Objective of this release is to provide new functionality to maintain a manageable skills list. As part of this, we introduced a new menu in Admin, modified the skills tab for candidates, applicants and employees along with the skills section in Job Orders. Users would still be able to parse resumes and auto populate all recognized keywords as skills as before. However, with this release users will also have an option to either retain the parsed skills and add more skills from the list maintained in Akken or remove the parsed skills and then add skills from the list.
1. Introduced a new preference under Admin for “Skill Management”
2. Introduced a new preference under Candidates for “Manageable Skills”
3. Introduced a new menu in Admin for Skill Management
4. Modified skills tab on the candidate, applicant and employee records
5. Modified skills section of the Job Orders
6. Modified Advance Search section in candidates
2.) Introduced a new preference under CRM candidates, HRM Applicants and Employees
Selecting the preferences in above screenshot enables the option to add skills to the list by a non-admin user directly from the Candidates screen in CRM along with Applicants and Employees screen in HRM.
3. Introduced a new menu in Admin for Skill Management
Click on Admin – Skill Management to go to the skills list. This screen will NOT list any skills by default. A list has to be created to be able to select skills on the candidate, applicants or employee screens.
Click on Add New Skill to get to the pop up
for creating a new skill. Key in a skill name and click on Save.Skills can also
be categorized for each HRM Department. Category and Department are
Skill Categories can be added via multiple links.
a) Click on Manage categories on the main skill listing screen to get to the pop up as below
Click on Add New Category, key in a Category and click on Save.
b) When adding a new skill, Click on Select/Edit List next to Category(s).
Click on "Add New Category" to get to the Manage Categories pop up. Click on "Add New Category" and Save.
To assign a skill to a category, click on the link “Select/Edit List” next to the “Category(s)” label. This would launch a pop-up that lists all existing skill categories. Select the category(s) on the left side and click on “Add”. Selected category names would now be visible on the right side. Click on Save.
A similar option for assigning skills to a HRM Department(s) exists by using the link “Select/Edit List” next to Department(s). However, new HRM Departments CANNOT be added from this section.
4. Modified skills tab on Candidates, Applicants and Employee records.
a) Adding skills when creating new candidates manually using the wizard
When in CRM Candidates, click on New to get to the options for creating candidates. Select the first option to use the wizard.
When on the skills tab, links to add skills are visible in two places. Click on any link to get to the pop up listing all pre-defined skills.
Pop up offers multiple ways to filter/search existing skills. Drop downs for Department and Category can be used to filter the list of skills provided a skill has been assigned to a category or a department.
Skill name can also be keyed into the “Search Skill(s)” and by clicking on “Search” will narrow down the list as in the above screenshot.
b) Modifying skills for candidates that were created by parsing a resume
Users can select multiple skills on the left side in the pop up and click on Add so they list on the right side in the pop up. Click on Save to populate the candidates skills tab with the selected skills.
Default values of “Current” for Last Used and “Expert” for Skill Level are populated with a blank Years of Experience field. Set appropriate values for these and click on Save the candidate record. Skills added can also be deleted using the red “X” next to each skill.
Skills added from the list of managed skills are displayed on the candidate screen with skill type as “Managed”. They can be deleted by selecting the check boxes to the left and using the link “Delete Selected Skills”.
Note: When uploading a new resume to an existing candidate, all existing skills would be replaced by the newly parsed skills except the managed skills added by the user. Parsing does not overwrite any previously added skills from the manageable list.
1. Introduced a new preference, “Merge”, for CRM under Companies, Contacts and Candidates in Admin – User Management – Preferences
Users can be granted this privilege for Companies, Contacts and Candidates. In CRM, based on this setting, the link “Merge Records” will be visible on the main listing screens. However, users having access to Admin – Data Management module can access this functionality regardless of the above preference.
2) Introduced a new link, “Merge Records” in CRM Candidates main listing screen.
To merge records, initiate a search to identify duplicate records or select duplicates as they appear on the screen. Either the Keyword Search section at the top of the Candidates’ main listing screen or the quick search boxes under the column headings can be used to search.
Additionally, searches can be run by using the Advanced Search option to locate other duplicate candidates.
Once the search results display, select the duplicate records by clicking on the check boxes on the left hand side of the screen next to the records and click on the link “Merge Records”.
This will launch a pop-up window with the same search results as displayed below:
The link “Remove from Merge List” will remove the record from the search
results. If a record should be removed, click the check box on the left-hand
side of the screen and click on “Remove from Merge List”.
The link “Mark as Master” will allow a user to select the primary record that will appear within Akken (all other records will be merged into the Master record, with only the Master record remaining). Select the check box on the left-hand side next to the record that will become the master record and click on the link “Mark as Master Record”.
The record that has been marked as the master record will then be updated with a grayed out check box. To change the master record select one of the other records in the screen and click on the “Mark as Master Record” icon again, which will update your selection.
Whichever record is selected as the Master will be the record that will be displayed within CRM, and all other records displayed on the screen will be merged into the Master record.
Records can be opened within the Merge screen in order to view the summary data to select the appropriate records to remove, merge, or mark as the master record. Double click on any record to open the summary screen (see below). This gives an option to review the data on a record and determine to keep or merge by using the previous or next options to move through the records
Once a master record has been selected, click on the “Merge” button at the bottom of the screen.
Akken will then request confirmation of the merge and provide the quantity of the records being merged into the Master.
After the user clicks on OK on the above pop-up, Akken will then merge the unselected records into the selected (master) record.
NOTE: This process takes between a few seconds to a few minutes. Please be patient as Akken processes the merge request. The amount of time the merge takes depends upon the amount of data being merged (activities, notes, documents, resumes, submission details, etc).
A pop-up confirmation will be displayed upon successful completion.
The user will be brought back to the main Candidates listing screen with the original search retained and the master record visible.
To verify that a record is a master record and duplicate records were merged into that record, open the master record and there will be a denotation on the top left-hand side of the summary screen that states, “Merged Records: Yes”.
Click on the hyperlink “Yes” to view the details of the records that were merged or click on the documents panel.
If there are multiple merges into one record, there will be multiple merge documents shown in the documents panel (one document per each time a merge has occurred).
Resumes, Notes, Documents, Tasks, Events, Appointments and Activities will be merged from the duplicate records into the master record selected and displayed under the Activities and Documents panels.
- Submission records will be updated to the master record selected
- Resumes of merged records will be added to the documents panel of the master record selected.
Exception: When Candidates in CRM are placed on Job Orders, they are tied to HRM Employee records. These candidate records with a Candidate Type of “Employee” cannot be merged. There is a column in the merge pop-up window named “Placed” which displays the values “Y” indicating there is a relation to an employee record in HRM module or “N” indicating that it is still a CRM record alone.
A pop-up message will be displayed when such a record exists in the search results and the “Merge” button is clicked.
If there is an Employee record and a Candidate record that need to be merged, the Employee record can be marked as the master and all duplicate candidate records can be merged into the Employee record.
Once an assignment is approved in Accounting – Assignments, the Candidate’s Status automatically changes to “On Assignment”.
NOTE: The automatic change in the candidate status in CRM occurs only when:
a) The Assignment is approved, thereby changing the Assignment Status to “Active”, then the Candidate status changes to “On Assignment”.
b) All of the Candidate’s Assignments with a status of “Active” or “Needs Approval” is updated to “Closing/Cancellation”, then the Candidate status changes to “Actively Searching”.
*** For Direct Placements, once an assignment is approved the assignment will close and the Candidate Status will be changed to “Actively Searching”.
*** For Employees with multiple assignments, all assignments must be closed in order for the Candidate Status to change to “Active Searching”. If one assignment remains Active then the Candidate Status will be changed to “On Assignment”.
Akken Staffing facilitates you to send an email message to the selected candidates from Candidates home page.
To send an email message to a Candidate, just click on the ‘Send Mail’ link on the Candidates home page. Result: The screen refreshes by displaying the Compose screen.
When you archive a record using ‘Archive’ link in the Candidates home page, the record is not removed completely from the application, but is transferred to the View Archive screen. This provision is made available to the Akken Staffing users as there is a possibility of deleting the record by mistake, or you may require the record to be used after it has been deleted. To provide ease of use in such situations, Akken Staffing provides the ‘View Archive’ feature where you can retrieve or permanently remove a record from the application.
Click on the Archive down arrow icon on the Candidates home page. You will see the menu listing:
Click on the ‘View Archive’ link to view the list of the records deleted temporarily from the menu listing. Result: The screen refreshes by displaying the View Archive screen. You can either make the record available or permanently delete the record from the application.
I. Make Available a Candidate
To make available a record from the "View Archive" screen:
Select the record and click on the ‘Make Available’ link on View Archive screen. Result: You are prompted to respond to an alert message as shown below:
Make Available Candidates Screen – Option I
I. If the Candidate that you intend to make available is connected with other roles/functions such as Contact Record and Address Book Record, then the above screen will be displayed.
The Archive feature assists you to remove the candidates temporarily or permanently from your active candidates list.. You can remove single or multiple or all records at a time. The candidates removed from the Candidates home page will be available in the Candidates View Archive page.
Note: You can also archive the candidates who are submitted to Job Orders only if the job order status is either Cancelled/Closed/Filled.
To Archive a record from the existing records:
- Select the record you want to archive and click on the Archive down arrow icon on the screen. You will see the menu listing.
- Select the ‘Archive’ link from the menu listing to remove the record temporarily. You are prompted to respond to an alert message as shown below:
Archive Candidates Screen – Option I
I. If the Candidate that you intend to archive is connected with other roles/functions such as Contact Record and Address Book Record, then the above screen will be displayed.
- If you select the ‘Contact Record‘ check box option and click on the ‘Archive’ button. The screen refreshes by archiving the Contact Record along with the Candidate Record and displays the record(s) in the View Archive screens of Contacts and Candidates respectively.
- If you select the ‘Address Book Record‘ check box option and click on the ‘Archive’ button. The screen refreshes by archiving the Address Book Record along with the Candidate Record and displays the record(s) in the View Archive screens of Collaboration->Address Book and CRM->Candidates respectively.
- If you select both the check box options, i.e. Contact Record and Address Book Record and click on the ‘Archive’ button. The screen refreshes by archiving the Contact Record and Address Book Record along with the Candidate Record and displays the record(s) in the View Archive screens of Contacts, Address Book and Candidates respectively.
II. If the Candidate that you intend to archive has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:
Archive Candidates Screen – Option II
- Click on the ‘Archive’ button to archive the selected Candidate. The screen refreshes by archiving the selected Candidate to Candidates View Archive page.
- Click on the ‘Cancel’ button to cancel and return to Candidates home page.
You can share candidate details with others. You can share candidate from candidates screen. The employee records are by default given access to the all the users in the application.
Make a candidate public
You can make a candidate details public. The record type of the Candidate you make public from the Candidates screen is displayed as ‘Public’ against the corresponding candidate in the screen. Employees are by default made public.
Make a candidate private or unshared
You can make a candidate details private. The record type of the Candidate you make private from the Candidates screen is displayed as ‘Private’ against the corresponding candidate in the screen. Employees’ records cannot be selected for making private.
Akken Staffing allows you to export the data in a CSV (comma separated value) format which can then be imported in to other applications comfortably.
The different export options available in Candidates are:
Based on the option selected, the exported CSV file will display the column headers relevant to the option.
I. To export data using Akken option:
Select the required candidate(s) in the Candidates home page and click Akken in the Export drop-down menu. The system displays the File Download window.
In the File Download window,
- Click ‘Save’ and specify the location to save the CSV file on your computer.
- Click ‘Open’ to open the CSV file.
- Click ‘Cancel’ to cancel the exporting of candidates.
II. To export data using OutLook Export
Select the required candidate(s) in the Candidates home page and click OutLook Export in the Export drop-down menu. The system displays the File Download window.
In the File Download window,
- Click Save and specify the location to save the CSV file on your computer.
- Click Open to open the CSV file.
- Click Cancel to cancel the exporting of candidates.
You can export upto 5 sets of Candidate Skills and Experiences.
Akken Staffing supports importing of the candidates’ details that use the comma separated value (CSV) format.
Akken Staffing provides an excellent feature of creating groups of the Candidates from CRM – Candidates home page.
You can just select the list of Candidates and click on the ‘Groups‘ link. The screen refreshes by displaying the Create Group pop up window.
See the Creating Group of Contacts topic for more information on how to create group of candidates