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The Query Builders, Quick Match and Filters will allow you to search and filter by every field stored within Eploy. There are very powerful tools and using them effectively can be the key to getting the most out of your database. However, it can be daunting to get started and it can be confusing if you are not certain which fields you need to search by. This guide outlines commonly used queries and filters to help you get started.

Candidates

Searching for Candidates that have not been recently contacted

There may be candidates that you have not recently spoken with or contacted by email. You can search for these from the Global Candidate List by using the Query Builder, before deciding whether to contact them again or to remove them from your database;

  • From the Global Candidate List, select the Query Builder from the sub menu tool bar.
  • Alternatively, you can select View – Candidates – Query Builder from the main menu tool bar and drop down.
  • Once the Query Builder has opened, select the All Fields
  • From the sub tabs, select
  • You then need to select a date field. In this case, we need to choose Correspondence - Date Sent.
  • The date period can then be selected, using the From & To
  • In this query, we are excluding candidates who have been contacted within the last 6 months.
  • The From field is set to six months prior.
  • The To field is set to tomorrows date (This will ensure that anything sent today will be excluded.)
  • Once the dates have been set, the NOT checkbox needs to be ticked before choosing And.
  • NOT is selected so that the candidates who HAVE been contacted during the time period set are excluded from the results. The search will return only candidates whose most recent Correspondence – Date Sent is NOT in the date range set.

We now need to exclude candidates who have been contacted by telephone, which means filtering by Call Logs. To do this;

  • Staying within the Dates tab, change the drop down list to show Call Log – Call Date.
  • Then enter the same date parameters used for the first part of the query, in the From and To
  • Select NOT before clicking And to add the string to the query.
  • Using Or at this stage will change the nature of the query, searching for either criteria we have set, rather than both.

Now that the query has been built, we can use View Count to show how many records meet our criteria and Apply to view the results.

Searching for Candidates by Birthday

If you wanted to send a happy birthday email to your candidates, you can apply a filter to the Global Candidate List;

  • Select View – Candidates from the main menu tool bar.
  • Click Filters on the sub menu tool bar.
  • From the resulting search window, scroll down to the Birthday Date drop down box.

  • From the drop down, select which filter you wish to use.
  • Click Apply to produce the results.
  • From the resulting filtered you list, you can then Mail Merge and send your birthday greetings.

Searching for Candidates by Telephone Number/ Area Codes

If you wanted to search for all candidates with a certain area code, or if you wanted to see if a telephone number matched one of your candidates, you could use the Candidate Query Builder;

  • From the Global Candidate List, select the Query Builder from the sub menu tool bar.
  • Alternatively, you can select View – Candidates – Query Builder from the main menu tool bar and drop down.
  • Once the Query Builder has opened, select the All Fields
  • Then, from the sub tabs, select Text. This is because we will be searching for a specific telephone number.

Note: The telephone number fields are text fields, not numeric. A numeric field is for quantities.

  • From the drop down list, select the specific field you wish to search in. In this case, it is Personal Details – Home Telephone No.
  • In the text field, type the number you wish to search for.
  • Click And or Or to add the query string to your search.
  • Use View Count to see how many records will be produced by your query.
  • Use Apply to view the returned records.

Hint – if you are searching for the whole telephone number, all you need to do is type the number in text field. If you are searching for a partial number, you need to use a wildcard search. This would be done by using the * symbol as part of the search. The * instructs the query builder to search for anything before/after the number you input.

I.E searching for;

  • *567 - Will return any candidates that have anything before 567 in their telephone number.
  • 567* - Will return any candidates that have anything after 567 in their telephone number.
  • *567* - Will return any candidates that contain 567 anywhere in their telephone number.

Searching for Candidates with Placements

To apply a filter to a list of all candidates that has a placement;

  • Select View – Placements from the main menu tool bar.
  • In the Global Placement List, ensure that no filter is applied (The filter option will be orange if a filter has been applied)
  • Use Go to Candidates at the bottom of the page.

  • This will take you to the Global Candidate List that has been filtered for candidates that have placements against them.
  • Note: If you apply the Query Builder to this list, ensure that Narrow List is selected. This will apply the query string to the filtered results, as aposed to the full database of candidates.

Searching for Candidates with Time Sheets

To apply a filter to a list of all candidates that has time sheets against them;

  • Select View – Time sheets from the main menu tool bar.
  • In the Global Time Sheets List, ensure that no filter is applied (The filter option will be orange if a filter has been applied)
  • Use Go to Candidates at the bottom of the page.

  • This will take you to the Global Candidate List that has been filtered for candidates that have time sheets against them.
  • Note: If you apply the Query Builder to this list, ensure that Narrow List is selected. This will apply the query string to the filtered results, as aposed to the full database of candidates.

Searching for Candidates with Applications

To apply a filter to a list of all candidates that has created an application;

  • Select View – Applications from the main menu tool bar.
  • In the Global Applications List, ensure that no filter is applied (The filter option will be orange if a filter has been applied)
  • Use Go to Candidates at the bottom of the page

  • This will take you to the Global Candidate List that has been filtered for candidates that have made an application.
  • Note: If you apply the Query Builder to this list, ensure that Narrow List is selected. This will apply the query string to the filtered results, as aposed to the full database of candidates.

Searching the Candidate CV

You can use the Query Builder to search for specific words or phrases used within the Candidate CV, rather than the candidate record; this maybe if you are looking for specific terminology that wouldn’t be extracted and stored within the record. To do this;

  • From the Global Candidate List, select the Query Builder from the sub menu tool bar.
  • Alternatively, you can select View – Candidates – Query Builder from the main menu tool bar and drop down.
  • Once the Query Builder has opened, select the Free Text
  • The resulting search box will search the candidates CV only, rather than the candidate record.
  • To search for a single word or complete phrase, simply type into the search box. I.E – level 3 engineering diploma.
  • To search for a range of key words, surround the words you are looking for with quotation marks and type AND or OR depending on your requirements. I.E “Engineering” and “Diploma”

“Level 3” or “B.T.E.C”

  • Use View Count and Apply to view the results.

Search for Candidates that use a Building Society.

When it comes to pay role, Candidates that use building societies can complicate matters if all the right information has not been provided. You can search for candidates that use a building society in several different ways, but the simplest would be to use the Yes/No tab in the Candidate Query Builder;

  • From the Global Candidate List, select the Query Builder from the sub menu tool bar.
  • Alternatively, you can select View – Candidates – Query Builder from the main menu tool bar and drop down.
  • Once the Query Builder has opened, select the Yes/No
  • This tab includes every yes/no field recorded in the candidate record.
  • From the drop down list, select Bank – Building Society? from the drop down list.
  • Then, enter the value that you wish to filter by – Yes, No or Not Answered.
  • Use And or Or to add the search to your query, then View Count and Apply to view the results.

Vacancies

Searching for Vacancies by User

From the Vacancy Global List, you can display the Vacancy User, using the layout tab. This can be then sorted using the column heading. However, if you wanted to exclude certain users, or just show the vacancies linked to one user, you can use the filter;

  • Select Filter from the sub menu tool bar.
  • In the resulting pop up window, scroll to the Relationships
  • Here, you can select the users you wish to filter for using the drop down list and the ADD/REMOVE
  • Selecting more than one user here will automatically perform an OR search. I.E If User1 OR User 2 is linked the vacancy, they will be included in your filtered results.
  • Click Apply to view the results of the filter.

To exclude a certain user from the list, you could individually add each user to the Selected User field. However, the most effective method would be;

  • From the drop down list, select the User that you wish to exclude.
  • Use ADD as normal.
  • Before applying the filter, select the inverse of your query by ticking the To Select the Inverse of your Query Click Here check box.
  • Clicking Apply now will search for all vacancies that do not have that user listed against them.

Search for Live Vacancies that have had no Activity

When monitoring Vacancies, you may want to see if and why a live vacancy has attracted no applications or activity.

This can be done using the Vacancy Query Builder;

  • From the Global Vacancy List, select the Query Builder from the sub menu tool bar.
  • Alternatively, you can select View – Vacancies – Query Builder from the main menu tool bar and drop down.
  • Once the Query Builder has opened, the Preferences tab will be selected as default.
  • From the Find Vacancies with Activity in drop down, select the pre-determined time filter required. I.E The Last Month.
  • Before applying the filter, select the inverse of your query by ticking the To Select the Inverse of your Query Click Here check box.
  • Click Apply to produce the results of your filter.

Now the list will show all the vacancies that have had no activity for the time frame you set. This will currently include active and inactive vacancies. To filter for just Active vacancies, on top of the filtered results already produced, you can use the Filter and the Narrow List;

  • Open the filter from the sub menu tool bar.
  • In the Vacancy Details section, change the Active drop down list to Yes.
  • Scroll to the bottom and before clicking Apply, change the To apply this query to your existing filter please choose field to Narrow List. This will ensure that this filter is applied to the already filtered results, rather than the global vacancy list.

The list will now show vacancies that have had no activity and are still currently active.

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