 11. 20 EZaccess Calendar

Exercise 11-13: Scheduling an Event in the Calendar

1.	You can enter an event by double-clicking anywhere on the line that contains the time you want to schedule. The Calendar Event Entry dialog box appears.

Figure 11. 21 Calendar Event Entry Dialog Box

Date, Time and Description are required fields, only the Date field fills automatically.

2.	Populate the Time field in either of two ways. You can type the time, including PM for times between noon and midnight. You may prefer to click on the Time field drop-down arrow, scroll down to the correct time and click to select it.

You must also enter a brief description in the required Description field in order to save the entry.

For any scheduled event, you can also enable an Alarm feature which will display a notification dialog box at the time you choose. You can set the alarm to alert you at the scheduled time of the event, or at any number of minutes before event time.

The Comments field is used for general information or to store a list of meeting participants. These comments will become the comments on the Tracking records.

3.	When the Calendar Event Entry dialog box is complete, click the Save button to add the entry to your Calendar. You can also click Cancel to close box without saving the entry.

Exercise 11-14: Entering two Calendar events for the same time

Note: You can enter two separate events into the same time slot.

1.	To enter a second event into an occupied time slot, click to highlight the previously selected time, then press the Insert key. A new Calendar Event Entry dialog box appears including the date.

2.	Populate the Time field, fill the required fields and any optional fields that you wish.

3.	Click on Save to save the second event. A new Calendar Event Entry dialog box appears to confirm that you would like to continue.

Figure 11. 22 Calendar Entry Event Box

4.	Click Yes to accept the second entry. Your new entry appears as a second time bar below the first entry, with identical time notations.

See:	Exercise 11-15: Moving an Event in the Calendar

Calendar Exercises

Exercise 11-15: Moving an Event in the Calendar

1.	To move an event, find and double-click on the entry to bring up the Event Entry dialog box.

2.	Type corrections into the Date and Time fields.

3.	Click Save to complete the move.

Exercise 11-16: Deleting an Event in the Calendar

1.	To Delete a saved entry, double-click on the scheduled event in the Calendar. The Calendar Event Entry dialog box appears.

2.	Click the Delete button. A Calendar Deletion Confirmation dialog box appears.

Figure 11. 27 Calendar Deletion Confirmation Dialog Box

3.	Choose Yes and the entry is removed.

Exercise 11-17: Posting a Calendar Event to a Tracking record

1.	Select a calendar event that was created through the Scheduler by double-clicking on it.

2.	Click the Post button to create a Tracking record which uses the details of the Calendar event entry as the Comments field of the Tracking record.

The event has been posted.

Exercise 11-18: Scheduling a Group Event in the Calendar

1.	Use the Invite button to add events to one or more other user's calendars. The List (Invite Others) browse window appears.

2.	To schedule only one more person, scroll down to and click on the name of person you want to invite.

3.	To schedule multiple people, click on the first person, then hold down the CTRL key while clicking on each of the additional names.

Figure 11. 28 List (Invite Others) Dialog Box

4.	Click Ok when you have selected all of the people you will invite.

5.	Then click the Save button to add the entry to your Calendar and any additional user calendar(s).

Note: You must click on the Close button [image] in the upper right corner of this box to close this Exercise window.


Multi-tasking in EZaccess

Remember that you can reduce any of the Personal Information Management screens to an Icon at the bottom of your EZaccess screen. In this way, you can leave the PIM screen running but out of the way while you work in other screens.

Use the Minimize button [image] in the upper right hand corner of the screen to reduce the To Do List to an Icon.

To access the To Do List screen again, click on the Restore button [image] on the To Do List Icon. The screen will reappear.

See:	Calendar Exercises

Topics:	Calendar Topics

Personal Information Management