FileMaker, Inc. All Rights Reserved. Document Version 2.0 FileMaker, Inc Patrick Henry Drive Santa Clara, California FileMaker

Transcription

1 User s Guide

2 FileMaker, Inc. All Rights Reserved. Document Version 2.0 FileMaker, Inc Patrick Henry Drive Santa Clara, California FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and ScriptMaker and the file folder logo are trademarks of FileMaker, Inc. FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software. All persons and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is purely coincidental.

3 Table of Contents About This Guide vii Chapter 1: Overview Introduction System Requirements Getting Started Logging In Changing Your Password Using the Sample Data Entering Data Global Features Views: List and Detail Historical Information Navigation Entering Dates Saving Additions and Changes Working With Actions Creating New Actions Editing Actions Using the Find Feature Quick Find Chapter 2: Home Overview Creating New Home Page Actions Editing Actions From the Home Page Quick Find Mail Templates Creating a Template Preferences iii

4 Chapter 3: Contacts Detail View Communicating with a Contact Adding a Contact to a Group Creating a Contact Detail Tab Resume Tab Skills Tab Searches Tab Finding a Contact List View Adding a List of Contacts to a Group Chapter 4: Companies Detail View Creating a Company Detail Tab Searches Tab Positions Tab Files Tab Finding a Company List View Chapter 5: Searches Detail View Adding Search Participants to a Group Creating a Search Detail Tab Notes Tab Finding a Search List View Chapter 6: Groups Detail View Sending to a Group Duplicating a Group Merging Groups Creating a Group Finding a Group List View Chapter 7: Mail Archive Detail View Resending an Archived Message Finding a Mail Archive List View Chapter 8: Reports Creating a Report Generating a Report iv FileMaker Recruiter User s Guide

5 Appendix A: Customizing the User Interface A-1 Configuring Administrator and User Accounts...A-1 Configuring the Administrator s Account...A-1 Configuring User Accounts...A-4 Configuring Password and Privilege Sets for Users...A-7 Upgrading User Accounts...A-8 Administrative Preferences...A-9 Admin Tab...A-9 Editing User Profiles...A-11 Backing Up Data...A-12 Restoring Backup Data...A-13 Importing Contacts...A-13 Importing Data From Version A-16 Exporting Data...A-17 Deleting Data...A-18 Industries Tab...A-20 Index Index-1 Table of Contents v

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7 About This Guide This guide provides information about how to use the FileMaker Recruiter application. Audience This guide is intended for individuals who wish to extend their business networks, keep up-todate with clients and candidates, and streamline their reporting process. In This Guide This guide includes the following chapters: Chapter 1, Overview provides an overview of the Recruiter application and general information about features and behaviors that are consistent throughout the application. Chapter 2, Home provides information about the Home page, where you can get a quick overview of searches and actions, quickly find a contact, company, search, group, or mail archive, create or modify mail templates, and set your preferences. Chapter 3, Contacts provides instructions on how to manage your contact information and associate them with companies, searches, and groups. Chapter 4, Companies provides instructions on how to manage the information about companies you work with and associate them with contacts, searches, and groups. Chapter 5, Searches provides instructions on how to manage your searches and all of the information associated with them. Chapter 6, Groups provides instructions on how to group your contacts by candidates, hiring managers, recruiters, or any other grouping concept. Chapter 7, Mail Archive describes how Recruiter stores and displays the messages and letters generated from various parts of the application. Chapter 8, Reports provides information about how to create, modify, and run reports about the information stored in the Recruiter application. Appendix A, Customizing the User Interface provides instructions for configuring administrator and user accounts and detailed information about the Admin and Industries tabs. Other Sources of Information This guide is part of the complete FileMaker documentation set, which also includes: FileMaker Pro 7 User s Guide FileMaker Server User s Guide FileMaker Server Advanced User s Guide vii

8 Typographic Conventions This document uses the following typographic conventions to help you locate and identify information: Italic text Bold text Courier font Used for new terms, emphasis, and book titles Identifies button names, links, and other elements you can select Identifies file and folder names NOTE: Notes provide extra information, tips, and hints regarding the topic.! CAUTION: Cautions identify important information about actions that could result in damage to or loss of data or could cause the application to behave in unexpected ways. viii FileMaker Recruiter User s Guide

9 1 Overview This chapter provides an overview of the FileMaker Recruiter application, information about getting started, and the application s global features. Introduction FileMaker Recruiter is a ready-to-use recruitment management application that helps you track and manage important contact information clients, open requisitions, prospects, candidates, resumes, and professional networking resources with ease. With its flexible data entry and tracking system, customizable reports, pre-defined security access levels, reusable mail templates, and a foundation of award-winning FileMaker technology, FileMaker Recruiter gives you all the tools you need to: Streamline your recruiting process from initial contact and job requisition through final offer and hire. Build out your hiring network and organize all your information in a single, centralized location for easy and instant access minimizing phone calls, data entry, and paper work. Track candidate details from initial contact through job hire. Track open requisition, candidate pool updates, client communications, and other best practice recruitment activities. Filter the data to view only the information you want to see, and then view summaries in the List view or full details in the Detail view. Prioritize tasks using the built-in priority types or create your own. Produce reports that show recruiting details the way you want. Get a bird s eye view of important candidate and job details, uncover tasks that need attention, and easily provide search status. With FileMaker Recruiter, you and your team can have an instant and clear picture of your progress at any point in your campaign. Use the robust reporting engine with pre-designed report layouts to produce informative reports without any programming. Report on specific activities including contacts, phone calls, mailings, candidates reached, and progress made against open requisitions. Report on your recruitment progress over a given period of time or view the effectiveness of specific recruiting initiatives. View reports on screen or print in a variety of formats. Save report designs, so there is no need to re-create your customizations each time. 1-1

10 Introduction Automate communications with clients, prospects, candidates, colleagues, and other professional networking contacts. Save time, enhance accuracy, and ensure that initial and follow-up communications are consistent, professional, and timely with reusable and customizable templates. Set up mail templates to dynamically incorporate contact addresses, messaging, and other essential contact information. Send messages using your existing client. Maintain a searchable contact trail in the Mail Archive, where Recruiter logs all mail messages automatically. Easily import existing contacts from popular contact management software. Control access to information based on the specific needs of individuals and groups. Protect sensitive data by assigning pre-defined security access levels to individuals and groups within your organization. Provide access to FileMaker Recruiter in an unlocked mode or choose from preset groupings that restrict access for different user types. Allow only users with approved clearance to customize or view specific reports. Allow a user to generate reports but view only the data to which that user has access. Leverage the powerful benefits of FileMaker Pro 7, including customization, sharing, web access, and more. Easily customize the rich feature set of FileMaker Recruiter to meet your needs. Customize and extend the application, modifying database layouts, screens, scripts, and other features using the comprehensive documentation. Add your company logo to the screen or new task attributes to the database. Share FileMaker Recruiter information with others on your team. Import and export information to and from a variety of the most popular file formats. System Requirements FileMaker Recruiter requires FileMaker Pro 7. In addition, you must have your monitor s screen resolution set to a minimum of 1024 x 768. NOTE: If you are using FileMaker Server, see the FileMaker Server documentation for additional information on hosting the application. If you are using FileMaker Pro, see the FileMaker Pro documentation for more information on sharing files. 1-2 FileMaker Recruiter User s Guide

11 Getting Started Getting Started To launch the Recruiter application: Windows Click the FileMaker Recruiter shortcut on your desktop or click Recruiter on the Start menu. Macintosh Click the Dock shortcut. Alternatively, if you installed the application in the default location, you can: Windows Navigate to the My Documents\FileMaker Applications\FileMaker Recruiter 2.0 folder and double-click FileMaker Recruiter.fp7. Macintosh Navigate to the Documents/FileMaker Applications/FileMaker Recruiter 2.0 folder and double-click FileMaker Recruiter.fp7. If you installed FileMaker Recruiter in another location, you can navigate to that location and double-click FileMaker Recruiter.fp7. Logging In The first time you launch FileMaker Recruiter, it does not require a login or password. You are logged in as the administrator and have unlimited access to the entire application. Use this account to configure the administrator and user accounts and to familiarize yourself with the application. (See Configuring Administrator and User Accounts on page A-1 for detailed instructions for creating and editing accounts for the administrator and users.) After you configure the administrator s account and assign it a password, each time you launch FileMaker Recruiter, it displays the Open FileMaker Recruiter dialog: FileMaker Pro automatically inserts the current system user name into the Account Name field on login, which expedites the login procedure if your FileMaker Pro account name matches your system name. If you are the administrator, enter the administrator name and password. If you are a user with a FileMaker account, enter your account name and password. When you click OK, Recruiter opens to the Overview tab of the Home page. (See Chapter 2, Home for detailed information about the Home page.) The first time you log in, click the Preferences tab, and select the options you prefer. (See Preferences on page 2-9 for detailed information about these options.) Changing Your Password If your administrator configured your account to force you to change your password the first time you log in: 1. Launch the Recruiter application as described in the previous section, Logging In. The Open FileMaker Recruiter dialog appears. 2. Enter your current account name and password, and click OK. Overview 1-3

12 Getting Started The Change Password dialog appears with your old password filled in. 3. Enter a new password of your choice. 4. Re-enter the new password to confirm it. 5. Click OK. The Change Password dialog closes, and the Recruiter application opens to the Home page. To change your password on your own: 1. Launch the Recruiter application as described in Logging In on page 1-3. The Open FileMaker Recruiter dialog appears. 2. Enter your current account name and password, and click Change Password. The Change Password dialog appears. 3. Enter your old password. 4. Enter a new password of your choice. 5. Re-enter the new password to confirm it. 6. Click OK. The Change Password dialog closes, and the Recruiter application opens to the Home page. Using the Sample Data Backup files that contain sample data are distributed with the Recruiter application. You can restore the backup files if you want to practice using the sample data while learning to use the Recruiter application. (See Restoring Backup Data on page A-13 for details.) Before you start entering your real data, however, be sure to delete the sample data. (See Deleting Data on page A-18 for more information.) NOTE: When you delete the sample data, the sample user accounts provided with the sample data and any user accounts that you created remain intact. Refer to Deleting Sample User Accounts on page A-19 for instructions on deleting sample user accounts. 1-4 FileMaker Recruiter User s Guide

13 Global Features Entering Data When you are ready to start using the Recruiter application, you must enter your contact, group, and company lists, and information about the searches you want to manage. Although you can enter data in any order, there are some dependencies in the application. For example, it is a good idea to enter company information before you add contacts. Therefore, it is recommended that you initially enter data in the following order: 1. Add companies Creating a Company on page Add contacts Creating a Contact on page Add groups of contacts (optional) Creating a Group on page Create mail templates for sending automated messages to your contacts Creating a Template on page Enter information about your current searches Creating a Search on page Review the default preferences and change them, if desired (optional) Preferences on page 2-9. NOTE: As you start entering data, it is a good idea to perform a periodic backup. Recruiter provides Backup and Restore features explicitly for this purpose. If you do make frequent backups and then you inadvertently delete or modify data, you can restore the data from the most recent backup. (See Backing Up Data on page A-12 and Restoring Backup Data on page A-13 for complete details.) Exiting Recruiter To close only the Recruiter application: Windows Press Ctrl-W. Press Ctrl-F4. Click the Close box (X) in the top-right corner of the window. Macintosh Press Cmd-W. Click the red Close button in the top-left corner of the window. To exit the FileMaker application altogether: Windows Press Ctrl-Q. Press Alt-F4. Macintosh Cmd-Q. Global Features There are certain features of Recruiter that are the same throughout the application. This chapter provides information about those features and instructions for using them. Views: List and Detail The Contacts, Companies, Searches, Groups, and Mail Archive pages all provide their data in both Detail view and List view. The Detail view displays the detailed information about one item at a time. The List view displays a summary of all of the items associated with each page. Overview 1-5

14 Global Features Historical Information The bottom right section of the Detail view of each page (except Reports) displays the following historical information about the displayed information: The date and time the record was created and the user who created it. The date and time the record was last modified and the user who modified it. This information is not editable. Navigation This section describes how to navigate in various contexts with the Recruiter application. In the List view of any page, the selection indicator (the black vertical bar on the far left side of the page) appears next to the selected list item. To select a different list item, you can either: Move the vertical bar up or down using the directional icons at the top of the page as follows: First Jump to the first list item. Previous Move up to the previous list item. Next Move down to the next list item. Last Jump to the last list item. Click on any list item. The text to the right of the directional icons indicates what number list item is selected. The directional icons work the same way in the Detail view, except that they display each contact, company, search, or group in the Detail view. To switch from the Detail view to the List view, click in the top left section of the page. To switch from the List view to the Detail view, perform either of the following actions: Click on the List view next to the name of the item you want to display. Select the list item you want to display and click in the top left section of the page. The following options provide additional flexibility while navigating: Hold down Option (Macintosh) or Alt (Windows) when clicking any Delete icon to bypass the confirmation warning. Hold down Cmd (Macintosh) or Ctrl (Windows) during any navigation operation to open the target destination in a new window with the starting location preserved in the original window. Entering Dates Anytime you need to enter a date, the calendar icon appears next to the date field. You can either type the date directly into the date field in the MM/DD/YYYY format, or you can click to display the calendar widget. 1-6 FileMaker Recruiter User s Guide

15 Global Features The calendar widget displays the current month and year or the last month and year selected for a date in the current session. On the calendar widget, you can: Click the name of the month to display a context menu showing the month options. Click to display the previous month. Click the year to display a context menu showing the year options. Click to display the next month. NOTE: The year changes automatically if you click the arrows to change from December to January or from January to December. Click the date you want to select when the desired month is displayed. The date automatically appears in the date field in the form Day, Month Date, Year, such as Thu, Jul 31, Click Cancel to close the calendar widget without selecting a date. Saving Additions and Changes As with all FileMaker applications, there is no need to explicitly save the additions and changes you make in the Recruiter application. As soon as you tab or click outside the field, the change is saved and takes effect immediately. Working With Actions The Actions section appears on the Contacts, Companies, Searches, and Groups pages. This section allows you to enter actions and dates related to the displayed contact, company, search, or group. NOTE: To make adding actions quick and easy, you can specify up to five action shortcuts for each page on the Preferences tab of the Home page. (See Action Shortcuts on page 2-10.) In the Actions section on the pages listed above, you can: Filter the list by date by selecting Today, This Week, Next Week, or This Month from the Dates drop-down list and then clicking. Display only your own actions by selecting My Actions from the Actions drop-down list and then clicking. Display only complete or only incomplete actions by selecting Complete or Incomplete from the Status drop-down list and then clicking. Create a new action by clicking New. (See the next section, Creating New Actions, for more information.) Click next to an action to display the details of that action in the Edit Action pop-up window. (See Editing Actions on page 1-10 for more information.) Click the check box under Complete to indicate that an action has been performed. Click next to an action to delete it.! CAUTION: Deleting an action is not reversible. Use caution before executing this command. NOTE: Recruiter does not delete actions automatically, so it is a good idea for you to delete completed actions periodically. In addition, on the List view of the Contacts page and other places throughout the Recruiter application, you can click next to a contact name to view or edit the actions for that contact. (See Working With Actions on page 1-7.) Overview 1-7

16 Global Features Creating New Actions When you click New above the Actions list on the Contacts, Companies, or Searches pages, the Create New Action pop-up window appears, and your name automatically appears as the Assignee. NOTE: This section describes how to create an action for a contact, company, or search. For information about creating group actions, see the next section, Creating a New Action for a Group.) NOTE: To automatically enter the current date and mark the action as complete, hold down the Option (Macintosh) or Alt (Windows) key when you click New. To add a new action: 1. Change the name of the Assignee, if desired. 2. Specify the date by which the action must be completed. 3. Specify the time the action must be completed, if applicable. 4. Check Complete, if the action has already been performed. 5. Enter a brief description of the action, or select one of the action shortcuts listed. 6. Click Done. The action appears on the Actions list in order by date. 1-8 FileMaker Recruiter User s Guide

17 Global Features Creating a New Action for a Group When you click New above the Actions list on the Groups page, the Create New Group Action pop-up window appears. (See Creating a New Action for a Group on page 1-9 for information about creating new actions on the Groups page.) To add a new group action: 1. Click the check box next to each group member who you want to include in the group action. 2. Change the name of the Assignee, if desired. 3. Specify the date by which the action must be completed. 4. Specify the time the action must be completed, if applicable. 5. Enter a brief description of the action. 6. Click Done. The action appears on the Actions list in order by date. Overview 1-9

18 Global Features Editing Actions When you click next to an action on the Actions list on the Contacts, Companies, or Searches pages, the Edit Actions pop-up window appears. NOTE: This section describes how to edit an action for a contact, company, or search. For information about editing group actions, see the next section, Editing an Action for a Group.) This window displays the name, vital statistics, and all actions associated with the contact, company, or search. On the left side of this window, you can: Click the address for a contact, if it is listed, to send an ad hoc message to the contact using your default application. When you send this way, Recruiter does not archive the message. Click the web site link for a company, if it is listed, to open a browser window and display the company s web site. Click one of the action shortcuts listed to create a quick action. Hold down Alt (Windows) or Option (Macintosh), and click an action shortcut to create a completed action, including the current date FileMaker Recruiter User s Guide

19 Global Features On the list of actions, you can: Filter the list of actions by date by selecting Today, This Week, Next Week, or This Month from the Dates drop-down list and then clicking. Display only your own actions by selecting My Actions from the Actions drop-down list and then clicking. Display only complete or only incomplete actions by selecting Complete or Incomplete from the Status drop-down list and then clicking. Create a new action by clicking New. A blank line appears on the list (and is selected), and the right side of the page is cleared. Select an assignee, and enter a date, time (optional), and description for the action. Click the check box under Complete to indicate that an action has been performed. Click next to an action to delete it. Click to select an action on the list to display its details on the right side of the page. To edit an action, simply select it and make the desired changes in the details on the right.! CAUTION: Deleting an action is not reversible. Use caution before executing this command. NOTE: Recruiter does not delete actions automatically, so it is a good idea for you to delete completed actions periodically. Editing an Action for a Group When you click next to an action on the Actions list on the Groups page, the Edit Group Actions pop-up window appears and displays the details about the selected action. Overview 1-11

20 Global Features On the left side of this window, you can: Send mail to all contacts associated with the action by clicking Send Mail to All. The Pick a Template pop-up window appears, and you can select a template and send the message. (See Communicating with a Contact on page 3-3 for more information about sending mail using a template.) Indicate that all contact actions are complete by clicking Mark All Complete. Change the date or description of the action by editing the appropriate field. On the list of contacts associated with the action, you can: Click the check box under Complete next to a contact s name to indicate that the action associated with that contact is complete. Click next to a contact s name to delete the action associated with that contact. Recruiter deletes the action from that contact s action list. NOTE: Recruiter does not delete group actions automatically, so it is a good idea for you to delete completed group actions periodically. Using the Find Feature To find a particular contact, company, search, group, or mail archive, click Find on the page displaying the type of information you want to find. For example, if you want to find a particular search, display the Searches page in either the Detail or List view, and then click Find. The Find Searches pop-up window appears and displays the fields in which you can enter search criteria for the current context in this case, for searches FileMaker Recruiter User s Guide

21 Global Features On this page, you can: Click New to clear all search criteria and add a new search to the list of saved searches of the current type. Select <new find> on the list of saved finds and enter a name for the search. Then enter your search criteria in the Find Criteria section. After you run the search, Recruiter saves it under the name you provided. Click Clear to clear all search criteria. Enter all or the first few characters of any Find Criteria to find one or more items. (The Find feature is not case-sensitive.) Then select the type of search you want to run from the Find Type list as follows: New Find To search all records and replace any previous search results with the new results. Add to Found Set To find records that meet the new search criteria and add them to those already found. Search within Found Set To search within the current search results only. Click Omit These Results to omit the items that match the search criteria from the search results. Click Run Find to display the search results in the List view. Click Cancel to close the Find pop-up window and return to the previous page without running a search. The search results from any of the Find features dictate the list of items found (that is, contacts, companies, searches, groups, or mail archives, depending on the context in which you perform the search). Quick Find The Quick Find field appears at the top of all pages in the Recruiter application. It allows you to quickly find a contact, company, or search from almost anywhere in the application. (See Quick Find on page 2-5 for details.) Overview 1-13

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23 2 Home The Home page allows you to get a quick overview of actions and searches, quickly find a contact, company, or search, create or modify mail templates, and set your preferences for the application. This chapter provides information and instructions for using all of the tabs on the Home page, except the Admin and Industries tabs, which are available only to users with administrative privileges. (See Administrative Preferences on page A-9 for more information about the administrative tabs.) Overview The Overview tab displays lists of actions and searches. The actions and searches are listed in order by date with the nearest date at the top. NOTE: Recruiter does not delete actions, so when an action date passes, it is a good idea for you to delete it, so the top of the list always displays the action nearest its deadline. 2-1

24 Overview Actions By default, the Actions section displays a list of actions with which you are associated. For each action, it provides the date by which the action must be completed, a description of the action, and a check box indicating whether the action has been completed or not. In the Actions section, you can: Filter the list by date by selecting Today, This Week, Next Week, or This Month from the Dates drop-down list and then clicking. Display actions associated with all contacts by selecting Everyone s Actions from the Actions drop-down list and then clicking. Display only complete or only incomplete actions by selecting Complete or Incomplete from the Status drop-down list and then clicking. Create a new Home page action by clicking New. (See Creating New Home Page Actions on page 2-3 for more information.) Click next to an action to display the details of that action in the Edit Action pop-up window. (See Editing Actions From the Home Page on page 2-4 for more information.) Click the check box under Complete to indicate that an action has been performed. Click next to an action to delete it.! NOTE: Recruiter does not delete actions automatically, so it is a good idea for you to delete completed actions periodically. Searches By default, the Searches section displays all open searches, the date each search was opened, and the recruiter assigned to each search. You can select Closed Searches if you want to display only searches that have been completed or All Searches if you want to display both open and closed searches. In the Searches section, you can: Click New to display the Searches page in the Detail view to create a new search. (See Creating a Search on page 5-3 for more information.) Click next to a search name to view the details of that search on the Searches page. (See Detail View on page 5-1 for more information.) About CAUTION: Deleting an action is not reversible. Use caution before executing this command. Click About to display information about the Recruiter application, such as its version number and copyright. 2-2 FileMaker Recruiter User s Guide

25 Overview Creating New Home Page Actions When you click New above the Actions list on the Home page, the Create New Action popup window appears. Your name automatically appears as the Assignee, and the Type is set to Home. Any action you create from the Home page is a general action (that is, not associated with any particular contact, company, search, or group) and appears on the Home page only. (For information about creating actions from other pages, see Creating New Actions on page 1-8.) NOTE: To automatically enter the current date and mark the action as complete, hold down the Option (Macintosh) or Alt (Windows) key when you click New. To add a new action to the Home page: 1. Change the name of the Assignee, if desired. 2. Specify the date by which the action must be completed. 3. Specify the time the action must be completed, if applicable. 4. Check Complete, if the action has already been performed. 5. Enter a brief description of the action. 6. Click Done. The action appears on the Actions list on the Home page in order by date. Home 2-3

26 Overview Editing Actions From the Home Page When you click next to an action listed on the Home page, the Edit Action pop-up window appears. This window displays the basic information about the action. The Type indicates the page on which the action was created. (For information about editing actions from other pages, see Editing Actions on page 1-10.) On this window, you can change or add any of the following information: The Assignee The date by which the action must be completed The time the action must be completed Check or uncheck Complete The description When you finish editing the action, click Done to save your changes. Your changes are reflected on every page where the modified action appears. 2-4 FileMaker Recruiter User s Guide

27 Quick Find Quick Find From any page in the Recruiter application or from the Quick Find tab of the Home page, you can enter one or more characters in the Quick Find field and click. Recruiter searches the database for contact, company, and search matches and displays the results on the Quick Find tab. For example, if you get a message that Cliff called, you might not know if Cliff is a first or last name or the name of a company. You could do a Quick Find for Cliff to quickly display all contacts, companies, and searches that contain words that begin with Cliff. On the Quick Find tab, when the search results are displayed, you can: Click next to any contact, company, or search to view the details of that item. Click next to any contact, company, or search to display the Edit Actions pop-up window for that item. (See Editing Actions on page 1-10 for more information.) Home 2-5

28 Mail Templates Mail Templates The Mail Templates tab displays a list of the existing mail templates and allows you to view or modify them or add new templates. Templates make it easier and faster for users to send information about searches to one or more contacts or groups by generating the messages automatically when you need them. Mail Templates The Mail Templates list includes the name of each template. You can: Shorten the list of templates, if desired, by entering one or more characters in the Filter By Name field and then clicking. Only template names that begin with the specified characters appear on the list. NOTE: To redisplay all templates, clear the Filter By Name field, and click. Add a new template. (See Creating a Template on page 2-8 for more information.) Edit a template by selecting the desired template from the Mail Templates list. Then click anywhere in the field you want to change on the right side of the page, and edit the content. Delete a template from the list by clicking next to the desired template. A message prompts you to confirm the deletion. Click OK to delete the template, or click Cancel to keep the template on your list.! CAUTION: Deleting a template is not reversible. Use caution before executing this command. 2-6 FileMaker Recruiter User s Guide

29 Mail Templates System Tags The System Tags tab lists all of the tags predefined for the Recruiter application. The Contact tags can be used anywhere in the application. The Search tags can be used in templates to be sent from the Searches page only. When you click one of the system tags, it appears at the insertion point in the subject or body of the template. Later, when you use the template to communicate with contacts, the tags are replaced by the corresponding data from the Recruiter database. NOTE: System tags are not editable. Custom Tags The Custom Tags tab lists all of the custom tags defined on the Preferences tab. (See Custom Tags on page 2-10 for more information about defining custom tags.) When you click one of the custom tags, it appears at the insertion point in the subject or body of the template. As with system tags, when you use the template to communicate with contacts, the tags are replaced by the corresponding data from the Recruiter database. This allows each user of the system to establish boilerplate text to use in correspondence. Template Detail The right side of the page displays the definition of the selected template. The template definition includes the template s name, the subject of the message, and the content of the message. Home 2-7

30 Mail Templates Creating a Template To add a new template to the list: 1. Click New. A blank line appears on the list (and is selected), and the right side of the page is cleared. 2. Enter a unique name for the template in the Template Name field on the left. The template name appears in alphabetical order on the Mail Templates list. NOTE: Templates that include search-related data (such as position, grade, and so on) must be used to send mail from the Searches page only. If you use a template containing searchrelated data from another page, such as the Companies page, the search-related data will be missing from the final text. Therefore, in the sample data provided with Recruiter, the template names indicate the page within the Recruiter application for which each template is meant to be used. It is strongly recommended that you name new templates you create in a similar fashion. 3. Enter the subject of the message, or click in the subject field and then click one of the system or custom tags to add it to the subject. 4. Click one or more of the system or custom tags to add them to the body of the message. 5. Format the body of the message as desired. For example, press Enter after each tag to put each tag on a separate line. Use text around the tags, if desired, to make the message more readable. NOTE: When printing (as opposed to ing) your templates, Recruiter honors formatting such as bold, italic, font choice, and so on. The new mail template is available for use immediately. 2-8 FileMaker Recruiter User s Guide

31 Preferences Preferences The Preferences tab displays your current preference settings and allows you to change them, if desired. The following sections describe each section of this page. Current User Profile The Current User Profile section displays the account name of the user currently logged in, along with your first name, last name, and address. You can modify the information in this section (except the account name) by clicking in the desired field and editing the text. General Preferences Preview Check this option to display a preview of each message in your default application before you send it. If you do not check this option, Recruiter sends messages as soon as you click Send. Window Limit Enter the maximum number of message windows you want to open at once. Mail Printout Layout Select the layout that best suits your stationery. For example, if your stationery contains preprinted information at the top of the page, such as a logo or company name and address, select the middle option. If the preprinted information appears on the left side of your stationery, select the option on the right. If there is no preprinted information on your stationery, select the option on the left (the default). Home 2-9

32 Preferences Custom Tags The Custom Tags section allows each user to edit the values of the custom tags configured by the administrator to be used in mail templates. (See Mail Templates on page 2-6 for more information about how these tags are used in mail templates.) For example, each user can specify his or her own name for the MyName custom tag. To change the value of a custom tag, select the current replacement text and enter the new value. When you tab or click elsewhere on the page, the value of the tag changes immediately. The new custom tag values are available for use in mail templates throughout the application immediately. NOTE: You can edit the replacement text for existing tags only. Only administrators can add custom tag names to make them available on this page. (See Custom Tags on page A-10 for more information.) Action Shortcuts The Action Shortcuts section allows you to specify up to five action shortcuts for each page that uses actions. (See Working With Actions on page 1-7 for more information about using the shortcuts.) To define an action shortcut: 1. Click the name of the page on the left for which you want to specify an action shortcut, such as Searches. 2. Click in the text field next to the first available shortcut, and enter the desired text. 3. Repeat steps 1 and 2 for each shortcut you want to define. The shortcuts you define are available for use immediately FileMaker Recruiter User s Guide

33 3 Contacts The Contacts page allows you to manage your contact information, so you can add contacts to searches and groups and associate them with companies. Detail View The Detail view of the Contacts page provides detailed information about the selected contact. The top portion of the Detail view displays a business card on the left, which contains the contact s vital information. If the contact s address appears in the business card, you can click it to send an ad hoc message to the contact using your default application. When you send this way, Recruiter does not archive the message. On the top right is the Actions section, where you can track actions you have taken or need to take with the contact. (See Working With Actions on page 1-7.) 3-1

34 Detail View The lower portion of the page has four tabs: Detail (page 3-6) Resume (page 3-10) Skills (page 3-11) Searches (page 3-12) Each of these tabs is described in detail in the section Creating a Contact on page 3-5. Using the icons at the top of the Contacts page, you can: Send to the displayed contact. (See Communicating with a Contact on page 3-3.) Add the contact to a group. (See Adding a Contact to a Group on page 3-4.) Create a contact. (See Creating a Contact on page 3-5.) Delete the displayed contact by clicking Delete. A message prompts you to confirm the deletion. Click OK to delete the contact, or click Cancel to keep the contact on your list.! CAUTION: If you delete a contact from the contacts list, Recruiter permanently removes that contact s name from any records with which it is associated. If you are an administrator and you delete a user profile from the Edit User Profiles popup window, Recruiter deletes that user s name from any action on which it appears as creator or assignee. If your organization wants to retain all original names on the search and company records (if someone leaves the organization, for instance), rather than deleting the user, FileMaker strongly recommends that the administrator inactivate the user account using the FileMaker Pro Accounts & Privileges feature without removing the user profile or the name from the contact list. This action maintains the integrity and accuracy of your records, but it eliminates the user s access to the system. Exercise extreme caution before deleting contacts on the Contacts page or user profiles on the Edit User Profiles pop-up window. Find one or more contacts that match your search criteria by clicking Find. (See Finding a Contact on page 3-13.) 3-2 FileMaker Recruiter User s Guide

35 Detail View Communicating with a Contact To communicate with the displayed contact: 1. Click Send Mail. The Pick a Template pop-up window appears. 2. Select the template you want to use. The definition of the selected template appears on the right. 3. Edit the subject or body of the message, if desired. NOTE: Editing the body or subject on this page does not change the template. It changes only the specific message you are sending. 4. Click to select the desired Send Method. You can specify the default send method for each contact on the Detail tab of the Contacts page; however, you can override the default setting here, if desired. If you select If you selected Preview on the Preferences tab of the Home page, your default application launches (if it is not already open) and displays the message. Again, you can edit the message, if desired, and then send it. If you did not select Preview , Recruiter sends the message immediately without allowing you to preview it in your default application. If you select Print, Recruiter displays a preview of the letter (on Macintosh only). Click Continue. A standard Print dialog appears (on all platforms). Click OK to print the letter, and then send it as you would send any letter. 5. Click Send. When the message is sent or printed, Recruiter archives the message, and you can view it on the Mail Archive page. (See Chapter 7, Mail Archive for details.) NOTE: You can click Cancel at any time in this process to cancel the current action. Contacts 3-3

36 Detail View Adding a Contact to a Group To add a contact to a group: 1. With the desired contact displayed, click Add to Group. The Pick a Group pop-up window appears. NOTE: The group must exist before you can add a contact to it. 2. Filter the list of groups, if desired, by entering one or more characters in the Filter By Name field and then clicking. NOTE: To display all groups again, clear the Filter By Name field, and click. 3. Click to select the group to which you want to add the contact. The Pick a Group pop-up window closes, and the Groups page displays the selected group with the new contact added to the list of members. NOTE: You can click Cancel on the Pick a Group pop-up window at any time to abandon adding the contact to a group. 3-4 FileMaker Recruiter User s Guide

37 Detail View Creating a Contact To create a new contact, click New. A new contact page appears. The lower portion of the page has four tabs: Detail (page 3-6) Resume (page 3-10) Skills (page 3-11) Searches (page 3-12) Enter the applicable information for each contact on these tabs. The following sections describe the purpose and content of each tab. Contacts 3-5

38 Detail View Detail Tab The Detail tab provides detailed information about the contact. Personal Information Enter the contact s name and address by clicking in each field and entering the text. If applicable, enter the name of the contact s assistant and select the contact s source (such agency or employee referral) and the name of the contact who introduced you to this contact. NOTE: To shorten the list of contact names on the Introduced By list, you can enter one or more characters in the small field to the left of the drop-down list and then click. Only contact names that begin with the specified character(s) appear on the drop-down list. Current Employer Select or enter the information in this section to identify the contact s current or most recent employer, position, and any other information you have. The Industry and Location fields are completed automatically, if they were completed on the Detail tab of the Companies page for the selected employer. NOTE: To shorten the list of company names on the Employer list, you can enter one or more characters in the small field to the left of the drop-down list and then click. Only company names that begin with the specified character(s) appear on the drop-down list. 3-6 FileMaker Recruiter User s Guide

39 Detail View If the contact s employer or position is not listed on the drop-down list, you can add them by clicking New Company. The Pick a Company pop-up window appears and displays all of the companies listed on the Companies page. On this page, you can: Filter the list of companies by entering one or more characters in the Filter By field and then clicking. NOTE: To display all companies again, clear the Filter By field, and click. Add a company to the list and then select it for the contact. (See the procedure that follows.) Add a position to a company. (See the procedure that follows.) Contacts 3-7

40 Detail View To add a company to the list: 1. Click New above the Companies list. A new row appears on the list with the text <new company>. 2. Enter the company s name, regional location (such as Pacific Northwest, Silicon Valley, Mid- West, or Four Corners), address, web address, and phone number on the right. The list refreshes, and the new company name appears in alphabetical order. The new company is also added to the Companies page. To add a position to a company: 1. Click New above the Positions for the Selected Company list. A new row appears on the list with the text <new position>. 2. Select a position from the drop-down list. 3-8 FileMaker Recruiter User s Guide

41 Detail View 3. Enter the low and high ends of the salary range for the position. The list refreshes, and the new company name appears in alphabetical order. Contact Information The Contact Information section displays information you can use to get in touch with the contact, such as phone, fax, and pager numbers and addresses. In this section, you can: Add contact information. (See the procedure that follows.) Edit contact information by clicking or tabbing to any field and editing the information. Delete an item on the contact information list by clicking next to the item. To add contact information: 1. Click New at the top of the Contact Information section. A new row appears at the top of the list. 2. Under Type, select the information type from the first drop-down list and one of the following options from the second drop-down list: H Home W Work M Mobile 3. Under Description, enter the number or address. You can specify as many numbers and addresses as you want in this section. Important Dates The Important Dates section displays all of the important dates associated with the displayed contact in order by date with the nearest date at the top. In this section, you can: Add important dates. (See the procedure that follows.) Edit important dates by clicking or tabbing to the desired date or description field and editing the content. Delete an important date by clicking next to the desired date. NOTE: Recruiter does not delete important dates, so as the dates pass, it is a good idea for you to delete them, so the top of the list always displays the nearest upcoming date. To add an important date for the displayed contact: 1. Click New at the top of the Important Dates section. A new row appears at the top of the list. 2. Enter the date, or click to select a date. If any dates were already listed, the list is resorted so the new date appears in order. 3. Enter a brief description of the date. Standard Industry Information The Standard Industries Information section allows you to track the standard industries in which a contact is involved, making it easier to find potential candidates for a position in a particular industry. You can specify a standard industry by selecting it from the drop-down list in this section. Contacts 3-9