Recruiter User's guide, English translation
Contents
1. Positions a Current 2 3 2003 2 3 2003 002 Chief Security Officer SS y 2 007 Sales Manager c Candidates 005 Sales Representative SalesDepariment 2 Current 1 14 2003 1 14 2003 003 Software Engineer IT Department gt Incoming OOG System Administrator D Search Candidates oa Events 27 Future Interviews Search Events Clients SI Current oa Resume Processing From Mailboxes fi From Microsoft Word Users Positions are sorted alphabetically Vacant positions are highlighted with yellow e To open a position card displayed in the list double click it Browsing vacant positions e To view only vacant positions click the Positions Current item in the left of the CVPlanner window bf E Staff SMML Explorer File Edit View Service Help amp l g New Client ElNew Position New Candidate 2 Import Resume g E Staff Positions ff Current ff Al Positions oa Candidates Sorting Name 004 Chief Accountant 001 PR Manager 4 007 Sales Manager 1 005 Sales Representative Sales Department _ 006 System Administrator 5 IT Department D Search Candidates 1G Events a Future Interviews a Search Events 1a Clients AY Current i Resume Processing From Mailboxes A From Microsoft Word Users 1 mi All Users e To change the order of the vacant position list use the Sorting field above2. Smith Robert Candidate gt Oj x File Edit Hs amp Bo amp PSelect For Position NewEvent lt New Interview Add Document 2 pee H Last Name First Name Date of Birth EEIE d a Documents 0008 Smith Robert EY Resume Address Pone E Mail Records 3621 South Avenue Naperville Illinois 61222 131 2 555 1212 remith aol com Profession Advertising 4 PR X PR Manager Comments selected Test required O102 304a05 lt 7 New Interview New Event l Message to Candidate Robert M Smith EJ Message To Client 3621 South Avenue Reject Naperville Illinois 61222 312 555 1212 Objective challenging Supervisory position where my experience education and accomplishments will contribute to the success of your organization Card Info Created 2 3 2003 1737 Education User Last Modified 2 3 2003 17 54 MBA Notre Dame University South Bend IN May 1999 BS Chemical Engineering University of Toledo Toledo OH May 1986 ser The same candidate can be selected for several positions with separate selection states for each position Working with selected candidates Tools for actions on a candidate are in the left of the candidate card First you may rate this candidate by assigning grades 1 to 5 This rating is unique for each position the same candidate may be assigned 1 for one position and 5 for another Click the Ne
3. s a Card Info Created User Last Modified User e Use the fields shown above to enter Last Name First Name Address etc Do NOT leave the Last name First Name and Profession fields empty These fields are displayed in the standard candidate lists Read more about filling in of fields in the Candidate card section CVPlanner prompts you to save the information Click Yes You can also save by selecting Save from the File menu or pressing CtrI S Importing candidate information from Microsoft Word If you have a candidate s r sum in Word format you can import it to the database CVPlanner automatically recognizes the necessary fields in the r sum and enters them in a new candidate card The original r sum is also attached to the card e To import a r sum from a Word file click the Import Resume toolbar button e A dialog window opens Select a r sum to import open BS Look in a Resume e mc e ce Resumez doc History Desktop My Computer My Network P Files of type word Files doc Cancel A new candidate card opens The successfully parsed fields are already filled in The lower part of the screen displays the source r sum file Smith Robert Candidate f P x File Edit BR ng Select For Position New Event lt 7 New Interview CX Add Document ia Ed ne Last Name First Name Date
4. CX Add Document El Poron Position name Opened Closed H General amp Curent Candidates on u 52200 x Events CA Documents Client select client State Opened x Close Position Selected Candidates Rejected Candidates Profession z Salary min max DS o o o Job Description pen Card Info Created User Last Modified User e Fill in the fields on the General page right part of the window e If you maintain a list of clients specify the client who requested people for this position Click the select client hyperlink e Specify the type of person sought e g secretary in the Profession field This profession is automatically assigned to candidates you later select for this position to switch off this mode see User Settings e When you re finished close the card CVPlanner prompts you to save the information Click Yes You can also save by selecting Save from the File menu or pressing CtrI S A newly created position is assigned the vacant status Browsing the position list e To view the entire list of positions registered in your database both vacant and archived click the Positions All positions item in the left part of the CVPlanner window 16 dE Staff SMML Explorer OI x File Edit View Service Help amp amp New Client GNNew Position New Candidate Import Resume E Staff pmet Ce AL Patan Eee
5. be E Staff SMML Explorer O x File Edit View Service Help Ee ri Ga fe New Client New Position amp New Candidate E Import Resume fea 7 Batch import of resumes Positions Current Folder All Positions Ic NWC Gar Browse MV Include Subfolders Candidates File Types 2 Current dc g Incoming d Search Candidates MN Parse Resume Content d Events 2 Future Interviews Import Search Events Clients Sl Current E All Clients J Resume Processing BA From Mailboxes ma From Microsoft Word Users m All Users e Specify the full path to the folder where the r sum s are located in the Folder field or select the folder by clicking the Browse button Select the Include Subfolders check box to process the files located in the subfolders of the folder you selected It s rare that you Il want to edit the value of the Files Types field By default all Word files are processed You can however specify a file name template in this field and only the file names that match this template are processed Example you enter a template like Resume doc C V doc CV Planner only processes files with names that begin with R sum or CV The Parse Resume Content check box is checked by default It tells the application to recognize the fields in r sum s and enters the respective values in the card fields same as in single file import We recommend you l
6. 98 2000 ME NT 4 0 XP e Microsoft Internet Explorer 3 0 or later e 32 Mb of memory single user version e 64 Mb of memory multi user server version e Microsoft Word 97 2000 or XP for importing r sum s from Microsoft Word Technical support E mail helpdesk humanintrest info or es datex soft com Installation e Run the CVPlanner_R_Eng exe setup file A dialog window opens setup gt This will install E SkarF on your computer Continue Cancel e Click OK A dialog window opens Enter the serial number of your product copy here Product Key Enter your Product Key EM M cae e Enter the serial number three digits in each field then click OK A dialog window opens Specify the folder where you want to install CVPlanner Recruiter A window displays the path to the folder usually there is no need to change this Select the directory to install E Statt g Program Files E Statt Recruiter Cancel e Click OK Files now copy from the installation disk to your hard disk this takes about a minute 51x When installation is complete the following is displayed i x G Setup completed A shortcut to CV Planner is added to your Desktop and to the Start Programs menu Getting started e Run the CVPlanner application either by clicking the shortcut on the Desktop or selecting the CVPlanner Recruiter menu item in the Start Programs menu The main wind
7. e To remove the professions you ve added select them then click the FA toolbar button or press Delete e To switch a standard profession on or off use the checkbox to the left of the profession s name e To change the order of professions in the list click a profession then select Move Up or Move Down Reference Books Event Types The Reference Books Event Types section contains reference books of events supported by CVPlanner 29 E Global Settings oO x File Edit S eo a Settings Lists Bis Professions New ltem Event Types Pe Type Candidate selected build in Candidate rejected build in Bi Document Types Candidate hired build in Be Numbering __ Internal Interview build in 5 Custom Fields D Client Interview build in i E Phone Contact build in Be Client Reference Checked build in Eh Position L Position Closed build in Bi Candidate Bi NonbsoBarenb 3 Events Bi Candidate selected ES Candidate rejected Bi Candidate hired Bi Internal Interview Bi Client Interview Bi Phone Contact Bi Reference Checked FA Position Closed Bi Mail Templates By default the application uses the standard event reference book You can add new events e To add a new event click the New Item button A line is added at the end of the list where
8. Chief Accountant Client Accounting Comment Card Info Created User Last Modified User e Specify the date and time of the event and enter any comments e After you re finished close the card 21 Searching Event main CVPlanner window File Edit View Service Help CVPlanner prompts you to save the information Click Yes You can also save by selecting Save from the File menu or pressing CtrI S To find events records in a candidates personal file click Events Search Events in the left of the Ge New Client FiNew Position New Candidate M Import Resume E Staff Positions ff Current 2 All Positions Candidates Bravo Sierra Luis Chief Accountant i 2 Current Ludovino Judith Chief Accountant ry Incoming EM Bravo Sierra Luis Chief Accountant si 1 14 2003 19 42 Phone Contact Ludovino Judith Chief Accountant i D Search Candidates 1 14 2003 19 45 Internal Interview Ludovino Judith Chief Accountant El W Events 2 3 2003 17 43 Candidate selected Smith Robert PR Manager og Future Interviews 2 3 2003 17 49 Candidate selected Lavtinovich Boris System Administrator Search Events L 2 3 2003 17 50 Client Interview Lavrinovich Boris System Administrator fa Cients 2 3 2003 17 50 Internal Interview Lavrinovich Boris System Administrator fo a 2 3 2003 17 51 Candidate selected Bravo Sierra Luis System Administrator A Cu
9. a User Settings General Add Account Mail Sending Mail Import Account Name Default Account Delete M Use this account for importing CV s Access Method Simple MAPI Outlook Express Microsoft Outlook M Download new messages before scanning V Check unread messages only Mark all messages as read Mark messages with CVs as read M Keep original message text in Candidate s card The Name field is used to visually distinguish between mailboxes and can contain text you type in If you clear the Import Resumes From This Mailbox you temporarily switch off importing r sum s from this mailbox The Access Method field is used to specify the interaction between CVPlanner and your E Mail program or mailbox Simple MAPI is a standard for Microsoft and provides mailbox access to Outlook Express and Microsoft Outlook These programs only support this standard for the default mailbox located directly on your computer Inbox 30 There s another standard for Microsoft Extended MAPI used by Microsoft Outlook This allows a client to access any Outlook mailbox or folder no matter what type of mailbox or mail server POP3 allows CVPlanner to access your mail sever directly bypassing your E Mail program and process the contents of a mailbox Do NOT use this if you like to browse your e mails both by CVPlanner and by your E Mail program because both CVPlanner and your E Mail program receive copies of all le
10. folder specify its name in the Folder field For Microsoft Outlook users Choose Extended MAPI method Outlook must be assigned as the default E Mail program in Windows To do this e Run Internet Explorer and choose Internet Options in the Tools menu e Select the Programs tab e Select the Microsoft Outlook for the E mail field and click OK If your mailbox is located in the Personal Folders store leave the Store field empty Otherwise use this field to specify the name of the Outlook store where you mailbox resides By default the Inbox folder is processed via IMAP To process another folder specify its name in the Folder field To process all the subfolders of this folder check the Include Subfolders checkbox 31 For Eudora or The Bat users If your mail is downloaded to a mailbox on your computer like Inbox via POP3 protocol consider switching to IMAP protocol first contact your system administrator If IMAP is not available specify POP3 in the Access Method field You also have to specify the Server its name or P address where your mailbox is located as well as Login and Password These parameters are in your E Mail program s settings If your mailbox is on a mail server use IMAP Specify the Server name or IP address where your mailbox is located as well as Login and Password These parameters are in your E Mail program s settings By default the Inbox folder is processed via IMAP To process another
11. folder specify its name in the Folder field For Lotus Notes or Novell GroupWise users Your server has to have the IMAP protocol enabled for CVPlanner to access your mailboxes contact your system administrator You also have to specify the Server its name or IP address where your mailbox is located as well as Login and Password to access the mailbox The Inbox folder is processed via IMAP by default To process another folder specify its name in the Folder field The Import From Mailboxes section also contains a set of setup parameters some only available for certain access methods Select the Download Messages Before Import check box to process newly arrived E Mail before you start importing Select the Process Unread Messages Only check box to process E Mail messages that are marked as unread If you uncheck this box it may slow CVPlanner down Yet you may find clearing this check box useful if for example it s the first time you process the mailbox or if you want to read the letters in your E Mail program before filter them and importing Select the Mark All Messages as Read check box to mark all E Mail messages processed by CVPlanner as read whether or not they contain r sum s The Mark Only Resume Messages as Read check box is selected by default If this option is on only the messages that were detected by CVPlanner as containing r sum s are marked as read Leave this check box selected if the mailbox is used f
12. for a client To edit these templates or add your own open the E Mail Templates section on the General Settings page Ei Global Settings E e x File Edit Slt Bm a Settings BG Lists Add Template Bi Professions Bi Event Types Recipient Template Name Bis Document Types Candidate Receive notification Be Numbering EE Custom Fields ubject Bs Client Bi Position Text Bi Candidate Ek MonbsosaTenb d Events Thank your for your resume We will contact your FA Candidate selected Bs Candidate rejected lt lsignature gt Bis Candidate hired Bh Internal Interview Recipient Template Name Gh Client Interview Candidate gt Interview invitation Bh Phone Contact Bi Reference Checked Subject Eh Position Closed interim E E Mail Templates Text Dear lt fullname gt Dear lt fullname gt We would like to inite you on the interview lt signature gt e To add anew template click the Add Template button Fields for the new template are displayed in the bottom of the window Specify the template type message to candidate or client template name displayed in the template list message subject and message text You can use standard items in the letter body candidate names position signature CVPlanner replaces these with actual values when you send the message NOTE All users of CVPlanner s multi user version access the s
13. of Birth E EEE ese Documents 0002 Smith Robert po EY Resume Address Pone E Mail Records 3621 South Avenue Naperville Illinois 61222 fe 2 555 1212 ismith aol com Profession hd Comments m Robert M Smith 3621 South Avenue Naperville Illinois 61222 312 555 1212 Objective challenging Supervisory position where my experience education and accomplishments will contribute to the success of your organization Card Info Created User Last Modified User Education MBA Notre Dame University South Bend IN May 1999 xl Read more about filling in of fields in the Candidate card section This feature is only available in Word 97 or later MS Word 2000 or later is recommended over MS Word 97 as Word 97 may display various warnings about language mismatches for r sum s CVPlanner prompts you to save the information Click Yes You can also save by selecting Save from the File menu or pressing CtrI S Candidate card Each candidate card in CVPlanner is structured this way A tree of card sections is displayed in the upper left corner of the card Click the tree section you need and the data is displayed in the right part of the window The status area is located below the tree It displays information on positions the candidate is currently selected for If you browse the card of a new candidate this area is blank The car
14. records events in a personal file interviews phone calls etc The results of the search are displayed in the bottom of the window e Click the gt gt button to specify additional search criteria Age min max Lower or upper limits for a candidate s age Has records during Use this to check if there are records in a candidate s personal file during a certain period For example to get a list of people who were selected for a particular position during a certain time period e Double click a candidate card in the list to open it Browsing newly added candidates After processing a large number of r sum s you ll often find it necessary to browse through the r sum s that were added last to the database e To view the r sum s that were last added click Candidates Incoming in the left part of the main CVPlanner window 12 GES smat gr TT File Edit View Service Help db New Client iNew Position New Candidate HA Import Resume a E Staff Name t Added Positions ff Current M All Positions 5 x Candidates 2 3 2003 18 05 Rys Jerome 2 Current 2 3 2003 18 04 0009 Wadler Philip i g me 2 3 2003 18 03 0008 Farrell Robert 2 3 2003 18 01 0007 Mysore Joseph Search Candidates 2 3 2003 18 00 0006 Reagle Jonathan Events 2 3 2003 17 57 0005 Clement Robert 2 Lo Future Interviews 2
15. the list e To open a position card displayed in the list double click it 17 Selecting candidates for positions When a position registered in your database is vacant you may select candidates for this position Selecting a candidate manually Manually selecting a candidate for a position is the basic method e To select a candidate for a position open the candidate card and click the Select For Position button in the upper part of the card If there are vacant positions in your database a dialog window displaying the vacant positions opens Select Position Position o O w O04 Chief Accountant 005 Sales Representative O06 System Administrator Mew Position Cancel e To select this candidate for one of the displayed positions select the position you want and click OK e To select this candidate for a position that has not been registered in your database click the New Position button in the lower part of the window and enter the position name Select Position lH CE O04 Chief Accountant 005 Sales Representative Position Name cae New Position Cancel After this a new record is displayed in the left of the candidate card The record contains the name of the position the candidate has been selected for the selection state selected or rejected and a set of buttons top of the window that allow you to perform actions see more in Working with selected candidates 18
16. to use and the number of digits in a card number Custom fields You can enlarge the fields used for any card To do this use General Settings in the main CVPlanner window e To add new fields for candidate position or client cards open the respective section in the left part of the Settings window and click the New Field button e Enter the name of the new field then select its type El Global Settings b BR DK 2 aa Settings a Lists i Bis Professions FE Event Types 2 By Candidate FE Monssosarent Events E3 Candidate rejected Eh Candidate hired BR Intemal Interview ABR Client Interview Phone Contact e If you want the new field to appear on a separate dedicated page instead of the main card page click the New Page button enter the name of the new page then select the new page as the page for the new field NOTE The new fields you add only appear in cards after you relaunch CVPlanner 27 E mail templates CVPlanner lets you send E mail to candidates and clients using predefined templates To send a template message click the Message to Candidate or Message to Client button in the candidate s card The following templates are provided e Notifying a candidate that he or she has been added to your database e Invitation to a candidate for an interview e Notifying a candidate that he or she did not get the applied for position e A candidate s r sum
17. 3 2003 17 37 0007 Lavrinovich Boris Computers In Addition Search Events 2 3 2003 17 37 0008 Smith Robert Advertising PR Test req by GA Cherts 1 14 2003 19 31 0010 Bravo Sierra Luis Manufacturing er 1 14 2003 19 30 0006 Baple Thomas Advertising PR no Current 1 14 2003 19 30 0007 Avery Marguerite z i All Clients 1 14 2003 19 30 0008 Wan Kathy Marketing Has refe 5 A Resume Processing 1 14 2003 19 30 0005 Ludovino Judith BA From Mailboxes fi From Microsoft Word Users m All Users The candidates are sorted in descending order by the date they were entered in the database the candidate added last shows up first You can specify the time depth of the display in the Candidates Incoming window and search for candidates using their names and number of their cards just type the necessary search patterns in the Name box above the list e Double click a candidate card in the list to open it 13 Working with clients A client in CVPlanner may be one of the following e For a recruiting agency a client is the company that has hired you to look for personnel e For a company s HR department a client is another department in your company that has hired your HR department to find it personnel NOTE you may use CVPlanner without maintaining a list of clients For example the name of the client may be detected from data in a position description But managing without a list of clients has disadva
18. CVPlanner User s Guide 2001 2002 HumantIntrest Introduction CVPlanner is a hiring solution for staff recruiting agencies and human resource departments The CVPlanner application is the best tool for the search and selection of employees Application features CVPlanner provides e A managing database for all candidates who have contacted you e Importing of r sum s CVs automatic parsing of key r sum information first and last name address phone number e mail manual and automatic import modes processing of r sum s directly from a mailbox e A managing database of positions for each new hires and clients corporate departments e Storage and updating of personal files for all candidates positions and clients interviews phone contacts candidate s current state hired etc reference checking e The ability to plan interviews and other events e Sending E mail messages according to customizable templates e Searching all data by formal criteria and by keywords e Fast navigation between interrelated cards of candidates positions clients and events using cross references e Multi user network version available allowing an administrator to assign access rights browse task information for each employee e Extending the CVPlanner Recruiter database by the fields and reference books used at your firm Hardware and software requirements e OS Microsoft Windows 95
19. New Candidate HA Import Resume E Staff Name Position IV Show rejected Sorting Positions Dk 3 Current l a zi Name zi anaa E Candidates Talks Int Changed Year L amp Curent Chief Accountant f Incoming __ Bravo Sierra Luis 0010 2 3 2003 DR 1968 Clement Robert 0005 2 3 2003 1 iB Search Candidates Ludovino Judith 0005 1 14 2003 MON a Events Rys Jerome 0010 2 3 2003 I og Future Interviews PR Manager Wo Search Events Avery Marguerite 0007 2 3 2003 1 1986 L G Clients Baple Thomas 0006 2 3 2003 3 1971 he Smith Robert 0008 2 3 2003 3 Test required AR Current Wan Kathy 0008 2 3 2003 M Has reference El All Clients Sales Manager a Resume Processing Mysore Joseph 0007 2 3 2003 1 SA From Mailboxes System Administrator L From Microsoft Word Bravo Sierra Luis 0010 2 3 2003 DR 1968 a Farell Robert 0008 2 3 2003 DM id Users Lavrinovich Boris 0007 2 3 2003 1 Additional inter flit All Users Reagle Jonathan 0006 2 3 2003 3 Wadler Philip 0009 2 3 2003 D By default all candidates selected and rejected are in the list sorted by position To shorten the list use the filters in the upper part of the page e To open a candidate card displayed in the list double click it 23 Working with attachments Usually a candidate card has one attachment the r sum But you can a
20. ame templates so it s necessary for each user to set up his own signature in the Sending mail section of custom settings Tools menu User settings item 28 CVPlanner user settings User settings are unique for each user workstation and my be changed by each user These changes don t affect other users e To change settings for the user select User Settings in the Tools menu The user settings window contains the sections listed below User settings General The General section of the user settings has one check box 5 4 User Settings General Mail Sending Mail Import M Use position s profession by default when selecting candidate If you check the Use Position Profession For Candidate Selection checkbox you can assign the position description automatically to a candidate for a vacant position User Settings Mail Sending The Mail Sending section deals with E Mail templates and sending mail to candidates and clients As the mail is sent via your usual E Mail program you ll have to change some settings so CVPlanner and your E Mail program work together User Settings 4 5 User Settings Interface General gt pures Simple MAFI Outlook Express Microsoft Outlook The Bat Mail Import Attached CY Format Microsoft Word Document v E Mail Signature i Davidson 29 The Interface field is used to select the mode of interaction between CVPlanner
21. and click the New Interview button for that position A blank interview card opens 19 Internal Interview lol x File Edit Us menlylE dr Interview Date Time Event Type General mms 3022003 18 23 intemal Interview Candidate Bravo Sierra Luis Position Chief Accountant Client Accounting F Interview Completed Comment ue Card Info Created User Last Modified User e Specify the date and time of the interview and enter any comments e When you re finished close the card CVPlanner prompts you to save the information Click Yes You can also save by selecting Save from the File menu or pressing CtrI S Browsing planned interviews e To browse the list of planned interviews those with the Completed checkbox unchecked click Events Future Interviews in the left part of the main CVPlanner window File Edit View Service Help Ge amp A gt New Client FiNew Position New Candidate Import Resume Cy E Staft Re Tie Lad te ite o Positions Current __ 2 14 2003 19 45 Ludovino Judith Chief Accountant AI Positi 2 16 2003 1944 Bravo Sierra Luis Chief Accountant ositions E a Candidates Curent g Incoming cog Search Candidates Events o Future Interviews Search Events Clients BY Current 0 x ff All Clients J Resume Processing BA From Mailboxes E From Microsoft Word Users m A
22. and your E Mail program The default Simple MAPI works for most E Mail programs In this case make your E Mail program the default E Mail program in Windows To do this e Run Internet Explorer and select Internet Options in the Tools menu e Select the Programs tab e Select your E Mail program in the E mail field then click OK This works fine with Outlook Express Microsoft Outlook Eudora or The Bat If you use Lotus Notes you should ensure that Lotus Notes is installed directly from its distribution package and that NO OTHER E Mail program is installed afterwards If you can t send e mail reinstall Lotus Notes The Attached Resume Format field specifies the format used to send a candidate s r sum to clients The best format is Microsoft Word so that s the default If however some of your recipients can t read your attachments e g the recipient uses an earlier version of Word select HTML format The E Mail Signature value is inserted in template messages as your signature User settings Import from mailboxes The Import From Mailboxes section helps you set up CVPlanner so it imports r sum s from one or several mailboxes As there are many E Mail programs and types of mailboxes you should ask your system administrator to set up CVPlanner for you The Import From Mailboxes section contains a list of mailboxes that CVPlanner scans for r sum s One mailbox is already added Default Mailbox User Settings
23. cated r sum mailbox CVPlanner is able with a high success rate to distinguish between an e mail which is a r sum and one that isn t The standard CVPlanner settings handle mailbox import e CVPlanner opens a mailbox and scans all unread letters e If CVPlanner finds a letter with a r sum this letter both r sum and text is entered in a preliminary import list while the letter itself is marked as read in the mailbox e If CVPlanner recognizes that a letter doesn t contain a r sum it leaves it alone e Torun r sum import from a mailbox click the Resume Processing From Mailboxes item in the left part of CVPlanner main window 10 ii x File Edit View Service Help E EEE eig New Client New Position amp New Candidate E Import Resume 2 a E Staff G Positions Current All Positions Candidates 2 Current Incoming D Search Candidates Events LD Future Interviews Search Events G Clients SY Current E All Clients Users m All Users e Click the Import button to start importing CVPlanner begins to scan mailboxes and process the r sum s it finds As the scan progresses the imported r sum s appear in the list in the upper part of the window R sum s are parsed for a single r sum this takes 2 5 seconds depending on your computer While the import runs you may switch to other sections and continue to w
24. ccess the Professions section in the general settings window Tools menu General Settings item The Comments field is used to store more info on a candidate The candidate s r sum file is displayed in the lower part of the General section You can edit this r sum file You can also attach as many r sum s as you like and attach other documents to a candidate card All the documents you attach are displayed in the section tree in the upper left corner To attach a new document click the Attach Document toolbar button in the upper part of the card then type your text or import it from a Word file The lower part of the General section always displays the first r sum in the list The Records section lists the candidate s history after he was added to the database including selection for a position phone calls interviews etc Any comments you add are also displayed in the list To open an event card click the name of the event highlighted in blue Batch import of r sum s For large numbers of r sum s in Word or scans via fax you may want to use CVPlanner s batch r sum import The results you get are the same as those described in the previous section You won t have to select each r sum manually CVPlanner automatically processes all files located in the folder you select e Torun the batch r sum import click the Resume Processing From Microsoft Word item displayed in the left part of the main CVPlanner window
25. d attributes are displayed below the status area in the lower left corner of the window The card s creation date and the last update are shown here If you use a multi user version of CVPlanner the information on the user who created the card and who edited the card last is also displayed in this window The main part of the card is the right part of the window Depending on the tree section selected the following information is displayed When you choose General you see the candidate s general information in the main part of the card The field is filled in automatically but can be edited manually If you aren t satisfied with the general mode of assigning numbers to cards change it by accessing the Numbering section in the general settings window Tools menu General Settings item The following fields are usually filled in automatically during r sum import Last Name First Name Date of Birth Address Phone and E Mail If you create a card manually you must fill these fields in If a candidate has an e mail address you can click the icon above the E Mail field to create an E mail message to the candidate his e mail address is automatically entered in the To field The Profession field is used to classify candidates according to their specialties By default CV Planner uses a two level reference book of professions supplied with the application You may edit this book or replace it with a single level book just a
26. dd any number of documents to position and client cards cover letters position descriptions client agreements etc To attach a document to a card e Open a card and click the Add Document toolbar button blank page opens Candidate oj x File Edit ey lt af re L Select For Position New Event LF New Interview C Add Document F3 Tandane Name Documemt Type Delete General ooo a N v on Documents mpor EY Resume Records Card Info Created User Last Modified User You may type directly in the document or import from a Word file by clicking the Import button 24 CVPlanner general settings General settings are those shared by all CVPlanner users Usually these are set by the administrator only once After the administrator changes one or several items in the general settings the application must be relaunched so the new settings are active e To open the general settings window select General Settings from the Tools menu This window contains the sections listed below Reference Books Professions The Reference Books Professions section contains a list of professions used by the application Ei General Settings 0 x File Edit S amp Gs a o gt E CA General Settings a Reference Books Professions List two level T Accounting Banking Bis Event Types Bis Doc
27. eave this box checked e Click the Import button to begin importing CVPlanner starts importing and parsing r sum s The name of the file currently processed and the overall number of files processed is shown at the bottom of the window In case you selected the Parse Resume Content check box the r sum contents are recognized and entered in the database For a single r sum this takes 2 5 seconds depending on your computer While the import runs you can switch to other sections and continue to work with CVPlanner If the number of r sum s is very high it s recommended you run the import after business hours e To interrupt the import click the Stop button To continue the import from the same folder CVPlanner prompts you to continue with the r sum s next to the last one imported before the interruption Importing candidates from mailboxes CVPlanner provides tools to import e mailed r sum s whether from e mail message text or a Word attachment There are several E Mail programs so some additional set up may be needed to import r sum s from certain programs The setup itself is performed in the Import From Mailboxes section of the user settings dialog Tools menu User Settings item Sometimes you won t be able to set up this feature on your own but will need your system administrator You can set CVPlanner to handle e mail messages in different modes depending on whether the mailbox to be processed is a dedi
28. itions Accounting Current IT Department Eastlake Donald Marketing Department Sales Department Security Software Development Cover Robin Norton Francis Rieger Joerg D Search Candidates 5 6 Events me LD Future Interviews Search Events Clients E Current A ETS Resume Processing From Mailboxes e To open a client card displayed in the list double click it Browsing current clients e To browse the list of clients with vacant positions and posted requests for them click the Clients Current item in the left of the main CVPlanner window BdE Staff SMML Explorer File Edit View Service Help S amp New Client FINew Position Q New Candidate f lmport Resume 2 Fo E Staft Positions Accounting IT Department Eastlake Donald Marketing Department Sales Department Security Software Development Cover Robin Norton Francis Rieger Joerg 5 6 Events od Future Interviews ao Search Events a Clients ume Processing From Mailboxes i From Microsoft Word Users To open a client card displayed in the list double click it 15 Working with positions CVPlanner lets you manage the entire position list those currently vacant and those that have been filled and relegated to the archive Adding a position e To add anew position click the New Position toolbar button A blank position card opens ioi xi File Edit H ER re fl New Client
29. ll Users To open an interview card in the list double click it Outdated interviews where the Completed checkbox is unchecked are highlighted in yellow e To cancel a planned interview select it and press Del 20 Managing interviews e To mark an interview as completed open the interview card select the Interview Completed checkbox and enter any comments lo x File Edit EALA Internal Interview Date Time Event Type ieee ms 3 02 2003 18 25 Internal Interview Candidate Bravo Sierra Luis Position Chief Accountant Client Accounting NM Interview Completed Comment ici testing required Card Info Created User Last Modified User You can add fields to the interview cards like First impression or Testing results Read more about adding fields in the Additional CVPlanner features CVPlanner setup section Planning other events e To create a record about other events phone calls reference checks etc open the card of the candidate and click the New Event button of the respective position If a candidate hasn t been selected for a position but you still want to create a record in his personal file click the New Event button on the toolbar in the upper part of the candidate card A blank event card opens CEE IOIx File Edit H amp ise ylo pl Date Time Event Type 3 02 2003 18 27 Candidate Bravo Sierra Luis Position
30. ntages First if you have no separate data on clients you can t use certain CVPlanner features for example you can t automatically send letters with r sum s to clients Second in case you have to manage a large number of vacant positions you ll find your work harder Adding a client e To add a client click the New Client toolbar button A blank client card opens Cent O IIa O x File Edit S amp S amp SS Bo Y amp Siew Position Add Document E E E x H Client Organization Unit Current Positions 001 Current Events Closed Positions Contact Person C3 Documents Last Name First Name Title Card Info Created User Last Modified User e Fill in the fields on the General page right using a client s information e If necessary attach documents to the client card see the Additional CVPlanner features chapter Working with attachments e When finished close the client card CVPlanner prompts you to save the information Click Yes You can also save by selecting Save from the File menu or pressing CtrI S Browsing the client list e To browse the entire list of clients in your database click the Clients AIl clients item in the left part of the main CVPlanner window 14 bed E Staff SMML Explorer File Edit View Service Help amp t New Client New Position New Candidate M Import Resume o E Staif a l Nawe ContactPerson O Pos
31. on amp New Candidate E Import Resume 5 c E Staff G Positions Current All Positions Q Candidates 2 Current g Incoming Name Profession Content Match Whole Words Only J Include Events Find lt lt gt Search Candidates Events Age min max ag Name Profession Comment YoB earch Events a Clients il Current E All Clients C Resume Processing bA From Mailboxes i From Microsoft Word Users m All Users Found 2 Specify one or several criteria and click Find You may specify the following Name Any combination of letters that may be a part of the last or first name of a candidate you may also enter a candidate card number here Profession The profession assigned to a candidate You may specify a profession or an area of activity Content Here you can enter any word you think 1s present in the r sum These words are searched for in all fields in every card in the entire text of a r sum and in your comments CVPlanner can search for whole words or fragments depending on whether the Match Whole Words Only box is checked You can type several words in the Content field separating each word with a space In this case CVPlanner only looks for candidate cards which contain all the words or parts of words you ve specified Include Events Select this check box if you want to also search the
32. or r sum s and office letters The state of the Keep Message Text check box is used when importing r sum s into the main database If this option is on documents containing the full text of the source letter are attached to the candidate card along with the r sum 32
33. ork with CVPlanner e To view an imported r sum just click its name in the list The text of the letter and all its attachments on separate tabs are displayed in the lower part of the window NOTE all imported r sum s have been put in a TEMPORARY list and haven t been entered in the main candidate database You may either add r sum s to the candidate database or delete them You do this for a single r sum or for several r sum s You can select a group of r sum s using either the Shift or Ctrl keys e To select one or more r sum s for a vacant position click the Select button and select a position from the menu When you do this the r sum is deleted from the list and put in the main candidate database The selected candidates are assigned the same profession as the selected position e To add one or several r sum s to the main database without selecting a position so putting them in HR reserve area click the Select button and choose a profession for these candidates All such r sum s are deleted from the list and put in the main candidate database e To delete one or several r sum s click the Delete button located above the list or press Del Search for candidates in the database e To begin a search for candidates in your database click the Candidates Search Candidates item in the left part of the main CVPlanner window 11 ain x File Edit View Service Help GA New Client 1 New Positi
34. ow of the application opens 2101 File Edit View Service Help S amp M New Client New Position New Candidate E Import Resume a E Staff Sorting Name xl Positions MO Current LH Position Sel Rej Client User ff All Positions Candidates 2 Current g Incoming D Search Candidates E Events LD Future Interviews Search Events Clients fl Current AB All Clients i Resume Processing BA From Mailboxes fm From Microsoft Word Users m All Users The left part of the window displays a list of the application s main views The Positions Current view opens by default Managing candidates CVPlanner has tools to manage your database of all personnel applicants The following deals with how to manage applicant information and the positions they apply for This information 1s useful when clients request personnel for certain positions Adding a candidate manually Manual adding of a candidate is rare but can be done if needed e To add a candidate manually click the New Candidate toolbar button An empty candidate card opens ioix File Edit A amp TO Y PSelect For Position NewEvent New Interview Add Document Candidate Last Name First Name Date of Birth General Documents 0002 y Resume Address Pone E Mail Records FO D D Profession z Comments
35. rrent 2 3 2003 17 52 Candidate selected Avery Marguerite PR Manager ff All Clients __ 2 3 2003 17 53 Phone Contact Smith Robert PR Manager 1 4 Resume Processing P 2 3 2003 17 53 Candidate selected Baple Thomas PR Manager SA From Mailboxes D 2 3 2003 17 55 Candidate selected Wan Kathy PR Manager ff Te Word 2 3 2003 17 55 Client Interview Avery Marguerite PR Manager l E 223 2003 17 57 Candidate selected Clement Robert Chief ccountant ei Users 2 3 2003 18 00 Candidate selected Reagle Jonathan System Administrator fia All Users 2 3 2003 18 01 Candidate selected Mysore Joseph Sales Manager 2 3 2003 18 04 Candidate selected Farell Robert System Administrator 2 3 2003 18 04 Candidate selected Wadler Philip System Administrator 2 3 2003 18 05 Candidate selected Rys Jerome Chief Accountant 2 3 2003 18 05 Client Interview Wadler Philip System Administrator 2 3 2003 18 06 Client Interview Wadler Philip System Administrator 2 3 2003 18 06 Internal Interview Wadler Philip System Administrator e Specify your search criteria and click Find To open an event card displayed in the list double click it Browsing current candidates e To view the list of candidates you currently work with those for vacant positions click Candidates Current in the left of the main CVPlanner window be E Staff SMML Explorer oj x File Edit View Service Help Ge New Client FiNew Position
36. tters so you ll have duplicates of everything IMAP allows CVPlanner to access your mail sever directly bypassing your E Mail program and process the contents of a mailbox This method is an improvement over POPS It allows CVPlanner to mark the letters it processed as read directly on the server This way you can see the results of CVPlanner s processing in your E Mail program letters with r sum s are marked as read Here s how to choose the access method for some of the popular E Mail programs For Outlook Express users If you download your mail into a local mailbox on your computer like Inbox choose the Simple MAPI method Notice that Outlook Express must be assigned the status of default E Mail program in Windows To do this e Run Internet Explorer and choose Internet Options item in Tools menu e Select the Programs tab e Select Outlook Express value for the E mail field and click OK NOTE CVPlanner only processes letters put directly into this mailbox No additional folders can be processed If the mailboxes you read by Outlook Express are located on a mail server select the IMAP access method Specify the Server its name or P address where the mailbox is located and also the Login and Password to provide access to the mailbox The values of these parameters may be looked up in Outlook Express settings Tools menu Accounts item By default the mailbox processed via IMAP is the Inbox To process another
37. ument Types E Numbering hamaceufical inte arketing Custom Fields Advertising PR ES Client Sales FA Position Transportation and Warehousing ES Candidate Manufacturing and Production en Architectural Services i Real Estate Events Bi Candidate selected Bis Candidate rejected ES Candidate hired ES Internal Interview Bis Client Interview ES Phone Contact EF Reference Checked ES Position Closed Bie E Mail Templates Computers Information Technology Publishing Arts Entertainment Tourism Restaurant and Food Service Human Resourcest Education Training Healthcare Administrative Service Legal Iv M Iv Iv Iv Iv Iv Iv Iv Iv M Insurance Iv Iv Iv Iv Iv M Iv M M Iv By default a standard two level reference book is supplied with the program You may change this to a single level book or remove or add new professions Standard professions are highlighted in the list e To add anew top level profession e g computer programmer select any existing top level profession and click the toolbar button or press Insert A new line is added at the end of the list Specify the name of the profession here e To add a second level profession e g software tester click any bottom level profession and click the toolbar button or press Insert A new line is added at the end of the list Specify the name of the profession here
38. w Interview button to create a record for a future interview with the candidate see Planning Interviews Click the New Event button to create a record for any other future event concerning the candidate for example a planned telephone call see Planning events Click the Message to Candidate or the Message to Client button to open and edit an E mail message to either a candidate or a client These letters have templates and are sent via your E Mail program You don t have to do any additional e mail setup to use these features however if the program doesn t do anything or displays an error message when you click one of these buttons you ll have to change the setup in the Sending mail section Tools menu User Settings item You can edit the message templates in the Message templates section of the CVPlanner settings Tools menu General Settings item You may also set up your signature in the Sending mail section Tools menu User Settings item Click the Reject button to relegate the candidate to the list of rejected candidates for this position the respective record is added to the candidate s personal file Click the Hire button to hire this candidate for this position the respective record is added to the personal file of the candidate and changes the position status from vacant to closed Planning interviews e To create a record for a planned interview open the card of the candidate you want to interview
39. you can specify an event name Reference Books Document Types The Reference Books Document Types section contains a reference book of types of documents that can be attached to candidate position and client cards Ei Global Settings 5 x File Edit Beor E C Settings Document Types Lists Eh Professions Be Event Types E Mail buildin Bis Document Types Bis Numbering Q Custom Fields Bis Client Bis Position Bis Candidate Bi Monssosarent Events Bis Candidate selected Bis Candidate rejected Bis Candidate hired E3 Internal Interview Bis Client Interview Bis Phone Contact Be Reference Checked Bis Position Closed Bis Mail Templates By default the application uses the standard reference book of document types You can add new documents e To add a new document click the New Item button A line is added at the end of the list where you can specify a document name Numbering The Numbering section allows you to change the default mode of numbering cards in CVPlanner 26 Ei Global Settings S Ga WK E Settings 6 Lists Bik Professions E Event Types Document Types i E NonbsosaTenb D Events Bis Candidate selected By Candidate rejected E Candidate hired E Internal Interview E Client Interview fs Phone Contact You can specify the number s prefix the next number
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