159194 2014-02-07T15:53:04-05:00 266155 false CRM 5 2015-08-21T04:41:06-04:00 1 1 2014-02-12T14:58:30-05:00 6 17 Akken Staffing’s CRM provides the complete suite of Marketing, Sales, and Support capabilities; all with a familiar user experience. Exclusive new configuration, customization, and integration capabilities make it easier for you to deploy the Akken Staffing solution. This helps to increase your customer and candidate base, also deriving revenue for the organization. With the integrated Sales and Support areas in the Akken Staffing CRM, you can share information across your organization and implement consistent and automated processes. Available from web,  Akken Staffing’s CRM helps your organization: Build a well organized candidate and customer management system Enforces the standard business process for Marketing, Sales and Support Shortens the ramp up time for sales team for candidates Helps to manage the multiple Job Openings/Job orders with the same company or with different companies simultaneously Increase hires for sales, as well as improving the support for customers. You can use Akken Staffing’s CRM to schedule and track activities, send email, and to keep records and an activity history for each business transaction. There are new tools for managing the customer, client lists,  and marketing eCampaigns, and for tracking party responses for these initiatives. <p style="font-family: Helvetica, Arial, sans-serif;"><span style="font-size: medium;"><b style="color: rgb(0, 0, 0);">Akken Staffing’s</b><span style="color: rgb(74, 74, 74);"> CRM provides the complete suite of Marketing, Sales, and Support capabilities; all with a familiar user experience. Exclusive new configuration, customization, and integration capabilities make it easier for you to deploy the </span><span style="color: rgb(0, 0, 0);"><b>Akken Staffing</b> </span><span style="color: rgb(74, 74, 74);">solution. This helps to increase your customer and candidate base, also deriving revenue for the organization. With the integrated Sales and Support areas in the Akken Staffing CRM, you can share information across your organization and implement consistent and automated processes. Available from web,  </span><span style="color: rgb(0, 0, 0);"><b>Akken Staffing’s</b> </span><span style="color: rgb(74, 74, 74);">CRM helps your organization:</span></span></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Build a well organized candidate and customer management system</span></li> <li><span style="font-size: medium;">Enforces the standard business process for Marketing, Sales and Support</span></li> <li><span style="font-size: medium;">Shortens the ramp up time for sales team for candidates</span></li> <li><span style="font-size: medium;">Helps to manage the multiple Job Openings/Job orders with the same company or with different companies simultaneously</span></li> <li><span style="font-size: medium;">Increase hires for sales, as well as improving the support for customers.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="font-size: medium;"><span style="color: rgb(74, 74, 74);">You can use </span><b style="color: rgb(0, 0, 0);">Akken Staffing’s</b><span style="color: rgb(74, 74, 74);"> CRM to schedule and track activities, send email, and to keep records and an activity history for each business transaction. There are new tools for managing the customer, client lists,  and marketing eCampaigns, and for tracking party responses for these initiatives.</span></span></p> 266155 1046 190010 2015-04-23T09:27:38-04:00 1 2 6 17 CRM - Snapshot 2015-08-21T04:41:07-04:00 12054499 1 2014-03-24T16:49:14-04:00 4 3 SELECT TARGET LIST The select target list pop up window allows you to specify the Contacts to which the email can be sent. You can search the address book contacts from the Search Address Book Contact text box. Enter the name of the contact and click on the Search icon link. You can also reset the search functionality by clicking on the Reset link. Select the required Address Book contacts from the Address Book Contacts list box and click on the “Add” link. Result: The selected contacts will be added into the Target List Added Members box. You can click on the “select all” link, if you want to select all the address book contacts. Click on the “clear all” link to clear the selected contacts. To remove any contacts, select the required contacts from Target List Added Members list box and click on the ‘Remove’ link. Result: The selected contacts are removed from list. Clicking on the “Reload” link refreshes the screen to add the members. The Groups list box displays the list of groups existing in the contacts screen. Select the group and click on the ‘Add’ link to which you wish the email is to be sent. Result: The selected group is added to the Target List Added Member list box. You can also add the contacts or candidates by clicking on the “Add CRM Contact(s)” or “Add CRM Candidate(s)” links. Result: The screen refreshes by displaying the Search for Contact/Search for Candidate screen. You can select the respective contacts or candidates from the respective search screens to add them to the final Target List Added Members. Click on the ‘Done’ link to add the contacts or candidates in the send eCampaign/Posting compose window. Result: The selected contacts/candidates are displayed in the To text box of Compose screen. To close the window, click on the ‘Close’ link. CREATING RESPONSE AGAINST eCAMPAIGN INQUIRY eCampaign responses are created manually in the application based on inquiries received against the eCampaign. The inquiries are generally received for the candidates included in the eCampaign. When you receive the first inquiry against the eCampaign, the New Inquiries  icon is displayed informing you about the inquiry.  The count displays the number of inquiries received for the eCampaign. You can create eCampaign response activity to record and send your response. To create new response, On the eCampaigns home page, open the eCampaign you want to add response by clicking on  New Inquiries icon link. The New Inquiries pop up window is displayed.   New Inquiries Screen The New Inquiries pop up window displays the inquiries received from various recipients against the selected eCampaign. Highlight the eCampaign inquiry and double click it to respond. The eCampaign Inquiries pop up window is displayed. Refer to the below Responding to eCampaign Inquirysection for more details. To delete an inquiry, select the required inquiry and click ‘Delete’. You are prompted for deletion. Confirm the deletion in the prompt. Click Close to close the pop up window. RESPONDING TO eCAMPAIGN INQUIRY Highlight and double click an inquiry record in the New Inquiries pop up window. The system displays the Inquiry Details pop up window.   eCampaign Inquiry Details Screen  The eCampaign Inquiries pop up window displays the inquiry mail details sent by the recipient. Click on the ‘Delete’ link to delete the selected inquiry. The eCampaign inquiry is deleted from New Inquiries pop up window. Click on the ‘Respond to Inquiry’ link to perform the next step. The eCampaign Inquiries pop up window refreshes by displaying the Add Details window as shown below: To close the eCampaign Inquiries pop up window, click on the ‘Close’ link. Highlight and double click an inquiry record in the New Inquiries pop up window. The system displays the Inquiry Details pop up window.   eCampaign Inquiry Details Screen  The eCampaign Inquiries pop up window displays the inquiry mail details sent by the recipient. Click on the ‘Delete’ link to delete the selected inquiry. The eCampaign inquiry is deleted from New Inquiries pop up window. Click on the ‘Respond to Inquiry’ link to perform the next step. The eCampaign Inquiries pop up window refreshes by displaying the Add Details window as shown below: To close the eCampaign Inquiries pop up window, click on the ‘Close’ link.   eCampaign Inquiry Add Details Screen The Add Details window displays the set of check boxes that allows you to select to add for the candidate profile details. You can do the following operations in this window. The Add Details window displays the set of check boxes that allows you to edit the details of the candidate. To add more details for the selected candidate, select the required check boxes or select all the check boxes, just by selecting the “Select All/Clear All” check box. Click on the ‘Email Campaign’ link to perform the next step for creating eCampaign. The Add Details window refreshes by displaying Send eCampaign window as shown below. Click on the ‘Cancel’ link to cancel and return to previous page.   eCampaign Inquiry Compose Screen The Response to Inquiry pop up window displays the candidate profiles details and requested details with following fields and options: The From field displays the logged in user email address. If you have multiple email accounts, you want to use other than your default account, select the email address you want to use from drop down list of From field. The email address of the person from whom the inquiry is been received is displayed in the Send To text box which is non-editable. The Subject text box displays the automated message title. The Attachments field displays the resume attached of the candidate. If you choose advance editor, use formatting tools to add any special emphasis to the message text you are sending. The profile and other necessary details of the candidate are displayed in the Message text box. You can type a text message too in the message text box. Select Header or Footer you wish to apply to the message from the drop down list of Headers and Footers fields. Click on the ‘Manage Headers’ and ‘Manage Footers’ buttons to add, view, modify and delete headers and footers. See the Headers and Footers topics to know how to add the headers and footers. Click on the ‘Attach’ link to view, add or remove the file attachments. Click on the ‘Send Mail’ link to send the response for the eCampaign Inquiry. The Response to Inquiry window is closed and Responded Inquiry icon  is displayed in the eCampaign home page against the associated eCampaign. Click on the ‘Cancel’ link to cancel and return to the previous page. For more information on Edit eCampaign Compose Screen, refer to the Steps for Adding an eCampaign topic. ARCHIVE eCAMPAIGNS You can remove eCampaigns temporarily or permanently from your active eCampaigns list. The inquiries and responses that you receive and send respectively for the eCampaign will also be deleted once you delete the eCampaign. The eCampaigns that are owned by others and shared with you cannot be deleted. Archive an eCampaign To archive an eCampaign, select the eCampaign record and click on the ‘Archive’ link. You are prompted to respond to an alert message as shown below: Click on the OKbutton to archive the selected eCampaign. The screen refreshes by archiving the selected eCampaign record to eCampaign View Archive page. Click on the Cancel button to cancel and return to eCampaign home page. Delete an ECampaign To delete an eCampaign, select the eCampaign record in the eCampaign View Archive page and click on the‘Delete’ link. You are prompted to respond to an alert message as shown below: Click on the OK button to delete the selected eCampaign. Click on the Cancel button to cancel and return to eCampaign View Archive page. VIEW RESPONDED DETAILS The Responded details window displays the responded details to the corresponding eCampaign inquiry. Click on the ‘File Name’ in the attachments field to save or open the attachments, if any. Clicking on the ‘Cancel’ link from Responded Details window returns to Inquiry Details window. VIEW eCAMPAIGN INQUIRY DETAILS You can view the inquiry details sent by the recipient of the eCampaign. The details are displayed in the Inquiry Details pop up window. The Inquiry details window displays the inquiry mail details received for the corresponding eCampaign. Click on the ‘File Name’ in the attachments field to save or open the attachments, if any. Click on ‘Responded Details’ link to view the response given for the corresponding inquiry. Result: The Inquiry Details pop up window refreshes by displaying the Responded Details window. See the View Responded Details topic to know more. Clicking on the ‘Cancel’ link from Inquiry Details window returns to Responded Inquiries window. VIEW RESPONDED INQUIRIES Akken Staffing allows you to view the list of campaign responses associated with the corresponding eCampaign.  To view the responded inquiries, on the eCampaign home page, click on Responded Inquiries icon  link. The Responded Inquiries pop up window is displayed. Note: The Responded Inquiries icon is available to view when you respond to the inquiries received for the posting. The Responded Inquiries pop up window displays the list of responded inquiries for the eCampaign. In the Responded Inquiries pop up window, Click on the ‘eCampaign Details’ link to view the associated eCampaign details. The Responded Inquiries window refreshes and displays eCampaign details window. See thevView eCampaign details topic to know more. Highlight responded inquiry and double click it to view the inquiry details sent by the party. The Responded Inquiries pop up window refreshes by displaying Inquiry Details window. See the View eCampaign Inquiry details topic to know more. To close the window, click on the ‘Close’ link. SEND LIST The Send List window displays the target list for which the eCampaign is sent. The Send List window description: The Send List window displays the list of Contacts to whom the eCampaign is being sent. You can view the Name and Email of the Contact. Since the recipients of the eCampaign are automatically added as your contacts, you can modify the contact details from the Contacts List window. In the Contact List window, highlight the required contact and double click it to modify. The Contact Summary pop up window is displayed with 2 tabs. Summary, Edit. See the Edit Contact Details topic for more details. Click on the ‘Cancel’ link to return to eCampaign details window. VIEW eCAMPAIGN DETAILS You can view eCampaign details whenever it is required. To view eCampaign details, on the eCampaignsscreen, highlight the required eCampaign and double click it to view the details. The eCampaign Details pop up window is displayed. The eCampaign Details pop up window displays the candidates profiles included and sent for the eCampaign. To view the list of inquiries responded against this eCampaign, click on the ‘Responded Inquiries’ link. The eCampaign Details pop up window refreshes by displaying Responded Inquiries window. See the View Responded Inquiries topic to know more. To view the recipients list to whom eCampaign is being sent, click on the ‘Send List’ link. The eCampaign Details window refreshes by displaying the Send List window. See the Send List topic to know more. To close the window, click on the ‘Close’ link. eCAMPAIGN FLOW <p><b style="color: rgb(79, 129, 189); font-size: x-large;">SELECT TARGET LIST</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The select target list pop up window allows you to specify the Contacts to which the email can be sent.</span></p> <div><br></div> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012714886/original/eCampaigns_-_Select_Target_List.PNG?1429296128" class="inline-image" data-id="4012714886" style="cursor: default;"></p> <br> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">You can search the address book contacts from the <i>Search Address Book Contact</i> text box. Enter the name of the contact and click on the <b>Search</b> icon link.</span></li> <li><span style="font-size: medium;">You can also reset the search functionality by clicking on the <b>Reset</b> link.</span></li> <li><span style="font-size: medium;">Select the required Address Book contacts from the Address Book Contacts list box and click on the <b>“Add”</b> link. <i>Result</i>: The selected contacts will be added into the Target List Added Members box.</span></li> <li><span style="font-size: medium;">You can click on the “<b>select all</b>” link, if you want to select all the address book contacts. Click on the “<b>clear all</b>” link to clear the selected contacts.</span></li> <li><span style="font-size: medium;">To remove any contacts, select the required contacts from <i>Target List Added Members</i> list box and click on the <b>‘Remove’</b> link. <i>Result</i>: The selected contacts are removed from list.</span></li> <li><span style="font-size: medium;">Clicking on the <b>“Reload”</b> link refreshes the screen to add the members.</span></li> <li><span style="font-size: medium;">The Groups list box displays the list of groups existing in the contacts screen. Select the group and click on the <b>‘Add’</b> link to which you wish the email is to be sent. <i>Result</i>: The selected group is added to the Target List Added Member list box.</span></li> <li><span style="font-size: medium;">You can also add the contacts or candidates by clicking on the “<b>Add CRM Contact(s)</b>” or “<b>Add CRM Candidate(s)</b>” links. <i>Result</i>: The screen refreshes by displaying the <b>Search for Contact/Search for Candidate</b> screen.</span></li> <li><span style="font-size: medium;">You can select the respective contacts or candidates from the respective search screens to add them to the final Target List Added Members.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Done’</b> link to add the contacts or candidates in the send eCampaign/Posting compose window. <i>Result</i>: The selected contacts/candidates are displayed in the <b>To</b> text box of Compose screen.</span></li> <li><span style="font-size: medium;">To close the window, click on the <b>‘Close’</b> link.</span></li> </ol> <div><font color="#000000" face="Times New Roman"><br></font></div> <div><font face="Times New Roman"><span style="font-size: large; color: rgb(79, 129, 189);"><b>CREATING RESPONSE AGAINST eCAMPAIGN INQUIRY</b></span></font></div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>eCampaign</b> responses are created manually in the application based on inquiries received against the eCampaign. The inquiries are generally received for the candidates included in the eCampaign. When you receive the first inquiry against the eCampaign, the New Inquiries <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image048.jpg" alt="" width="16px" height="16px" style="cursor: default;"> icon is displayed informing you about the inquiry.  The count displays the number of inquiries received for the eCampaign.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can create eCampaign response activity to record and send your response.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To create new response,</span></p> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li><span style="font-size: medium;">On the eCampaigns home page, open the eCampaign you want to add response by clicking on <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image048.jpg" alt="" width="16px" height="16px"> New Inquiries icon link. The New Inquiries pop up window is displayed.</span></li></ol> <table cellspacing="0" width="552" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/new_inquiry-ecampaign.jpg" alt="" width="628" height="480" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74); text-align: center;"><b>New Inquiries Screen</b></p> </td></tr></tbody></table> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">The New Inquiries pop up window displays the inquiries received from various recipients against the selected eCampaign.</span></li> <li><span style="font-size: medium;">Highlight the eCampaign inquiry and double click it to respond. The eCampaign Inquiries pop up window is displayed. Refer to the below <b>Responding to eCampaign Inquiry</b>section for more details.</span></li> <li><span style="font-size: medium;">To delete an inquiry, select the required inquiry and click <b>‘Delete’</b>. You are prompted for deletion. Confirm the deletion in the prompt.</span></li> <li><span style="font-size: medium;">Click <b>Close</b> to close the pop up window.</span></li> </ol> <div><font color="#000000" face="Times New Roman"><br></font></div> <div><font face="Times New Roman"><b style="color: rgb(79, 129, 189); font-size: large;">RESPONDING TO eCAMPAIGN INQUIRY</b></font></div> </div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Highlight and double click an inquiry record in the <b>New Inquiries</b> pop up window. The system displays the <b>Inquiry Details</b> pop up window.</span></p> <table cellspacing="0" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="402.6pt"> <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/inquiry_details_ecampaign.jpg" alt="" width="803" height="538" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74); text-align: center;"><b>eCampaign Inquiry Details Screen</b></p> </td></tr></tbody></table> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li> <span style="font-size: medium;"> The eCampaign Inquiries pop up window displays the inquiry mail details sent by the recipient.</span> </li> <li><span style="font-size: medium;">Click on the <b>‘Delete’</b> link to delete the selected inquiry. The eCampaign inquiry is deleted from New Inquiries pop up window.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Respond to Inquiry’</b> link to perform the next step. The eCampaign Inquiries pop up window refreshes by displaying the <b>Add Details</b> window as shown below:</span></li> <li><span style="font-size: medium;">To close the eCampaign Inquiries pop up window, click on the ‘<b>C<strong>lose’ </strong></b>link.</span></li> </ol> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Highlight and double click an inquiry record in the <b>New Inquiries</b> pop up window. The system displays the <b>Inquiry Details</b> pop up window.</span></p> <table cellspacing="0" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="402.6pt"> <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/inquiry_details_ecampaign.jpg" alt="" width="803" height="538" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74); text-align: center;"><b>eCampaign Inquiry Details Screen</b></p> </td></tr></tbody></table> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li> <span style="font-size: xx-small;"> </span><span style="font-size: medium;">The eCampaign Inquiries pop up window displays the inquiry mail details sent by the recipient.</span> </li> <li><span style="font-size: medium;">Click on the <b>‘Delete’</b> link to delete the selected inquiry. The eCampaign inquiry is deleted from New Inquiries pop up window.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Respond to Inquiry’</b> link to perform the next step. The eCampaign Inquiries pop up window refreshes by displaying the <b>Add Details</b> window as shown below:</span></li> <li><span style="font-size: medium;">To close the eCampaign Inquiries pop up window, click on the ‘<b>C<strong>lose’ </strong></b>link.</span></li> </ol> <div> <table cellspacing="0" width="282" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Add_Details-eCampaign.jpg" alt="" width="750px" height="498px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">eCampaign Inquiry Add Details Screen</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Add Details window displays the set of check boxes that allows you to select to add for the candidate profile details. You can do the following operations in this window.</span></p> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">The Add Details window displays the set of check boxes that allows you to edit the details of the candidate.</span></li> <li><span style="font-size: medium;">To add more details for the selected candidate, select the required check boxes or select all the check boxes, just by selecting the “Select All/Clear All” check box.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Email Campaign’</b> link to perform the next step for creating eCampaign. The Add Details window refreshes by displaying Send eCampaign window as shown below.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Cancel’</b> link to cancel and return to previous page.</span></li> </ol> <table cellspacing="0" width="629" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="178.8pt"> <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_eCampaign-With_editor.gif" alt="" width="800px" height="545px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">eCampaign Inquiry Compose Screen</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Response to Inquiry pop up window displays the candidate profiles details and requested details with following fields and options:</span></p> <ol style="font-family: 'Times New Roman';"> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The<i> From</i> field displays the logged in user email address. If you have multiple email accounts, you want to use other than your default account, select the email address you want to use from drop down list of From field.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The email address of the person from whom the inquiry is been received is displayed in the Send To text box which is non-editable.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The <i>Subject</i> text box displays the automated message title.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The <i>Attachments</i> field displays the resume attached of the candidate.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">If you choose advance editor, use formatting tools to add any special emphasis to the message text you are sending.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The profile and other necessary details of the candidate are displayed in the <i>Message</i> text box.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">You can type a text message too in the message text box.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">Select Header or Footer you wish to apply to the message from the drop down list of Headers and Footers fields.</span></li> <li> <span style="font-size: medium;"><span style="color: rgb(0, 0, 0);">Click on the </span><b style="color: rgb(0, 0, 0);">‘Manage</b><span style="color: rgb(0, 0, 0);"> </span><b style="color: rgb(0, 0, 0);">Headers’</b><span style="color: rgb(0, 0, 0);"> and </span><b style="color: rgb(0, 0, 0);">‘Manage</b><span style="color: rgb(0, 0, 0);"> </span><b style="color: rgb(0, 0, 0);">Footers’</b><span style="color: rgb(0, 0, 0);"> buttons to add, view, modify and delete headers and footers. See the </span><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Manage_Headers.htm" style="color: rgb(0, 0, 0);">Headers</a><span style="color: rgb(0, 0, 0);"> and </span><b style="color: rgb(0, 0, 0);">Footers</b><span style="color: rgb(0, 0, 0);"> topics to know how to add the headers and footers.</span> </span> </li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">Click on the <b>‘Attach’</b> link to view, add or remove the file attachments.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">Click on the <b>‘Send Mail’</b> link to send the response for the eCampaign Inquiry. The Response to Inquiry window is closed and Responded Inquiry icon <img src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image082.jpg" alt="" width="16px" height="19px" style="cursor: default;"> is displayed in the eCampaign home page against the associated eCampaign.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">Click on the <b>‘Cancel’</b> link to cancel and return to the previous page.</span></li> <li> <span style="font-size: medium;"><span style="color: rgb(0, 0, 0);">For more information on Edit eCampaign Compose Screen, refer to</span><b style="color: rgb(0, 0, 0);"> t</b><span style="color: rgb(0, 0, 0);">he </span><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Adding_an_eCampaign.htm" style="color: rgb(0, 0, 0);">Steps for Adding an eCampaign</a><span style="color: rgb(0, 0, 0);"> topic.</span></span> </li> </ol> <div> <p> </p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="font-size: large; color: rgb(79, 129, 189);">ARCHIVE eCAMPAIGNS</b></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can remove eCampaigns temporarily or permanently from your active eCampaigns list. The inquiries and responses that you receive and send respectively for the eCampaign will also be deleted once you delete the eCampaign. The eCampaigns that are owned by others and shared with you cannot be deleted.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <h6><span style="font-size: medium; color: rgb(79, 129, 189);"><b>Archive an eCampaign</b></span></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To archive an eCampaign, select the eCampaign record and click on the <b>‘Archive’</b> link. You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="246"><tbody><tr><td width="100%"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Archive_eCampaigns1.gif" alt="" width="541px" height="120px" style="cursor: default;"></td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> <li>Click on the <b>OK</b>button to archive the selected eCampaign. The screen refreshes by archiving the selected eCampaign record to eCampaign View Archive page.</li> <li>Click on the <b>Cancel</b> button to cancel and return to eCampaign home page.</li> </ul> <h6><br></h6> <h6><span style="font-size: large; color: rgb(79, 129, 189);"><b>Delete an ECampaign</b></span></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To delete an eCampaign, select the eCampaign record in the eCampaign View Archive page and click on the<b>‘Delete’</b> link. You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="191"><tbody><tr><td width="100%" class="current"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/image2.jpg" alt="" width="347px" height="119px" style="cursor: default;"></td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the <b>OK</b> button to delete the selected eCampaign.</span></li> <li><span style="font-size: medium;">Click on the <b>Cancel</b> button to cancel and return to eCampaign View Archive page.</span></li> </ul> <div><font color="#4a4a4a" face="Helvetica, Arial, sans-serif"><br></font></div> </div> </div> </div> </div> <div><font face="Helvetica, Arial, sans-serif"><b style="font-size: large; color: rgb(79, 129, 189);">VIEW RESPONDED DETAILS</b></font></div> <div><br></div> <div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012714105/original/CRM_-eCampaigns_-_Responded_Details.PNG?1429294216" class="inline-image" data-id="4012714105" style="cursor: default;"></p> <br> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">The Responded details window displays the responded details to the corresponding eCampaign inquiry.</span></li> <li><span style="font-size: medium;">Click on the ‘File Name’ in the attachments field to save or open the attachments, if any.</span></li> <li><span style="font-size: medium;">Clicking on the <b>‘Cancel’</b> link from Responded Details window returns to Inquiry Details window.</span></li> </ol> <div><font color="#000000" face="Times New Roman"><br></font></div> </div> <div><font face="Times New Roman"><b style="font-size: large; color: rgb(79, 129, 189);">VIEW eCAMPAIGN INQUIRY DETAILS</b></font></div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can view the inquiry details sent by the recipient of the eCampaign. The details are displayed in the Inquiry Details pop up window</span><span style="font-size: 12px;">.</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012714591/original/eCampaigns_-_Inquiry_Details.PNG?1429295235" class="inline-image" data-id="4012714591" style="cursor: default;"></p> <br> <ol style="font-family: 'Times New Roman';"> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The Inquiry details window displays the inquiry mail details received for the corresponding eCampaign.</span></li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">Click on the ‘File Name’ in the attachments field to save or open the attachments, if any.</span></li> <li> <span style="font-size: medium;"><span style="color: rgb(0, 0, 0);">Click on </span><b style="color: rgb(0, 0, 0);">‘Responded Details’</b><span style="color: rgb(0, 0, 0);"> link to view the response given for the corresponding inquiry. </span><i style="color: rgb(0, 0, 0);">Result:</i><span style="color: rgb(0, 0, 0);"> The Inquiry Details pop up window refreshes by displaying the Responded Details window. See the <a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/Responded_Details.htm">View Responded Details</a> topic to know more.</span> </span> </li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">Clicking on the <b>‘Cancel’</b> link from Inquiry Details window returns to Responded Inquiries window.</span></li> </ol> <div><font color="#000000" face="Times New Roman" size="3"><span><br></span></font></div> </div> <div><font face="Times New Roman"><b style="color: rgb(79, 129, 189); font-size: large;">VIEW RESPONDED INQUIRIES</b></font></div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Akken </b><b>Staffing</b> allows you to view the list of campaign responses associated with the corresponding eCampaign.  To view the responded inquiries, on the eCampaign home page, click on Responded Inquiries icon <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image082.jpg" alt="" width="16px" height="19px" style="cursor: default;"> link. The Responded Inquiries pop up window is displayed.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Note</b><i><b>:</b></i> The Responded Inquiries icon is available to view when you respond to the inquiries received for the posting.</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012714750/original/eCampaigns_-_Responded_Inquiries.PNG?1429295819" class="inline-image" data-id="4012714750" style="cursor: default;"></p> <br> <ol style="font-family: 'Times New Roman';"> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">The Responded Inquiries pop up window displays the list of responded inquiries for the eCampaign. In the Responded Inquiries pop up window,</span></li> <li><span style="color: rgb(0, 0, 0); font-size: medium;">Click on the <b>‘eCampaign Details’</b> link to view the associated eCampaign details. The Responded Inquiries window refreshes and displays eCampaign details window. See thev<b><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/View_eCampaign_details.htm">View eCampaign details</a></b> topic to know more.</span></li> <li> <span style="font-size: medium;"><span style="color: rgb(0, 0, 0);">Highlight responded inquiry and double click it to view the inquiry details sent by the party. The Responded Inquiries pop up window refreshes by displaying Inquiry Details window. See the</span><span style="color: rgb(0, 0, 0);"> </span><b><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/View_eCampaign_inquiry_details.htm" style="color: rgb(0, 0, 0);">View eCampaign Inquiry details</a></b><span style="color: rgb(0, 0, 0);"> </span><span style="color: rgb(0, 0, 0);">topic to know more.</span> </span> </li> <li style="color: rgb(0, 0, 0);"><span style="font-size: medium;">To close the window, click on the <b>‘Close’</b> link.</span></li> </ol> <div><font face="Times New Roman"><b style="color: rgb(79, 129, 189); font-size: large;">SEND LIST</b></font></div> </div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Send List window displays the target list for which the eCampaign is sent.</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012714826/original/eCampaigns_-_Send_List.PNG?1429295973" class="inline-image" data-id="4012714826" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">The Send List window description:</p> <ol type="1" style="font-family: 'Times New Roman';"> <li><span style="color: rgb(0, 0, 0); font-size: medium;">The Send List window displays the list of Contacts to whom the eCampaign is being sent. You can view the Name and Email of the Contact.</span></li> <li><span style="color: rgb(0, 0, 0); font-size: medium;">Since the recipients of the eCampaign are automatically added as your contacts, you can modify the contact details from the Contacts List window.</span></li> <li><span style="color: rgb(0, 0, 0); font-size: medium;">In the Contact List window, highlight the required contact and double click it to modify. The Contact Summary pop up window is displayed with 2 tabs. Summary, Edit. See the <a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/Edit_Contact_Details.htm">Edit Contact Details</a> topic for more details.</span></li> <li><span style="color: rgb(0, 0, 0); font-size: medium;">Click on the <b><strong>‘</strong></b><strong>Cancel’</strong> link to return to eCampaign details window.</span></li> </ol> </div> <div><font color="#000000" face="Times New Roman" size="3"><span style=""><br></span></font></div> <div><font face="Times New Roman"><b style="font-size: large; color: rgb(79, 129, 189);">VIEW eCAMPAIGN DETAILS</b></font></div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can view eCampaign details whenever it is required. To view eCampaign details, on the <b>eCampaigns</b>screen, highlight the required eCampaign and double click it to view the details. The <b>eCampaign Details</b> pop up window is displayed.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012714847/original/eCampaigns_-_Details.PNG?1429296024" class="inline-image" data-id="4012714847" style="cursor: default;"></p> <br> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: large;">The eCampaign Details pop up window displays the candidates profiles included and sent for the eCampaign.</span></li> <li><span style="font-size: large;">To view the list of inquiries responded against this eCampaign, click on the <b>‘Responded Inquiries’</b> link. The eCampaign Details pop up window refreshes by displaying Responded Inquiries window. See the <b><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/View_Responded_Inquiries.htm" style="color: rgb(0, 173, 237);">View Responded Inquiries</a></b> topic to know more.</span></li> <li><span style="font-size: large;">To view the recipients list to whom eCampaign is being sent, click on the <b>‘Send List’</b> link. The eCampaign Details window refreshes by displaying the Send List window. See the <b><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/View_Contact_list.htm" style="color: rgb(0, 173, 237);">Send List</a> </b>topic to know more.</span></li> <li><span style="font-size: large;">To close the window, click on the ‘<b>C<strong>lose’ </strong></b>link.</span></li> </ol> <div><font color="#000000" face="Times New Roman" size="4"><span style=""><br></span></font></div> <div><font color="#000000" face="Times New Roman"><span style="font-size: large;"><b>eCAMPAIGN FLOW</b></span></font></div> </div> <div><font color="#000000" face="Times New Roman"><span style="font-size: large;"><b><br></b></span></font></div> <div><p><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image094.jpg" data-height="467" style="cursor: default; width: 623px; height: 467px;"></p></div> 266155 984 4000007438 2015-04-17T14:44:01-04:00 2 2 4 3 CRM - eCampaigns 2015-08-21T04:41:08-04:00 12054499 1 2014-03-24T17:30:03-04:00 4 3 MERGING CONTACTS  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 Contacts 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 Contacts main listing screen, or the quick search boxes under the column headings can be used to search. 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 is 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 Contacts 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).   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.   Exception: Contacts in CRM, when used on a Placement or Assignment are tied to an Accounting Customer record. These contact records cannot be merged. There is a column in the merge pop-up window named “Customer” which displays the values “Y” indicating there is a relation to a customer record in Accounting module or “N” indicating that only a CRM record exists in Akken.   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 a CRM Contact tied to an Accounting Customer Contact record and a CRM Contact record alone that need to be merged, Contact record tied to the Customer Contact record can be marked as the master and all duplicate CRM contact records can be merged into that record. ALL JOB ORDERS Click on the ‘all Job Orders’ link, in the Job Orders section situated at bottom Right Section of Summary Tab, to view the list of all the Job Orders of the contact. The Job Orders pop up window is displayed, showing all the Job Orders of the contact. All Job Orders screen has two links: New and Close. Click on the ‘New’ link to add a new Job Order for the contact. The Add Job order pop up window is displayed. See the Adding Job Orders topic for details. Click on the ‘Close’ to close the pop up window. EDIT JOB ORDER You can view, modify the Job Order details. You can also submit the candidates to the contact from All Job Orders screen. To view or modify Job Orders details, select the Job Order and double click it to open. The system displays the job order summary screen. Click on Edit tab to edit the details of the job order. CHANGE OWNER kken Staffing allows you to change the ownership of the records directly from the Contacts home page. To change the ownership of any contact record: Select the contact(s) for which you are the owner and click “Change Owner” link in the Contacts home page. The system displays the Select Owner screen as shown below:   Select Owner Screen Select the owner from the Select Ownerdrop-down list and click “Done”. The system displays the following alert message as shown below: Click “Close” link to close the Select Owner screen. In the above message: Click OK to change the owner of the contact. Click Cancel to cancel the alert message and return back to Select Owner screen. Note: You can select multiple contacts and change their ownership. Only current owner of the records can change the ownership.When you archive a record  using ‘Archive’ link in the Contacts 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 Staffingprovides 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 Contacts 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 Contact To make available a record from View Archive list: Select the record and click on the T‘Make Available’ link on the View Archive screen. You are prompted to respond to an alert message as shown below:   Make Available Contacts Screen – Option I I. If the Contact that you intend to make available is connected to other roles/functions such as Candidate Record and Address Book Record, then the above screen will be displayed. If you select the ‘Candidate Record‘ check box option and click on the‘Available’button. The screen refreshes by making available the Candidate Record along with the Contact Record and displays the record(s) in the home pages of Candidates and Contacts respectively. If you select the ‘Address Book Record‘ check box option and click on the ‘Available’ button. The screen refreshes by making available the Address Book Record along with the Contact Record and displays the record(s) in the home pages of Collaboration->Address Book and CRM->Contacts respectively. If you select both the check box options, i.e. Candidate Record and Address Book Record and click on the ‘Available’ button. The screen refreshes by making available the Candidate Record and Address Book Record along with the Contact Record and displays the record(s) in the home pages of Candidates, Address Book and Contacts respectively. II.  If the Contact that you intend to make available has no connection with other roles/functions in the application, then the following screen will be displayed as shown below:   Make Available Contacts Screen – Option II Click on the‘Available’ button to make available the selected contact. The screen refreshes by making available the selected Contact to the Contacts home page. Click on the‘Cancel’ button to cancel and return to View Archive page. II. Delete a Contact To permanently delete a record from the View Archive screen, Select the record and click on the ‘Delete’ link on View Archive screen. You are prompted to respond to an alert message as shown below:   Delete Contacts Screen – Option I I. If the Contact that you intend to delete is connected to other roles/functions such as Candidate Record and Address Book Record, then the above screen will be displayed. If you select the ‘Candidate Record‘ check box option and click on the‘Delete’ button.Result: The screen refreshes by deleting the Candidate Record along with the Contact Record permanently from the database. If you select the ‘Address Book Record‘ check box option and click on the ‘Delete’ button. Result: The screen refreshes by deleting the Address Book Record along with the Contact Record permanently from the database. If you select both the check box options, i.e. Candidate Record and Address Book Record and click on the ‘Delete’ button. Result: The screen refreshes by deleting the Candidate Record and Address Book Record along with the Contact Record permanently from the database II.  If the Contact that you intend to delete has no connection with other roles/functions in the application, then the following screen will be displayed as shown below:   Delete Contacts Screen – Option II ARCHIVE CONTACTS feature assists you to remove the contacts temporarily or permanently from your active contacts list. You can remove single or multiple or all records at a time. The contacts removed from the Contacts home page will be available in the Contacts View Archive page. 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 menu listing to archive the record temporarily. You are prompted to respond to an alert message as shown below:   Archive Contacts Screen – Option I I.  If the Contact that you intend to archive is connected to other roles/functions such as Candidate Record and Address Book Record, then the above screen will be displayed. If you select the ‘Candidate Record‘ check box option and click on the‘Archive’ button. The screen refreshes by archiving the Candidate Record along with the Contact Record and display the record(s) in the View Archive screens of Candidates and Contacts 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 Contact Record and displays the record(s) in the View Archive screens of Collaboration->Address Book and CRM->Contacts respectively. If you select both the check box options, i.e. Candidate Record and Address Book Record and click on the ‘Archive’ button. The screen refreshes by archiving the Candidate Record and Address Book Record along with the Contact Record and displays the record(s) in the View Archive screens of Candidates, Address Book and Contacts respectively. II.  If the Contact 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 Contacts Screen – Option II Click on the‘Archive’ button to archive the selected Contact. The screen refreshes by archiving the selected Contact to View Archive page. Click on the‘Cancel’ button to cancel and return to Contacts page IMPORTING CONTACTS Akken Staffing Akken Staffing allows you to import Contacts from a Comma Separated Value (CSV) file format. This file contains the data you would like to import into Akken Staffing. Contacts are anyone you will do business with, such as clients, prospective clients, partners, vendors, etc.  They are not Candidates.  Candidate information, such as work history, resumes, etc. is located in the CRM/Candidates module.   II. What is a Comma Separated Value (CSV) file? A Comma Separated Values (CSV) file is a computer data file used for storage of data structured in a table form. Each line in the CSV file corresponds to a row in the table. Within a line, fields are separated by commas, each field belonging to one table column. CSV files are often used for moving tabular data between two different computer programs, for example between a database program and a spreadsheet program.  It is common to create and modify CSV files in Excel.  You can convert a standard Excel file into a CSV file by saving the file in CSV format.  Most CRM and contact management programs, including Outlook, allow you to export your contacts in CSV format.   III. Setting up a CSV file You can setup a CSV file in order to import Contacts into Akken Staffing by following these steps: 1. Open the workbook you want to save for use in another program. 2. On the File menu, click Save As. 3. In the File name box, type a new name for the workbook. 4. In the Save as type list, select the CSV (Comma delimited) file format. 5. Click Save. Note: By default, some file formats save all worksheets in the workbook. If you want to save only specific worksheets, first hide each worksheet you don’t want to save. To hide the active worksheet, click Sheet on the Format menu, and then click Hide.   IV. Akken Import Template Akken Staffing provides an Excel .csv template to easily import your CSV files. This template arranges all the column headings in a sequence to easily import into Akken Staffing.  Simply copy/paste each column of information you want to import into this template (e.g. first name, last name, email address, etc.).  Make sure you keep the first row of information that contains the column headers.  The headers are used to map the information into the appropriate fields within Akken Staffing.   V. Maximum file size supported for Import The maximum import file size supported by Akken Staffing is 10MB uncompressed. The number of contact records for a 10 MB CSV file will depend upon the number of fields a contact record has. Note: The larger the file you import, the longer it will take.  Depending on your computer and internet connection, it could take 3-5 hours to import a 10MB file.  While processing the import, your Akken Staffing account will perform at a slower rate than normal.  For this reason, we recommend you import files no more than 1-2 MB is size and import at the end of your work day.   VI. Best Practices – Create a Code Before Importing Before importing the CSV file data into Akken Staffing, make sure to add the Codes and/or Search Tag columns in the CSV file. The Codes and Search Tags are great fields to map a unique ID for searching purposes and to verify accuracy once the data has been imported into Akken Staffing. a. The Code(s) you enter into the file must be unique in order to search and display the exact list you imported in the future.  This code can then by used to quality check your import as well as to use for search and marketing purposes in the future (e.g. you have a list of contacts you met at a conference – want to create an email group and market to them).  To do so, type the code in the Keyword search box with parentheses around the code.  For example: “impt090109″ or “jobfair090109″.   VII. Admin Preferences for Importing Contacts Akken Staffing does not provide the Import option by default in the Contacts home page to all users. To display this option, you must have the Import privilege enabled in Admin – User Management. To enable the Import link on Contacts home page, you can follow these steps: 1. In Admin – User Management click on the Preferences icon next to the desired employee name. 2. The screen refreshes by displaying the User Management Preferences screen. 3. Select the Import check box option under Contacts menu in CRM preferences column. 4. Click on Update link. 5. Now the Import link will be enabled and displayed on the header strip of the Contacts home page.   VIII. Importing Contacts The process of importing Contacts into Akken Staffing is described below. 1. Go to CRM – Contacts home page and click on Import. The system refreshes by displaying the Import screen, as shown below:   Import Contact Screen 2. In the above screen: Select the file format you want to import from the File Format drop-down list. The application supports importing of Comma Separated Values and Broad look Comma Separated Values files. Click on Browse button and select the CSV required file and finally click on Import link. The screen refreshes by displaying the Contacts (mapping) screen, as shown below:   Import Contact – Mapping Screen The above screen associates the fields to be mapped in the data file (CSV) to appropriate fields in Akken Staffing. In the above screen, assign each importing data field with the existing data field, by selecting from the drop-down lists for each field. Note: In order to associate the fields, the data file (CSV) must have column headings in the first row of the date file. If you select the BroadLook Comma Separated Values option under File Format drop-down list, the system automatically associates the fields in the CSV file with the fields in the Import screen.  This is used when importing files from Broadlook’s suite of internet search tools. Fields like Category, Department, Source Type, Contact Type, Company Type and Company Source will have three options in their drop-down lists. The options are:New (field name), Select (field name) and Select from CSV. If you do not find the drop-down options displayed properly, then the file you are importing is not in CSV format, or you do not have column headers in the first row of the CSV file. If this is the case, open the excel sheet and follow the process detailed in Setting up a CSV File section Selecting the New (field name) option, displays a new text box below the drop down list to enter a new entry in the drop down list. For example, New Category option in Category drop-down list. Selecting the Select (field name) option, displays another drop down list below the drop down list, with the list of already present entries in Akken Staffing to select and choose for mapping. For example, Select Category option in Category drop-down list. Selecting the Select from CSV option displays another drop-down list below the drop down list, with the list of field names from your import file, to select and choose for mapping. When you have assigned the fields correctly, click on Continue link to continue with the import process. The mapping screen refreshes by displaying the Matching Criteria Formas shown below:   Import Contact – Matching Criteria Screen In the Matching Criteria Form you can: Verify you have mapped the fields correctly from the CSV file to fields in Akken Staffing. Select the Add to Address Book check box if you want to save the imported Contact information into your Address Book in Collaboration module as well as CRM (only do this if you want the email address to auto-populate when typing in a contact record.  Use caution, it is easy to send an email to the wrong person). Perform duplicate checking.  If you select any check boxes next to a mapped field, if the exact same information is already saved in Akken Staffing, the information will not import.  If you want to update existing records in Akken Staffing based on the check boxes you select to find duplicates, then select the Update the existing record with the importing Data check box if you want to update existing contact records in CRM and/or the Address Book with the information contained in the CSV file  (e.g. select the check box next to “Update the existing record with the importing data” and select the check box next to “Email”.  When you import the CSV file, if the same email address if found, that record will be updated with the information mapped from the CSV file.  This is an advanced feature.  It is a great way to update lots of records at once). Select the Select All/Clear All check box if you want to select/clear all the fields in the Mapping Criteria Form. Click on Change Mapping link if you want to change any mapped fields criteria. The system refreshes by displaying the Contacts (mapping) screen. Click on Continue link if the mapping criteria of the fields to be mapped are correct. The system displays the following message: In the above message: Click on OK button to continue with the import. Click on Cancel to cancel and return back to Mapping Criteria Form. Once you click on the OK button, the Matching Criteria From refreshes by displaying Contacts home page with the new contact details. Note: This process may take several minutes or several hours depending on the size of the file. To verify whether the contacts have been imported successfully into Akken Staffing, go to Contacts home page and enter the unique tag or code you entered into the CSV file prior to importing in the Search for Keyword(s) field. OR Specify Contact Name, Company Name, Phone, State, Owner, Created Date or Modified Date in the respective field in the Contacts home page and press Enter. If the import was successful, the system displays the contact record containing the data you specified in the above fields. Note: It should be noted that the user who has imported the contacts into Akken Staffing becomes the owner of the contact records. EDIT TAB Clicking on Edit tab displays the selected contact details to modify and update, as shown below: The Contact Edit Tab screen has 4 check boxes at the top of the window: Do Not Call – Select this checkbox if the contact prefers not to be called at the provided phone numbers. Do Not Email – Select this checkbox if the contact prefers not to be emailed at his provided email addresses. Left Company – Select this checkbox if the contact has left the company, with whom he was associated and is no more attached to that company. Display as Main Contact for Company – Select this checkbox if you want to display the contact as a Main Contact on the Company Summary screen. Below the above 4 checkboxes, the Contact Edit Tab screen has three sections: Contact Information,Company Information and Company Opportunity Information. Modify the contact details in any of the sections except company information. Click on the ‘Update’ link to save the details. Result: The Edit Contact screen refreshes by saving the modifications and a message is displayed at the top of the screen in red font,Contact has been updated successfully. The Company field in the contact information section displays the ‘Company Name’ in a link form. Click on the ‘Company Name’ link. The system displays the summary screen of that particular company. You can also have an option to change the company by clicking on the ‘Change’ link. The system displays the company search screen allowing you to select the required company. See the Search for Company topic for more details. You can also edit or create a new company by clicking on the corresponding ‘edit’ or ‘new’links. You can click on the ‘remove’ link to clear the company information. The system clears the data in the text inputs fields of Company Information section. To close the window, click on the ‘Close’ link. Alert for Update Company When you edit the company information in the Company Information section and click on the ‘Update’ link. The system displays the following alert message as shown below: Click on the Yesbutton to save the changes made to the Company record as well as Contact record. Click on the Nobutton to save the changes to the Contact fields only. Click on theCancel button to close the alert  ALL CANDIDATES Click on the ‘all Candidates’ link, in the Candidates section situated at bottom Right Section of Summary Tab, to view the list of all the candidates of the contact. The Candidates pop up window is displayed, showing all the candidates of the contact. All Candidates screen has two links: New and Close. Click on the ‘New’ link, to add a new candidate for the contact. The Add Candidate pop up window is displayed with 12 tabs. See the Adding Candidates topic for more details. Click on the ‘Close’ to close the pop up window. Edit Candidate To edit the candidate details, highlight the required candidate and double click it to modify. The Candidate Screen pops up with 11 tabs, with Summary tab displayed. See the Edit Candidate Details topic for details. REPLACEMENT DOCUMENT To replace a document, click on the T‘replace existing’ link in the Documents Section situated at bottom Right Section of Summary Tab. Result: The Replace Document pop up window is displayed.   Replace Document Screen Enter the title of the document in the Title text box. Click on the Browse button and locate the document on your computer. Enter any specific information about the document in the Notes textarea. Click on the T‘Update’T link to upload the document file. The old document is replaced and the new document is added in the Documents Section situated at bottom Right Section of Summary Tab. Note: If the document to be replaced is not present in Documents Section, then it will be added as a new document. If the document to be replaced is already present in DocumentsSection, then it will be replaced with the new uploaded document. To close the pop up window, click on the ‘Close’ link. <p><b style="color: rgb(79, 129, 189); font-size: x-large;">MERGING CONTACTS</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: 12px;"><a href="http://help.akken.com/wp-content/uploads/2012/04/merging-contacts.jpg" rel="lightbox[9484]" title="merging contacts"><br></a></span></p> <p><a href="http://help.akken.com/wp-content/uploads/2012/04/merging-contacts.jpg" rel="lightbox[9484]" title="merging contacts"><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012715235/original/Merge.PNG?1429296927" class="inline-image" data-id="4012715235" style="cursor: default;"></a></p> <a href="http://help.akken.com/wp-content/uploads/2012/04/merging-contacts.jpg" rel="lightbox[9484]" title="merging contacts"> <br></a><p></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b> </b><b>1. Introduced a new preference, “Merge”, for CRM under Companies, Contacts and Candidates in Admin – User Management – Preferences</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">2) Introduced a new link, “Merge Records” in CRM Contacts main listing screen.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012715282/original/Merge_Records.PNG?1429297043" class="inline-image" data-id="4012715282" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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 Contacts main listing screen, or the quick search boxes under the column headings can be used to search.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012717485/original/Merge_Records_-_Search.PNG?1429300605" class="inline-image" data-id="4012717485" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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”.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012716330/original/Duplicates.PNG?1429299094" class="inline-image" data-id="4012716330" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">This will launch a pop-up window with the same search results as displayed below:</p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012716438/original/Merge_Records_2.PNG?1429299239" class="inline-image" data-id="4012716438" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The link <b>“Remove from Merge List”</b> 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”.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The link <b>“Mark as Master” </b>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”.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012716477/original/Merge_Records_-_Master.PNG?1429299413" class="inline-image" data-id="4012716477" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Whichever record is selected as the Master is the record that will be displayed within CRM, and all other records displayed on the screen will be merged into the Master record.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012717435/original/Merge_Records_-_Summary.PNG?1429300428" class="inline-image" data-id="4012717435" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Once a master record has been selected, click on the “Merge” button at the bottom of the screen.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012717455/original/Merge_Records_-_Merge.PNG?1429300493" class="inline-image" data-id="4012717455" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Akken will then request confirmation of the merge and provide the quantity of the records being merged into the Master.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Contacts_Merging_files/image019.jpg" alt="" width="496" height="167" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">After the user clicks on OK on the above pop-up, Akken will then merge the unselected records into the selected (master) record.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="color: rgb(0, 0, 0); font-size: medium;">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).</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">A pop-up confirmation will be displayed upon successful completion.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Contacts_Merging_files/image021.jpg" alt="" width="512" height="198" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The user will be brought back to the main Contacts listing screen with the original search retained and the master record visible.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012718029/original/Merge_Records_-_Master_2.PNG?1429301789" class="inline-image" data-id="4012718029" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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”. </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"></span></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012718133/original/Merge_Records_-_Merged_Yes.PNG?1429302179" class="inline-image" data-id="4012718133" style="cursor: default;"></p> <p></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Click on the hyperlink “Yes” to view the details of the records that were merged or click on the documents panel.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012718153/original/Merge_Records_-_Merged_Yes_2.PNG?1429302232" class="inline-image" data-id="4012718153" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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).</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b><span style="color: red;">Exception:</span></b> <i>Contacts in CRM, when used on a Placement or Assignment are tied to an Accounting Customer record. These contact records cannot be merged</i>. There is a column in the merge pop-up window named “Customer” which displays the values “Y” indicating there is a relation to a customer record in Accounting module or “N” indicating that only a CRM record exists in Akken.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">A pop-up message will be displayed when such a record exists in the search results and the “Merge” button is clicked.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Contacts_Merging_files/image031.jpg" alt="" width="491" height="206" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">If there is a CRM Contact tied to an Accounting Customer Contact record and a CRM Contact record alone that need to be merged, Contact record tied to the Customer Contact record can be marked as the master and all duplicate CRM contact records can be merged into that record.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="font-size: x-large; color: rgb(79, 129, 189);">ALL JOB ORDERS</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Click on the <b>‘all Job Orders’</b> link, in the <i>Job Orders</i> section situated at bottom Right Section of Summary Tab, to view the list of all the Job Orders of the contact. The Job Orders pop up window is displayed, showing all the Job Orders of the contact.</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012719331/original/All_JOs.PNG?1429305103" class="inline-image" data-id="4012719331" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">All Job Orders screen has two links: <b>New</b> and <b>Close</b>.</span></p> <ul style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the <b>‘New’ </b>link to add a new Job Order for the contact. The Add Job order pop up window is displayed. See the <b><a href="https://appserver4.akken.com/BSOS/Help/CRM_UM/Adding_Job_Orders.htm" style="color: rgb(0, 173, 237);">Adding Job Orders</a></b> topic for details.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Close’</b> to close the pop up window.</span></li> </ul> <div> <h5 style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><br></h5> <h5 style="font-family: 'Times New Roman';"><b style="font-size: x-large; color: rgb(79, 129, 189);">EDIT JOB ORDER</b></h5> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can view, modify the Job Order details. You can also submit the candidates to the contact from All Job Orders screen. To view or modify Job Orders details, select the Job Order and double click it to open. The system displays the job order summary screen. Click on <b>Edit</b> tab to edit the details of the job order.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="font-size: x-large; color: rgb(79, 129, 189);"><b>CHANGE OWNER</b></span></p> <p> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>kken Staffing</b> allows you to change the ownership of the records directly from the <b>Contacts</b> home page.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To change the ownership of any contact record:</span></p> <ol type="1"><li><span style="font-size: medium;">Select the contact(s) for which you are the owner and click <b>“Change Owner”</b> link in the Contacts home page. The system displays the <b>Select Owner</b> screen as shown below:</span></li></ol> <table cellspacing="0" width="378"><tbody><tr><td width="100%"> <img src="https://appserver1.akken.com/BSOS/Help/CRM_UM/Change_Owner_screen.gif" alt="" width="450px" height="82px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74); text-align: center;"><b>Select Owner Screen</b></p> </td></tr></tbody></table> <ol type="1"> <li><span style="font-size: medium;">Select the owner from the <b>Select Owner</b>drop-down list and click <b>“Done”</b>. The system displays the following alert message as shown below:</span></li> <li><span style="font-size: medium;">Click “<b>Close”</b> link to close the <b>Select Owner</b> screen.</span></li> </ol> <table cellspacing="0" width="314"><tbody><tr><td width="100%"><img src="https://appserver1.akken.com/BSOS/Help/CRM_UM/Change_Owner-Alert.gif" alt="" width="490px" height="115px" style="cursor: default;"></td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">In the above message:</span></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click <b>OK</b> to change the owner of the contact.</span></li> <li><span style="font-size: medium;">Click <b>Cancel</b> to cancel the alert message and return back to <b>Select Owner</b> screen.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Note</b>: You can select multiple contacts and change their ownership. Only current owner of the records can change the ownership.<span>When you archive a record </span></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="line-height: 1.3; font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><span>using</span><span> </span><b>‘Archive’</b><span> </span><span>link in the Contacts 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</span><span> </span><b>Akken Staffing</b><span> </span><span>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,</span><span> </span><b>Akken Staffing</b><span>provides the ‘</span><b>View Archive</b><span>’ feature where you can retrieve or permanently remove a record from the application.</span></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Click on the <b>Archive</b> down arrow icon  on the Contacts home page. You will see the menu listing:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Click on the ‘<b>View Archive</b>’ link to view the list of the records deleted temporarily from the menu listing. <i>Result</i>: The screen refreshes by displaying the View Archive screen. You can either make the record available or permanently delete the record from the application.</span></p> <h6><br></h6> <h6><b style="font-size: large; color: rgb(79, 129, 189);">I. Make Available a Contact</b></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To make available a record from View Archive list:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Select the record and click on the T<b>‘Make Available’ </b>link on the View Archive screen. You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="287"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/make_available_contact.jpg" alt="" width="500px" height="323px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Make Available Contacts Screen – Option I</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><b><br></b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">I. If the Contact that you intend to make available is connected to other roles/functions such as Candidate Record and Address Book Record, then the above screen will be displayed.</b></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">If you select the ‘<b>Candidate Record</b>‘ check box option and click on the<b>‘Available’</b>button. The screen refreshes by making available the Candidate Record along with the Contact Record and displays the record(s) in the home pages of Candidates and Contacts respectively.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Address Book Record</b>‘ check box option and click on the <b>‘Available’</b> button. The screen refreshes by making available the Address Book Record along with the Contact Record and displays the record(s) in the home pages of Collaboration-&gt;Address Book and CRM-&gt;Contacts respectively.</span></li> <li><span style="font-size: medium;">If you select both the check box options, i.e. Candidate Record and Address Book Record and click on the <b>‘Available’</b> button. The screen refreshes by making available the Candidate Record and Address Book Record along with the Contact Record and displays the record(s) in the home pages of Candidates, Address Book and Contacts respectively.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II.  If the Contact that you intend to make available has no connection with other roles/functions in the application, then the following screen will be displayed as shown below:</b></p> <table cellspacing="0" width="428"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Make_Contacts_Available1.gif" alt="" width="500px" height="192px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Make Available Contacts Screen – Option II</p> </td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the<b>‘Available’</b> button to make available the selected contact. The screen refreshes by making available the selected Contact to the Contacts home page.</span></li> <li><span style="font-size: medium;">Click on the<b>‘Cancel’</b> button to cancel and return to View Archive page.</span></li> <li style="font-size: 12px;"><br></li> </ul> <h6><b style="font-size: large; color: rgb(79, 129, 189);">II. Delete a Contact</b></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To permanently delete a record from the View Archive screen,</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Select the record and click on the <b>‘Delete’ </b>link on View Archive screen. You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="403"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/delete_contact_message.jpg" alt="" width="500px" height="306px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Delete Contacts Screen – Option I</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">I. If the Contact that you intend to delete is connected to other roles/functions such as Candidate Record and Address Book Record, then the above screen will be displayed.</b></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">If you select the ‘<b>Candidate Record</b>‘ check box option and click on the<b>‘Delete’</b> button.<i>Result</i>: The screen refreshes by deleting the Candidate Record along with the Contact Record permanently from the database.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Address Book Record</b>‘ check box option and click on the <b>‘Delete’</b> button. <i>Result</i>: The screen refreshes by deleting the Address Book Record along with the Contact Record permanently from the database.</span></li> <li><span style="font-size: medium;">If you select both the check box options, i.e. Candidate Record and Address Book Record and click on the <b>‘Delete’</b> button. <i>Result</i>: The screen refreshes by deleting the Candidate Record and Address Book Record along with the Contact Record permanently from the database</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II.  If the Contact that you intend to delete has no connection with other roles/functions in the application, then the following screen will be displayed as shown below:</b></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p></p> <table cellspacing="0" width="219"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Delete_Contacts1.gif" alt="" width="500px" height="191px" style="border: 0px; cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Delete Contacts Screen – Option II</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="color: rgb(79, 129, 189); font-size: x-large;">ARCHIVE CONTACTS</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">feature assists you to remove the contacts temporarily or permanently from your active contacts list. You can remove single or multiple or all records at a time. The contacts removed from the Contacts home page will be available in the Contacts View Archive page.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To Archive a record from the existing records:</span></p> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Select the record you want to archive and click on the Archive down arrow icon <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image013.gif" alt="" width="15px" height="16px" style="cursor: default;"> on the screen. You will see the menu listing.</span></li> <li><span style="font-size: medium;">Select the <b>‘Archive’</b> link from menu listing to archive the record temporarily. You are prompted to respond to an alert message as shown below:</span></li> </ol> <table cellspacing="0" width="93" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/archive_contact_message.jpg" alt="" width="500px" height="306px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Archive Contacts Screen – Option I</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">I.  If the Contact that you intend to archive is connected to other roles/functions such as Candidate Record and Address Book Record, then the above screen will be displayed.</b></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">If you select the ‘<b>Candidate Record</b>‘ check box option and click on the<b>‘Archive’</b> button. The screen refreshes by archiving the Candidate Record along with the Contact Record and display the record(s) in the View Archive screens of Candidates and Contacts respectively.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Address Book Record</b>‘ check box option and click on the <b>‘Archive’</b> button. The screen refreshes by archiving the Address Book Record along with the Contact Record and displays the record(s) in the View Archive screens of Collaboration-&gt;Address Book and CRM-&gt;Contacts respectively.</span></li> <li><span style="font-size: medium;">If you select both the check box options, i.e. Candidate Record and Address Book Record and click on the <b>‘Archive’</b> button. The screen refreshes by archiving the Candidate Record and Address Book Record along with the Contact Record and displays the record(s) in the View Archive screens of Candidates, Address Book and Contacts respectively.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II.  If the Contact 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:</b></p> <table cellspacing="0" width="275" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Archive_Contacts1.gif" alt="" width="500px" height="193px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Archive Contacts Screen – Option II</p> </td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the<b>‘Archive’</b> button to archive the selected Contact. The screen refreshes by archiving the selected Contact to View Archive page.</span></li> <li><span style="font-size: medium;">Click on the<b>‘Cancel’</b> button to cancel and return to Contacts page</span></li> </ul> <div><font color="#4a4a4a"><br></font></div> <div><font><b style="font-size: large; color: rgb(79, 129, 189);">IMPORTING CONTACTS</b></font></div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Akken Staffing</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Akken Staffing</b> allows you to import Contacts from a Comma Separated Value (CSV) file format. This file contains the data you would like to import into Akken Staffing.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Contacts are anyone you will do business with, such as clients, prospective clients, partners, vendors, etc.  They are not Candidates.  Candidate information, such as work history, resumes, etc. is located in the CRM/Candidates module.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II. What is a Comma Separated Value (CSV) file?</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">A Comma Separated Values (CSV) file is a computer data file used for storage of data structured in a table form. Each line in the CSV file corresponds to a row in the table. Within a line, fields are separated by commas, each field belonging to one table column. CSV files are often used for moving tabular data between two different computer programs, for example between a database program and a spreadsheet program.  It is common to create and modify CSV files in Excel.  You can convert a standard Excel file into a CSV file by saving the file in CSV format.  Most CRM and contact management programs, including Outlook, allow you to export your contacts in CSV format.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>III. Setting up a CSV file</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can setup a CSV file in order to import Contacts into Akken Staffing by following these steps:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">1. Open the workbook you want to save for use in another program.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">2. On the File menu, click <b>Save As</b>.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">3. In the File name box, type a new name for the workbook.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">4. In the Save as type list, select the CSV (Comma delimited) file format.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">5. Click <b>Save</b>.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">Note: By default, some file formats save all worksheets in the workbook. If you want to save only specific worksheets, first hide each worksheet you don’t want to save. To hide the active worksheet, click Sheet on the Format menu, and then click Hide.</b></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">IV. Akken Import Template</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Akken Staffing provides an Excel .csv template to easily import your CSV files. This template arranges all the column headings in a sequence to easily import into Akken Staffing.  Simply copy/paste each column of information you want to import into this template (e.g. first name, last name, email address, etc.).  Make sure you keep the first row of information that contains the column headers.  The headers are used to map the information into the appropriate fields within Akken Staffing.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">V. Maximum file size supported for Import</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The maximum import file size supported by Akken Staffing is 10MB uncompressed. The number of contact records for a 10 MB CSV file will depend upon the number of fields a contact record has.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Note</b>: The larger the file you import, the longer it will take.  Depending on your computer and internet connection, it could take 3-5 hours to import a 10MB file.  While processing the import, your Akken Staffing account will perform at a slower rate than normal.  For this reason, we recommend you import files no more than 1-2 MB is size and import at the end of your work day.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">VI. Best Practices – Create a Code Before Importing</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Before importing the CSV file data into Akken Staffing, make sure to add the Codes and/or Search Tag columns in the CSV file. The Codes and Search Tags are great fields to map a unique ID for searching purposes and to verify accuracy once the data has been imported into Akken Staffing.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">a. The Code(s) you enter into the file must be unique in order to search and display the exact list you imported in the future.  This code can then by used to quality check your import as well as to use for search and marketing purposes in the future (e.g. you have a list of contacts you met at a conference – want to create an email group and market to them).  To do so, type the code in the Keyword search box with parentheses around the code.  For example: “impt090109″ or “jobfair090109″.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">VII. Admin Preferences for Importing Contacts</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Akken Staffing does not provide the Import option by default in the Contacts home page to all users. To display this option, you must have the Import privilege enabled in Admin – User Management.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To enable the <b>Import</b> link on Contacts home page, you can follow these steps:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">1. In Admin – User Management click on the Preferences icon next to the desired employee name.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">2. The screen refreshes by displaying the User Management Preferences screen.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">3. Select the <b>Import</b> check box option under Contacts menu in <b>CRM preferences</b> column.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">4. Click on <b>Update</b> link.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">5. Now the <b>Import</b> link will be enabled and displayed on the header strip of the Contacts home page.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">VIII. Importing Contacts</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The process of importing Contacts into Akken Staffing is described below.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">1. Go to <b>CRM – Contacts</b> home page and click on <b>Import</b>. The system refreshes by displaying the Import screen, as shown below:</span></p> <table cellspacing="0" width="683" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Import_Contact_Screen.jpg" alt="" width="750px" height="153px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Import Contact Screen</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">2. In the above screen:</span></p> <ol type="a" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Select the file format you want to import from the <b>File Format</b> drop-down list. The application supports importing of <b>Comma Separated Values</b> and <b>Broad look Comma Separated Values</b> files.</span></li> <li><span style="font-size: medium;">Click on <b>Browse</b> button and select the CSV required file and finally click on <b>Import</b> link. The screen refreshes by displaying the Contacts (mapping) screen, as shown below:</span></li> </ol> <table cellspacing="0" width="583" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Import_Contact-Mapping_Screen.jpg" alt="" width="700px" height="688px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Import Contact – Mapping Screen</p> </td></tr></tbody></table> <ol type="a" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li><span style="font-size: medium;">The above screen associates the fields to be mapped in the data file (CSV) to appropriate fields in Akken Staffing. In the above screen, assign each importing data field with the existing data field, by selecting from the drop-down lists for each field.</span></li></ol> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">Note:</b></p> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li> <ol type="1"> <li><span style="font-size: medium;">In order to associate the fields, the data file (CSV) must have column headings in the first row of the date file.</span></li> <li><span style="font-size: medium;">If you select the BroadLook Comma Separated Values option under File Format drop-down list, the system automatically associates the fields in the CSV file with the fields in the Import screen.  This is used when importing files from Broadlook’s suite of internet search tools.</span></li> <li><span style="font-size: medium;">Fields like Category, Department, Source Type, Contact Type, Company Type and Company Source will have three options in their drop-down lists. The options are:<b>New (field name), Select (field name) </b>and<b> Select from CSV</b>.</span></li> </ol> <ol type="1"><li><span style="font-size: medium;">If you do not find the drop-down options displayed properly, then the file you are importing is not in CSV format, or you do not have column headers in the first row of the CSV file. If this is the case, open the excel sheet and follow the process detailed in Setting up a CSV File section</span></li></ol> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Selecting the <b>New</b> (field name) option, displays a new text box below the drop down list to enter a new entry in the drop down list. For example, New Category option in Category drop-down list.</span></li> <li><span style="font-size: medium;">Selecting the <b>Select</b> (field name) option, displays another drop down list below the drop down list, with the list of already present entries in Akken Staffing to select and choose for mapping. For example, Select <b>Category</b> option in <b>Category</b> drop-down list.</span></li> <li><span style="font-size: medium;">Selecting the <b>Select from CSV</b> option displays another drop-down list below the drop down list, with the list of field names from your import file, to select and choose for mapping.</span></li> </ul> </li></ol> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li><span style="font-size: medium;">When you have assigned the fields correctly, click on <b>Continue</b> link to continue with the import process. The mapping screen refreshes by displaying the <b>Matching Criteria Form</b>as shown below:</span></li></ol> <table cellspacing="0" width="725" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <span style="font-size: medium;"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Import_Contact-Mat.jpg" alt="" width="800px" height="694px" style="cursor: default;"> </span><p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Import Contact – Matching Criteria Screen</span></p> </td></tr></tbody></table> <ol type="a" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li><b style="font-size: medium;">In the Matching Criteria Form you can:</b></li></ol> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Verify you have mapped the fields correctly from the CSV file to fields in Akken Staffing.</span></li> <li><span style="font-size: medium;">Select the <b>Add to Address Book</b> check box if you want to save the imported Contact information into your Address Book in Collaboration module as well as CRM (only do this if you want the email address to auto-populate when typing in a contact record.  Use caution, it is easy to send an email to the wrong person).</span></li> <li> <span style="font-size: medium;"><b>Perform duplicate checking</b>.  If you select any check boxes next to a mapped field, if the exact same information is already saved in Akken Staffing, the information will not import.  If you want to update existing records in Akken Staffing based on the check boxes you select to find duplicates, then select the Update the existing record with the importing Data check box if you want to update existing contact records in CRM and/or the Address Book with the information contained in the CSV file  (e.g. select the check box next to “Update the existing record with the importing data” and select the check box next to “Email”.  When you import the CSV file, if the same email address if found, that record will be updated with the information mapped from the CSV file.  This is an advanced feature.  It is a great way to update lots of records at once).</span> </li> <li><span style="font-size: medium;">Select the <b>Select All/Clear All</b> check box if you want to select/clear all the fields in the <b>Mapping Criteria Form</b>.</span></li> </ul> <ol type="a" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Click on <b>Change Mapping</b> link if you want to change any mapped fields criteria. The system refreshes by displaying the Contacts (mapping) screen.</span></li> <li><span style="font-size: medium;">Click on <b>Continue</b> link if the mapping criteria of the fields to be mapped are correct. The system displays the following message:</span></li> </ol> <table cellspacing="0" width="289" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/alert_message-import_data.jpg" alt="" width="341px" height="119px" style="cursor: default;"></td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">In the above message:</span></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><li> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif;"> <li><span style="font-size: medium;">Click on <b>OK</b> button to continue with the import.</span></li> <li><span style="font-size: medium;">Click on <b>Cancel</b> to cancel and return back to Mapping Criteria Form.</span></li> </ul> </li></ul> <ol type="a" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li><span style="font-size: medium;">Once you click on the <b>OK</b> button, the Matching Criteria From refreshes by displaying Contacts home page with the new contact details.</span></li></ol> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Note</b>: This process may take several minutes or several hours depending on the size of the file.</span></p> <ol type="a" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium;"><li>To verify whether the contacts have been imported successfully into Akken Staffing, go to Contacts home page and enter the unique tag or code you entered into the CSV file prior to importing in the Search for Keyword(s) field. OR</li></ol> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Specify Contact Name, Company Name, Phone, State, Owner, Created Date or Modified Date in the respective field in the Contacts home page and press <b>Enter</b>. If the import was successful, the system displays the contact record containing the data you specified in the above fields.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Note: It should be noted that the user who has imported the contacts into Akken Staffing becomes the owner of the contact records.</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="color: rgb(79, 129, 189); font-size: large;">EDIT TAB</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Clicking on Edit tab displays the selected contact details to modify and update, as shown below:</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012768499/original/Edit_Settings.PNG?1429537385" class="inline-image" data-id="4012768499" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Contact Edit Tab screen has 4 check boxes at the top of the window:</span></p> <ul style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li> <span style="font-size: medium;"><b>Do Not Call</b> – Select this checkbox if the contact prefers not to be called at the provided phone numbers.</span> </li> <li> <span style="font-size: medium;"><b>Do Not Email</b> – Select this checkbox if the contact prefers not to be emailed at his provided email addresses.</span> </li> <li> <span style="font-size: medium;"><b>Left Company</b> – Select this checkbox if the contact has left the company, with whom he was associated and is no more attached to that company.</span> </li> <li> <span style="font-size: medium;"><b>Display as Main Contact for Company</b> – Select this checkbox if you want to display the contact as a Main Contact on the Company Summary screen.</span> </li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Below the above 4 checkboxes, the Contact Edit Tab screen has three sections: <b>Contact Information</b>,<b>Company Information</b> and <b>Company</b> <b>Opportunity Information</b>.</span></p> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Modify the contact details in any of the sections except company information.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Update’</b> link to save the details. <i>Result:</i> The Edit Contact screen refreshes by saving the modifications and a message is displayed at the top of the screen in red font,<span style="color: red;">Contact has been updated successfully</span>.</span></li> <li><span style="font-size: medium;">The <i>Company</i> field in the contact information section displays the ‘<b>Company Name’</b> in a link form. Click on the ‘<b>Company Name’</b> link. The system displays the summary screen of that particular company.</span></li> <li><span style="font-size: medium;">You can also have an option to change the company by clicking on the ‘<b>Change’</b> link. The system displays the company search screen allowing you to select the required company. See the <a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/Search_for_Company.htm" style="color: rgb(0, 173, 237);">Search for Company</a> topic for more details.</span></li> <li><span style="font-size: medium;">You can also edit or create a new company by clicking on the corresponding ‘<b>edit’</b> or ‘<b>new’</b>links.</span></li> <li><span style="font-size: medium;">You can click on the ‘<b>remove’</b> link to clear the company information. The system clears the data in the text inputs fields of Company Information section.</span></li> <li><span style="font-size: medium;">To close the window, click on the <b>‘Close’</b> link.</span></li> </ol> <div> <h6 style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><br></h6> <h6 style="font-family: 'Times New Roman';"><span style="color: rgb(79, 129, 189); font-size: medium;"><b>Alert for Update Company</b></span></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">When you edit the company information in the Company Information section and click on the <b>‘Update’</b> link. The system displays the following alert message as shown below:</span></p> <table cellspacing="0" width="260" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Alert_for_Update_Company.gif" alt="" width="501px" height="197px" style="cursor: default;"><br><br><br> </td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the <b>Yes</b>button to save the changes made to the Company record as well as Contact record.</span></li> <li><span style="font-size: medium;">Click on the <b>No</b>button to save the changes to the Contact fields only.</span></li> <li><span style="font-size: medium;">Click on the<b>Cancel</b> button to close the alert </span></li> </ul> </div> </div> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="font-size: large; color: rgb(79, 129, 189);">ALL CANDIDATES</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Click on the <b>‘all Candidates’</b> link, in the <i>Candidates</i> section situated at bottom Right Section of Summary Tab, to view the list of all the candidates of the contact. The Candidates pop up window is displayed, showing all the candidates of the contact.</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012768576/original/All_Candidates.PNG?1429537486" class="inline-image" data-id="4012768576" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">All Candidates screen has two links: <b>New</b> and <b>Close</b>.</span></p> <ul style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the <b>‘New’</b> link, to add a new candidate for the contact. The Add Candidate pop up window is displayed with 12 tabs. See the <b><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/Add_new_candidate.htm" style="color: rgb(0, 173, 237);">Adding Candidates</a></b> topic for more details.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Close’</b> to close the pop up window.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b>Edit Candidate</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To edit the candidate details, highlight the required candidate and double click it to modify. The Candidate Screen pops up with 11 tabs, with Summary tab displayed. See the <b><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/Edit_Candidate_details.htm" style="color: rgb(0, 173, 237);">Edit Candidate Details</a></b> topic for details.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="font-size: large; color: rgb(79, 129, 189);">REPLACEMENT DOCUMENT</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To replace a document, click on the T<b>‘replace existing</b>’ link in the <i>Documents</i> Section situated at bottom Right Section of Summary Tab. <i>Result:</i> The Replace Document pop up window is displayed.</span></p> <table cellspacing="0" width="485" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%" class="current"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/replace_document.jpg" alt="" width="628" height="332" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74); text-align: center;"><b>Replace Document Screen</b></p> </td></tr></tbody></table> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Enter the title of the document in the <i>Title</i> text box.</span></li> <li><span style="font-size: medium;">Click on the <b>Browse</b> button and locate the document on your computer.</span></li> <li><span style="font-size: medium;">Enter any specific information about the document in the <i>Notes</i> textarea.</span></li> <li><span style="font-size: medium;">Click on the T<b>‘Update’T</b> link to upload the document file. The old document is replaced and the new document is added in the <i>Documents</i> Section situated at bottom Right Section of Summary Tab.</span></li> <li> <span style="font-size: medium;"><b>Note:</b> If the document to be replaced is not present in <i>Documents</i> Section, then it will be added as a new document. If the document to be replaced is already present in <i>Documents</i>Section, then it will be replaced with the new uploaded document.</span> </li> <li><span style="font-size: medium;">To close the pop up window, click on the <b>‘Close’</b> link.</span></li> </ol> </div> 266155 1030 4000007442 2015-04-20T09:45:14-04:00 3 2 4 3 CRM - Contacts 2015-08-21T04:41:08-04:00 12054499 1 2014-03-24T17:51:32-04:00 3 1 MERGING COMPANIES 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 Companies 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 Companies main listing screen, or the quick search boxes under the column headings can be used to search. 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 is 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 Companies 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).   Contacts, 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.   Exception: When Candidates in CRM are placed on Job Orders, Company on the job order is tied to an Accounting Customer record. These company records cannot be merged. There is a column in the merge pop-up window named “Customer” which displays the values “Y” indicating there is a relation to a customer record in Accounting module or “N” indicating that only a CRM record exists in Akken.   A pop-up message will be displayed in the search results screen when a record exists that is tied to an accounting Customer record and the “Merge” button is clicked.   If there is a Customer record and a Company record that need to be merged, the Customer record can be marked as the master and all duplicate company records can be merged into the Customer record. SUMMARY TAB The Summary tab displays the summary of the selected Company’s details. The Summary tab screen is divided into three sections: Top, Left and Right. In the Company Summary screen, You can create a new contact from the Contacts section. Click on New link available in the Contacts section. The system displays the Add Contact screen with company address populated by default. You will also find the edit address link below the Address1 text box in the Add Contact screen. Click on edit address link to edit/fill the address of the company. The system enables the address related fields to edit/fill the address and also the edit address link changes to Use company addresslink. Enter the required details in the Add Contact screen and click Save. The system saves and displays the newly added contact in the Contacts section of Company Summary screen. You can also have an option to create a new opportunity from the Opportunities section of Company Summary screen. Click on New link available in the Opportunities section. The system displays the Add Opportunityscreen. Specify the required opportunity details and click Save to save the opportunity. The system saves and displays the newly added opportunity details in the Opportunity section of Company Summary screen and also in the Company Opportunity Information section. SEND MAIL Akken Staffing facilitates you to send an email message to the selected companies’ contacts from Companies home page. To send an email message to a company, just click on the ‘Send Mail‘ link on the Companies home page. The screen refreshes by displaying the compose screen. VIEW ARCHIVE When you archive a record using ‘Archive’ link in the Companies 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 Staffingprovides 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 Companies 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 Company 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 Screen-Option I I. If the Company that you intend to make available is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed. If you select the ‘Contact Record‘ check box option and click on the‘Available’button. Result: The screen refreshes by making available the Contact Record along with the Company Record and displays the record(s) in the home pages of Contacts and Companies respectively. If you select the ‘Candidate Record for Contact‘ check box option and click on the ‘Available’ button.Result: The screen refreshes by making available the Candidate Record for Contact Record along with the Company Record and displays the record(s) in the home pages of Candidates and Companies respectively. If you select the ‘Address Book Record‘ check box option and click on the ‘Available’ button. Result: The screen refreshes by making available the Address Book Record along with the Company Record and displays the record(s) in the home pages of Collaboration->Address Book and Companies respectively. If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the ‘Available’ button. Result: The screen refreshes by making available the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record and displays the record(s) in the home pages of Contacts, Candidates, Address Book and Companies respectively. II.  If the Company that you intend to make available has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:   Make Available Screen – Option II Click on the‘Available’ button to make available the selected company. Result: The screen refreshes by making available the selected Company to the Companies home page. Click on the‘Cancel’ button to cancel and return to View Archive page. II. Delete a Company To permanently delete a record from the View Archive screen: Select the record and click on the ‘Delete’ link on View Archive screen. Result: You are prompted to respond to an alert message as shown below:   Delete Company Screen – Option I I. If the Company that you intend to delete is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed. If you select the ‘Contact Record‘ check box option and click on the‘Delete’ button.Result: The screen refreshes by deleting the Contact Record along with the Company Record permanently from the database. If you select the ‘Candidate Record for Contact‘ check box option and click on the ‘Delete’ button.Result: The screen refreshes by deleting the Candidate Record for Contact Record along with the Company Record permanently from the database. If you select the ‘Address Book Record’ check box option and click on the ‘Delete’ button. Result: The screen refreshes by deleting the Address Book Record along with the Company Record permanently from the database. If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the ‘Delete’ button. Result: The screen refreshes by deleting the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record permanently from the database. II.  If the Company that you intend to delete has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:   Delete Company Screen – Option II Click on the‘Delete’ button to delete the selected company.Result: The screen refreshes by deleting the selected Company permanently from the database. Click on the‘Cancel’ button to cancel and return to View  The Archive feature assists you to remove the companies temporarily or permanently from your active companies list. You can remove single, multiple or all records at a time. The companies removed from the Companies home page will be available in the Companies View Archive page. 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 menu listing to archive the record temporarily. Result: You are prompted to respond to an alert message as shown below:   Archive Company Screen – Option I I.   If the Company that you intend to archive is connected to other roles/functions such as Contact Record, Candidate Record for Contact 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. Result: The screen refreshes by archiving the Contact Record along with the Company Record and displays the record(s) in the View Archive screens of Contacts and Companies respectively. If you select the ‘Candidate Record for Contact‘ check box option and click on the ‘Archive’ button.Result: The screen refreshes by archiving the Candidate Record for Contact Record along with the Company Record and display the record(s) in the View Archive screens of Candidates and Companies respectively. If you select the ‘Address Book Record‘ check box option and click on the ‘Archive’ button. Result: The screen refreshes by archiving the Address Book Record along with the Company Record and displays the record(s) in the View Archive screens of Collaboration->Address Book and Companies respectively. If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the ‘Archive’ button. Result: The screen refreshes by archiving the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record and displays the record(s) in the View Archive screens of Contacts, Candidates, Address Book and Companies respectively. II.  If the Company 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 Company Screen – Option II Click on the‘Archive’ button to archive the selected company. Result: The screen refreshes by archiving the selected Company to the View Archive page. Click on the‘Cancel’ button to cancel and return to Companies home page. III.  If the archived company is also present as a Customer in Accounting->Customers, then the following alert message will be displayed as shown below:   Archive Company Screen – Option III  You can share companies’ details with others. You can share companies from Companies screen. EXPORTING COMPANIES You can export the companies’ details to other applications. Akken Staffing allows you to export the data in a CSV (comma separated value) format which can then be imported in to other application comfortably. By default, the ‘Export‘ link will not be displayed on the header strip of Companies home page. To enable the ‘Export‘ link, on Companies home page, follow the following steps: Go to Admin->User Management and click on the Preferences  icon, against the desired employee name. Result: The screen refreshes by displaying the User Management Preferences screen. Select the ‘Export’ check box option under Companies menu in CRM preferences column. Click on the ‘Update‘ link. By following the above steps, ‘Export’ link will be enabled and displayed on the header strip of Companies home page. Export Companies The following steps need to be followed to export your companies’ details. On the Companies home page, select the company records, you wish to export, by checking the respective check boxes, and click on the ‘Export’ link to export the existing companies’ details. Result: The File download dialogue box is displayed. Click on the ‘Save’ button and specify the location to save the CSV file on your computer in the File download dialogue box. Click on the ‘Open’ button to open the CSV file. Click on the ‘Cancel’ button to cancel the exporting of companies’ details. You can import company details from other applications. Akken Staffing supports importing of the company details that use  IMPORTING COMPANIES The comma separated value (CSV) format. By default, the ‘Import‘ link will not be displayed on the header strip of Companies home page. To enable the ‘Import‘ link, on Companies home page, follow the following steps: Go to Admin->User Management and click on the Preferences  icon, against the desired employee name. The screen refreshes by displaying the User Management Preferences screen. Select the ‘Import’ check box option under Companies menu in CRM preferences column. Click on the ‘Update‘ link. By following the above steps, ‘Import’ link will be enabled and displayed on the header strip of Companies home page. Importing Companies Before beginning make sure that the file you are going to import is in comma separated value (CSV) format. You can use the import wizard available under Companies home page to import the company details. Click on the ‘Import’ link. The companies home page refreshes by displaying Import screen. Select the file format from the File Format drop down list. The application supports importing of Comma Separated Values (CSV) files. You will also find Broad look Comma Separated Values option in the File Format drop down list. Selecting the Broad look Comma Separated Values option in the File Format drop down list will automatically map the fields in the Mapping screen except Contact Type and Company Type. Select the source application of your data to be imported in File to Import field. This field is Mandatory. Click on the ‘Browse’ button and select the required file. Click on the ‘Import’ link to continue. The screen refreshes by displaying the mapping screen. Click on the ‘Close’ link to close and return to previous page. The import wizard associates the Akken Staffing fields with the field names from your import file. You need to assign each importing data field with fields available in the application. This can be done in the mapping screen. In the mapping screen, assign each importing data field with the existing data field, by selecting from the drop down lists in each field. Fields like Category, Department, Source Type, Contact Type, Company Type and Company Source have three options in their drop down lists, which are common to each one of these drop down lists. The options are: New (field name), Select (field name) and Select from CSV. Selecting the New (field name) option, displays a new text box below the drop down list to enter a new entry in the drop down list. For example, New Category option in Category drop down list. Selecting the Select (field name) option, displays another drop down list below the drop down list, with the list of already present entries in the application, to select and choose for mapping. For example, Select Category option in Category drop down list. Selecting the Select from CSV option displays another drop down list below the drop down list, with the list of field names from your import file, to select and choose for mapping. When the fields are assigned correctly, click on the ‘Continue’ link to continue. The mapping screen refreshes by displaying the matching criteria form. Click on the ‘Cancel’ link to cancel and return to previous page. Import Companies – Matching Criteria Screen In the matching criteria screen, you can re-check the mapped fields of the data to be imported. Select the ‘Add to Addressbook’ check box, if you want to save the imported information in address book. Select the ‘Update the existing record with the importing data’ check box, if the record already exists in address book, it will be updated, with the new imported record. Select the ‘Select All/Clear All’, if you wish to check all the fields available in the Import screen. Click on the ‘Change Mapping’ link to change any mapped fields criteria. The matching criteria form refreshes by displaying the previous Mapping screen. Click on the ‘Cancel’ link to return to import wizard. Click on the ‘Continue’ link, if the mapping criteria of the fields to be mapped are correct. An alert message pops up, asking to select any matching field as follows: Click on the ‘OK’ button and check the check boxes corresponding to the fields in the matching criteria screen. Click on the ‘Continue‘ button after checking the check boxes to the fields. An alert message pops up as shown below: Click on the ‘OK‘ button, if you want to continue importing the data. The matching criteria screen refreshes by displaying Companies home page with the new company details. Click on the ‘Cancel‘ button to cancel and return to previous page. OPPORTUNITIES SECTION The Opportunities section field in the left section of company summary screen displays the information about the opportunity details of the company. By default, the opportunities section field will be displayed in collapsed mode. Click on the ‘open’ with a  sign link, to expand the Opportunities section, to view the opportunity information details. Result: The  sign link changes to  sign link and the Opportunities  section is expanded as shown below:   Opportunities Section Screen The Opportunity details of the company are displayed under the following columns: Type, Stage, Source and Amount. The Type column displays the opportunity type of the company. The Stage column displays the stage of that particular company. The Source and Amount columns displays the information about the source and amount details of the company. To collapse the opportunities section field, click on the ‘close’ with a  sign link available at the top right corner of the opportunities section field. Result: The  sign link changes to sign link and the Opportunities section is collapsed. <p><b style="color: rgb(79, 129, 189); font-size: large;">MERGING COMPANIES</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">1. Introduced a new preference, “Merge”, for CRM under Companies, Contacts and Candidates in Admin – User Management – Preferences</b></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012768900/original/Merge.PNG?1429537849" class="inline-image" data-id="4012768900" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif;"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="color: rgb(0, 0, 0);">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><span style="font-size: small;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span>2) Introduced a new link, “Merge Records” in CRM Companies main listing screen.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012769080/original/Merge_Records_-_Search_-_Companies.PNG?1429538093" class="inline-image" data-id="4012769080" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span>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 Companies main listing screen, or the quick search boxes under the column headings can be used to search.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012770181/original/Merge_Records_-_Search_-_Companies.PNG?1429539495" class="inline-image" data-id="4012770181" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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”.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012770488/original/Duplicates_-_Companies.PNG?1429539937" class="inline-image" data-id="4012770488" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">This will launch a pop-up window with the same search results as displayed below:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012770635/original/Merge_Records_-_Companies_2.PNG?1429540131" class="inline-image" data-id="4012770635" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The link <b>“Remove from Merge List” </b>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 <b>“Remove from Merge List”.</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The link <b>“Mark as Master” </b>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 <b>“Mark as Master Record”.</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012771283/original/Merge_Records_-_Master_-_Companies.PNG?1429540924" class="inline-image" data-id="4012771283" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Whichever record is selected as the Master is the record that will be displayed within CRM, and all other records displayed on the screen will be merged into the Master record.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012773021/original/Merge_Options.png?1429543161" class="inline-image" data-id="4012773021" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Once a master record has been selected, click on the “Merge” button at the bottom of the screen.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012771354/original/Merge_Records_-_Merge.PNG?1429541009" class="inline-image" data-id="4012771354" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Akken will then request confirmation of the merge and provide the quantity of the records being merged into the Master.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Companies_Merging_files/image019.jpg" alt="" width="496" height="167" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="color: rgb(0, 0, 0); font-size: medium;">After the user clicks on OK on the above pop-up, Akken will then merge the unselected records into the selected (master) record.</span></p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="color: rgb(0, 0, 0); font-size: medium;"><b>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).</b></span></p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="color: rgb(0, 0, 0); font-size: medium;">A pop-up confirmation will be displayed upon successful completion.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Companies_Merging_files/image021.jpg" alt="" width="512" height="198" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The user will be brought back to the main Companies listing screen with the original search retained and the master record visible.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012771898/original/Merge_Records_-_Master_-_Companies_2.PNG?1429541577" class="inline-image" data-id="4012771898" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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”. </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012772100/original/Merge_Records_-_Merged_Yes_-_Companies.PNG?1429541881" class="inline-image" data-id="4012772100" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Click on the hyperlink “Yes” to view the details of the records that were merged or click on the documents panel.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777671/original/Merge_Records_-_Merged_Yes_2.PNG?1429551631" class="inline-image" data-id="4012777671" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">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).</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Contacts, 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.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> </span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"><b><span style="color: red;">Exception:</span></b> When Candidates in CRM are placed on Job Orders, Company on the job order is tied to an Accounting Customer record. These company records cannot be merged. There is a column in the merge pop-up window named “Customer” which displays the values “Y” indicating there is a relation to a customer record in Accounting module or “N” indicating that only a CRM record exists in Akken.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Companies_Merging_files/image029.jpg" alt="" width="612" height="59"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">A pop-up message will be displayed in the search results screen when a record exists that is tied to an accounting Customer record and the “Merge” button is clicked.</p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><img src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Companies_Merging_files/image031.jpg" alt="" width="494" height="209" style="cursor: default;"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">If there is a Customer record and a Company record that need to be merged, the Customer record can be marked as the master and all duplicate company records can be merged into the Customer record.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="font-size: large; color: rgb(79, 129, 189);">SUMMARY TAB</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Summary tab displays the summary of the selected Company’s details. The Summary tab screen is divided into three sections: <b><a href="https://appserver1.akken.com/BSOS/Help/CRM_UM/Top_Section_Company_Summary_tab.htm" style="color: rgb(0, 173, 237);">Top</a>, <a href="https://appserver1.akken.com/BSOS/Help/CRM_UM/Left_Section_Company_Summary_Tab.htm" style="color: rgb(0, 173, 237);">Left</a></b> and <b><a href="https://appserver1.akken.com/BSOS/Help/CRM_UM/Right_Section_Company_Summary_Tab.htm" style="color: rgb(0, 173, 237);">Right</a></b>.</span></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012772260/original/Companies_Record.PNG?1429542098" class="inline-image" data-id="4012772260" style="cursor: default;"></p> <br> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">In the Company Summary screen,</span></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">You can create a new contact from the <b>Contacts</b> section. Click on <b>New</b> link available in the <b>Contacts </b>section. The system displays the <b>Add Contact</b> screen with company address populated by default. You will also find the <b>edit address</b> link below the <b>Address1</b> text box in the <b>Add Contact</b> screen.</span></li> <li><span style="font-size: medium;">Click on <b>edit address</b> link to edit/fill the address of the company. The system enables the address related fields to edit/fill the address and also the<b> edit address</b> link changes to <b>Use company address</b>link.</span></li> <li><span style="font-size: medium;">Enter the required details in the <b>Add Contact</b> screen and click <b>Save</b>. The system saves and displays the newly added contact in the <b>Contacts</b> section of <b>Company Summary</b> screen.</span></li> <li><span style="font-size: medium;">You can also have an option to create a new opportunity from the <b>Opportunities</b> section of <b>Company Summary</b> screen.</span></li> <li><span style="font-size: medium;">Click on <b>New</b> link available in the <b>Opportunities</b> section. The system displays the <b>Add Opportunity</b>screen.</span></li> <li><span style="font-size: medium;">Specify the required opportunity details and click <b>Save</b> to save the opportunity. The system saves and displays the newly added opportunity details in the <b>Opportunity</b> section of <b>Company Summary</b> screen and also in the <b>Company Opportunity Information</b> section.</span></li> </ul> <div><font color="#4a4a4a" face="Helvetica, Arial, sans-serif"><br></font></div> <div><font face="Helvetica, Arial, sans-serif"><b style="font-size: large; color: rgb(79, 129, 189);">SEND MAIL</b></font></div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span><b>Akken </b><b>Staffing</b> facilitates you to send an email message to the selected companies’ contacts from Companies home page.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span>To send an email message to a company, just click on the ‘<b>Send Mail</b>‘ link on the Companies home page. The screen refreshes by displaying the compose screen.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><b style="font-size: large; color: rgb(79, 129, 189);">VIEW ARCHIVE</b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span>When you archive a record using <b>‘Archive’</b> link in the Companies 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 <b>Akken Staffing</b> 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, <b>Akken Staffing</b>provides the ‘<b>View Archive</b>’ feature where you can retrieve or permanently remove a record from the application.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span>Click on the <b>Archive</b> down arrow icon  on the Companies home page. You will see the menu listing:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span>Click on the ‘<b>View Archive</b>’ link to view the list of the records deleted temporarily from the menu listing. <i>Result</i>: The screen refreshes by displaying the View Archive screen. You can either make the record available or permanently delete the record from the application.</span></p> <h6 style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><br></h6> <h6 style="font-family: 'Times New Roman';"><b style="color: rgb(79, 129, 189); font-size: medium;">I. Make Available a Company</b></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To make available a record from the View Archive screen:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Select the record and click on the ‘<b>Make Available’</b> link on View Archive screen. <i>Result</i>: You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="431" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Make_Available1.gif" alt="" width="500px" height="340px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Make Available Screen-Option I</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="color: rgb(0, 0, 0); font-size: medium;"><b>I. If the Company that you intend to make available is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed.</b></span></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">If you select the ‘<b>Contact Record</b>‘ check box option and click on the<b>‘Available’</b>button. <i>Result</i>: The screen refreshes by making available the Contact Record along with the Company Record and displays the record(s) in the home pages of Contacts and Companies respectively.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Candidate Record for Contact</b>‘ check box option and click on the <b>‘Available’</b> button.<i>Result</i>: The screen refreshes by making available the Candidate Record for Contact Record along with the Company Record and displays the record(s) in the home pages of Candidates and Companies respectively.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Address Book Record</b>‘ check box option and click on the <b>‘Available’</b> button. <i>Result</i>: The screen refreshes by making available the Address Book Record along with the Company Record and displays the record(s) in the home pages of Collaboration-&gt;Address Book and Companies respectively.</span></li> <li><span style="font-size: medium;">If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the <b>‘Available’</b> button. <i>Result</i>: The screen refreshes by making available the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record and displays the record(s) in the home pages of Contacts, Candidates, Address Book and Companies respectively.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;"><br></b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II.  If the Company that you intend to make available has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:</b></p> <table cellspacing="0" width="378" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Make_Available2.gif" alt="" width="500px" height="194px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Make Available Screen – Option II</p> </td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the<b>‘Available’</b> button to make available the selected company. <i>Result</i>: The screen refreshes by making available the selected Company to the Companies home page.</span></li> <li><span style="font-size: medium;">Click on the<b>‘Cancel’</b> button to cancel and return to View Archive page.</span></li> </ul> <h6 style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><b style="font-size: large;"><br></b></h6> <h6 style="font-family: 'Times New Roman';"><b style="font-size: medium; color: rgb(79, 129, 189);">II. Delete a Company</b></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To permanently delete a record from the View Archive screen:</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">Select the record and click on the ‘<b>Delete’</b> link on View Archive screen. <i>Result</i>: You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="394" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Delete_Company1.gif" alt="" width="500px" height="324px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Delete Company Screen – Option I</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">I. If the Company that you intend to delete is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed.</b></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">If you select the ‘<b>Contact Record</b>‘ check box option and click on the<b>‘Delete’</b> button.<i>Result</i>: The screen refreshes by deleting the Contact Record along with the Company Record permanently from the database.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Candidate Record for Contact</b>‘ check box option and click on the <b>‘Delete’</b> button.<i>Result</i>: The screen refreshes by deleting the Candidate Record for Contact Record along with the Company Record permanently from the database.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Address Book Record’</b> check box option and click on the <b>‘Delete’</b> button. <i>Result</i>: The screen refreshes by deleting the Address Book Record along with the Company Record permanently from the database.</span></li> <li><span style="font-size: medium;">If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the <b>‘Delete’</b> button. <i>Result</i>: The screen refreshes by deleting the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record permanently from the database.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II.  If the Company that you intend to delete has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:</b></p> <table cellspacing="0" width="434" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Delete_Company2.gif" alt="" width="506px" height="196px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Delete Company Screen – Option II</p> </td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the<b>‘Delete’</b> button to delete the selected company.<i>Result</i>: The screen refreshes by deleting the selected Company permanently from the database.</span></li> <li><span style="font-size: medium;">Click on the<b>‘Cancel’</b> button to cancel and return to View </span></li> </ul> <div> <p> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Archive feature assists you to remove the companies temporarily or permanently from your active companies list. You can remove single, multiple or all records at a time. The companies removed from the Companies home page will be available in the Companies View Archive page.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">To Archive a record from the existing records:</span></p> <ol> <li><span style="font-size: medium;">Select the record you want to archive and click on the <b>Archive</b> down arrow icon <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image013.gif" alt="" width="15px" height="16px"> on the screen. You will see the menu listing.</span></li> <li><span style="font-size: medium;">Select the <b>‘Archive’</b> link from menu listing to archive the record temporarily. Result: You are prompted to respond to an alert message as shown below:</span></li> </ol> <table cellspacing="0" width="449"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Archive-Company1.gif" alt="" width="578px" height="299px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Archive Company Screen – Option I</p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><br></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">I. <b>  If the Company that you intend to archive is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed.</b></span></p> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">If you select the ‘<b>Contact Record’</b> check box option and click on the <b>‘Archive’</b> button. <i>Result</i>: The screen refreshes by archiving the Contact Record along with the Company Record and displays the record(s) in the View Archive screens of Contacts and Companies respectively.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Candidate Record for Contact</b>‘ check box option and click on the <b>‘Archive’</b> button.<i>Result</i>: The screen refreshes by archiving the Candidate Record for Contact Record along with the Company Record and display the record(s) in the View Archive screens of Candidates and Companies respectively.</span></li> <li><span style="font-size: medium;">If you select the ‘<b>Address Book Record</b>‘ check box option and click on the <b>‘Archive’</b> button. <i>Result</i>: The screen refreshes by archiving the Address Book Record along with the Company Record and displays the record(s) in the View Archive screens of Collaboration-&gt;Address Book and Companies respectively.</span></li> <li><span style="font-size: medium;">If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the <b>‘Archive’</b> button. <i>Result</i>: The screen refreshes by archiving the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record and displays the record(s) in the View Archive screens of Contacts, Candidates, Address Book and Companies respectively.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">II.  If the Company 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:</b></p> <table cellspacing="0" width="323"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Archive_Company2.gif" alt="" width="500px" height="191px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Archive Company Screen – Option II</p> </td></tr></tbody></table> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Click on the<b>‘Archive’</b> button to archive the selected company. <i>Result</i>: The screen refreshes by archiving the selected Company to the View Archive page.</span></li> <li><span style="font-size: medium;">Click on the<b>‘Cancel’</b> button to cancel and return to Companies home page.</span></li> </ul> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><b><br></b></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">III.  If the archived company is also present as a Customer in Accounting-&gt;Customers, then the following alert message will be displayed as shown below:</b></p> <table cellspacing="0" width="60%"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/image1.jpg" alt="" width="425px" height="119px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><b>Archive Company Screen – Option III</b></p> </td></tr></tbody></table> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;"> <span>You can share companies’ details with others. You can share companies from Companies screen.</span></span></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"><span style="font-size: 13px; line-height: 1.3;"><br></span></p> <p style="font-family: Helvetica, Arial, sans-serif;"><span style="line-height: 1.3; font-size: large; color: rgb(79, 129, 189);"><b>EXPORTING COMPANIES</b></span></p> <p> </p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">You can export the companies’ details to other applications. <b>Akken Staffing</b> allows you to export the data in a CSV (comma separated value) format which can then be imported in to other application comfortably.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">By default, the ‘<b>Export</b>‘ link will not be displayed on the header strip of Companies home page. To enable the ‘<b>Export</b>‘ link, on Companies home page, follow the following steps:</span></p> <ol> <li><span style="font-size: medium;">Go to <b>Admin-&gt;User Management</b> and click on the Preferences <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/preferences_icon.jpg" alt="" width="15px" height="15px"> icon, against the desired employee name. <i>Result:</i> The screen refreshes by displaying the User Management Preferences screen.</span></li> <li><span style="font-size: medium;">Select the ‘<b>Export’</b> check box option under Companies menu in CRM preferences column.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Update</b>‘ link.</span></li> </ol> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">By following the above steps, <b>‘Export’</b> link will be enabled and displayed on the header strip of Companies home page.</span></p> <h6><span style="font-size: medium; color: rgb(79, 129, 189);"><b>Export Companies</b></span></h6> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><b style="font-size: medium;">The following steps need to be followed to export your companies’ details.</b></p> <ol type="1"><li><span style="font-size: medium;">On the Companies home page, select the company records, you wish to export, by checking the respective check boxes, and click on the ‘<b>Export</b>’ link to export the existing companies’ details. <i>Result:</i> The File download dialogue box is displayed.</span></li></ol> <table cellspacing="0" width="423"><tbody><tr><td width="100%"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/File_Download-companies.jpg" alt="" width="404px" height="266px" style="cursor: default;"></td></tr></tbody></table> <ol type="1"> <li><span style="font-size: medium;">Click on the ‘<b>Save</b>’ button and specify the location to save the CSV file on your computer in the File download dialogue box.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Open</b>’ button to open the CSV file.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Cancel</b>’ button to cancel the exporting of companies’ details.</span></li> <li> <span style="font-size: medium;"><span style="color: rgb(74, 74, 74);">You can import company details from other applications. Akken Staffing supports importing of the company details that use</span><span style="color: rgb(74, 74, 74);"> </span></span> </li> </ol> <div><font color="#4a4a4a"><br></font></div> <div><b style="font-size: large; color: rgb(79, 129, 189);">IMPORTING COMPANIES</b></div> </div> </div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The comma separated value (CSV) format.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">By default, the ‘<b>Import</b>‘ link will not be displayed on the header strip of Companies home page. To enable the ‘<b>Import</b>‘ link, on Companies home page, follow the following steps:</span></p> <ol style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Go to <b>Admin-&gt;User Management</b> and click on the Preferences <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/preferences_icon.jpg" alt="" width="15px" height="15px"> icon, against the desired employee name. The screen refreshes by displaying the User Management Preferences screen.</span></li> <li><span style="font-size: medium;">Select the ‘<b>Import’</b> check box option under Companies menu in CRM preferences column.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Update</b>‘ link.</span></li> </ol> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">By following the above steps, <b>‘Import’</b> link will be enabled and displayed on the header strip of Companies home page.</span></p> <h6 style="font-family: 'Times New Roman';"><span style="font-size: medium; color: rgb(79, 129, 189);"><b><br></b></span></h6> <h6 style="font-family: 'Times New Roman';"><span style="font-size: large; color: rgb(79, 129, 189);"><b>Importing Companies</b></span></h6> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Before beginning make sure that the file you are going to import is in comma separated value (CSV) format. You can use the import wizard available under Companies home page to import the company details.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Import</b>’ link. The companies home page refreshes by displaying Import screen.</span></li> </ol> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012773150/original/Import.PNG?1429543355" class="inline-image" data-id="4012773150" style="cursor: default;"></p> <br> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Select the file format from the <i>File Format </i>drop down list. The application supports importing of Comma Separated Values (CSV) files. You will also find <b>Broad look Comma Separated Values</b> option in the <i>File Format</i> drop down list.</span></li> <li><span style="font-size: medium;">Selecting the <b>Broad look Comma Separated Values</b> option in the <i>File Format</i> drop down list will automatically map the fields in the Mapping screen except <b>Contact Type</b> and <b>Company Type.</b> </span></li> <li><span style="font-size: medium;">Select the source application of your data to be imported in <i>File to Import</i> field. This field is Mandatory.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Browse</b>’ button and select the required file.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Import</b>’ link to continue. The screen refreshes by displaying the mapping screen.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Close</b>’ link to close and return to previous page.</span></li> </ol> <div><font color="#000000" face="Times New Roman" size="3"><span><br></span></font></div> <div><font color="#000000" face="Times New Roman" size="3"><span><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012773437/original/Import_-_Mapping.PNG?1429543809" class="inline-image" data-id="4012773437" style="cursor: default;"></p> <br></span></font></div> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">The import wizard associates the <b>Akken Staffing</b> fields with the field names from your import file. You need to assign each importing data field with fields available in the application. This can be done in the mapping screen.</span></li> <li><span style="font-size: medium;">In the mapping screen, assign each importing data field with the existing data field, by selecting from the drop down lists in each field.</span></li> <li><span style="font-size: medium;">Fields like Category, Department, Source Type, Contact Type, Company Type and Company Source have three options in their drop down lists, which are common to each one of these drop down lists. The options are: <b>New (field name), Select (field name)</b> and <b>Select from CSV</b>.</span></li> </ol> <ul type="disc" style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"> <li><span style="font-size: medium;">Selecting the <b>New (field name)</b> option, displays a new text box below the drop down list to enter a new entry in the drop down list. For example, New Category option in Category drop down list.</span></li> <li><span style="font-size: medium;">Selecting the <b>Select (field name)</b> option, displays another drop down list below the drop down list, with the list of already present entries in the application, to select and choose for mapping. For example, Select Category option in Category drop down list.</span></li> <li><span style="font-size: medium;">Selecting the <b>Select from CSV</b> option displays another drop down list below the drop down list, with the list of field names from your import file, to select and choose for mapping.</span></li> </ul> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">When the fields are assigned correctly, click on the ‘<b>Continue</b>’ link to continue. The mapping screen refreshes by displaying the matching criteria form.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Cancel</b>’ link to cancel and return to previous page.</span></li> </ol> <table cellspacing="0" width="579" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%" class="current"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Import_Companies-Matching_Criteria_Screen.jpg" alt="" width="700px" height="608px" style="cursor: default;"><p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74); text-align: center;"><b>Import Companies – Matching Criteria Screen</b></p> </td></tr></tbody></table> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">In the matching criteria screen, you can re-check the mapped fields of the data to be imported.</span></li> <li><span style="font-size: medium;">Select the ‘<b>Add to Addressbook</b>’ check box, if you want to save the imported information in address book.</span></li> <li><span style="font-size: medium;">Select the ‘<b>Update the existing record with the importing data’ </b>check box, if the record already exists in address book, it will be updated, with the new imported record.</span></li> <li><span style="font-size: medium;">Select the ‘<b>Select All/Clear All’</b>, if you wish to check all the fields available in the Import screen.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Change Mapping</b>’ link to change any mapped fields criteria. The matching criteria form refreshes by displaying the previous Mapping screen.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Cancel</b>’ link to return to import wizard.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Continue</b>’ link, if the mapping criteria of the fields to be mapped are correct. An alert message pops up, asking to select any matching field as follows:</span></li> </ol> <table cellspacing="0" width="286" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);" class="current"><tbody><tr><td width="100%"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/alert_message-matching_field.jpg" alt="" width="257px" height="119px" style="cursor: default;"></td></tr></tbody></table> <br><ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Click on the ‘<b>OK</b>’ button and check the check boxes corresponding to the fields in the matching criteria screen.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Continue</b>‘ button after checking the check boxes to the fields. An alert message pops up as shown below:</span></li> </ol> <table cellspacing="0" width="365" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"><img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/alert_message-import_data.jpg" alt="" width="341px" height="119px" style="cursor: default;"></td></tr></tbody></table> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">Click on the ‘<b>OK</b>‘ button, if you want to continue importing the data. The matching criteria screen refreshes by displaying Companies home page with the new company details.</span></li> <li><span style="font-size: medium;">Click on the ‘<b>Cancel</b>‘ button to cancel and return to previous page.</span></li> </ol> <div><font color="#000000" face="Times New Roman"><br></font></div> <div><font face="Times New Roman"><b style="font-size: large; color: rgb(79, 129, 189);">OPPORTUNITIES SECTION</b></font></div> </div> <div> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">The Opportunities section field in the left section of company summary screen displays the information about the opportunity details of the company.</span></p> <p style="font-family: Helvetica, Arial, sans-serif; color: rgb(74, 74, 74);"><span style="font-size: medium;">By default, the opportunities section field will be displayed in collapsed mode.</span></p> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"><li><span style="font-size: medium;">Click on the <b>‘open’</b> with a <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/plus_sign.jpg" alt="" width="16px" height="14px"> sign link, to expand the Opportunities section, to view the opportunity information details. <i>Result:</i> The <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/plus_sign.jpg" alt="" width="16px" height="14px" style="cursor: default;"> sign link changes to <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/minus_sign.jpg" alt="" width="14px" height="14px"> sign link and the Opportunities  section is expanded as shown below:</span></li></ol> <table cellspacing="0" width="553" style="color: rgb(0, 0, 0); font-family: 'Times New Roman'; font-size: medium; background-color: rgb(255, 255, 255);"><tbody><tr><td width="100%"> <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Opportunities_Section_Screen.jpg" alt="" width="553px" height="159px" style="cursor: default;"> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"></p> <p style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);">Opportunities Section Screen</p> </td></tr></tbody></table> <ol type="1" style="color: rgb(0, 0, 0); font-family: 'Times New Roman';"> <li><span style="font-size: medium;">The Opportunity details of the company are displayed under the following columns: <i>Type, Stage, Source</i> and <i>Amount</i>.</span></li> <li><span style="font-size: medium;">The <i>Type</i> column displays the opportunity type of the company.</span></li> <li><span style="font-size: medium;">The <i>Stage</i> column displays the stage of that particular company.</span></li> <li><span style="font-size: medium;">The <i>Source</i> and <i>Amount</i> columns displays the information about the source and amount details of the company.</span></li> <li><span style="font-size: medium;">To collapse the opportunities section field, click on the <b>‘close’</b> with a <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/minus_sign.jpg" alt="" width="14px" height="14px"> sign link available at the top right corner of the opportunities section field. <i>Result</i>: The <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/minus_sign.jpg" alt="" width="14px" height="14px"> sign link changes to <img src="https://appserver3.akken.com/BSOS/Help/CRM_UM/plus_sign.jpg" alt="" width="16px" height="14px">sign link and the Opportunities section is collapsed.</span></li> </ol> </div> <div><font color="#000000" face="Times New Roman"><br></font></div> 266155 1160 4000007444 2015-04-20T13:40:45-04:00 4 2 3 1 CRM - Companies 2015-08-21T04:41:08-04:00 12054499 1 2014-03-26T13:04:31-04:00 5 3 MANAGEABLE SKILLS 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 1. Introduced a new preference under Admin for “Skill Management”. Selecting the preference in the above screenshot enables a menu for Skill Management under Admin. This preference can be turned on for just Admin users so the list can be maintained just by them. 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 optional. 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.  Merging Candidates  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. CANDIDATES Automatic Candidate Status Change 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”.   Send Mail 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. View Archive 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. Archive Candidates 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. Share Candidates 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. Exporting Candidates 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: Akken OutLookExport 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. Note: You can export upto 5 sets of Candidate Skills and Experiences. Importing Candidates Akken Staffing supports importing of the candidates’ details that use the comma separated value (CSV) format. Import Candidates Steps to Import Creating Group of Candidates 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 <p><span style="font-size: 1.5em; line-height: normal; color: rgb(79, 129, 189);"><b>MANAGEABLE SKILLS</b></span><br></p> <div> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;">1. Introduced a new preference under Admin for “Skill Management”</span></p> <p><span style="font-size: medium;">2. Introduced a new preference under Candidates for “Manageable Skills”</span></p> <p><span style="font-size: medium;">3. Introduced a new menu in Admin for Skill Management</span></p> <p><span style="font-size: medium;">4. Modified skills tab on the candidate, applicant and employee records</span></p> <p><span style="font-size: medium;">5. Modified skills section of the Job Orders</span></p> <p><span style="font-size: medium;">6. Modified Advance Search section in candidates</span></p> <p><span style="font-size: medium;"><br></span></p> <div> <b style="font-size: medium;">1. Introduced a new preference under Admin for “Skill Management”.</b><p></p> <p><br></p> <p></p> <p></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774134/original/User_Mgmt_-_Skill_Mgmt.PNG?1429544767" class="inline-image" data-id="4012774134" style="cursor: default;"></p> <br> <p><span style="font-size: medium;"><a href="http://help.akken.com/wp-content/uploads/2012/11/Akken-1.jpg" rel="lightbox[12294]"></a>Selecting the preference in the above screenshot enables a menu for Skill Management under Admin. This preference can be turned on for just Admin users so the list can be maintained just by them.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><b style="font-size: medium;">2.) Introduced a new preference under CRM candidates, HRM Applicants and Employees</b></p> <p><br></p> <p></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774137/original/User_Mgmt_-_Add_Skills.PNG?1429544776" class="inline-image" data-id="4012774137" style="cursor: default;"></p> <br> <p><b></b></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><b style="font-size: medium;">3. Introduced a new menu in Admin for Skill Management</b></p> <p><b></b></p> <p><b></b></p> <p><a href="http://help.akken.com/wp-content/uploads/2012/11/Akken-31.jpg" rel="lightbox[12294]"></a></p> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774087/original/Skill_Mgmt.PNG?1429544682" class="inline-image" data-id="4012774087" style="cursor: default;"></p> <br> <p><span style="font-size: medium;">Click on <b>Admin – Skill Management</b> 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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;"></span></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774424/original/Skill_Mgmt_Full.PNG?1429545130" class="inline-image" data-id="4012774424" style="cursor: default;"></p> <br><p></p> <p><span style="font-size: medium;">Click on <b>Add New Skill</b> 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 optional.<br></span></p> <p><span style="font-size: medium;">Skill Categories can be added via multiple links.</span></p> <p><span style="font-size: medium;">a) Click on Manage categories on the main skill listing screen to get to the pop up as below</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774342/original/Skill_Mgmt_-_Manage_Categories.PNG?1429545015" class="inline-image" data-id="4012774342" style="cursor: default;"></p> <br> <p><span style="font-size: medium;">Click on Add New Category, key in a Category and click on Save.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774355/original/Skill_Mgmt_-_Add_New_Skill_Category.PNG?1429545048" class="inline-image" data-id="4012774355" style="cursor: default;"></p> <br> <p>b) When adding a new skill, Click on Select/Edit List next to Category(s).</p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774451/original/Skill_Mgmt_-_Add_New_Skill.PNG?1429545160" class="inline-image" data-id="4012774451" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">Click on "<b>Add New Category"</b> to get to the Manage Categories pop up. Click on <b>"Add New Category" </b>and Save.</span></p> <p><span style="font-size: medium;">To assign a skill to a category, click on the link <b>“Select/Edit List” </b>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.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774494/original/Skill_Mgmt_-_Add_Selected_Category.PNG?1429545230" class="inline-image" data-id="4012774494" style="cursor: default;"></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><b style="font-size: medium;">4. Modified skills tab on Candidates, Applicants and Employee records.</b></p> <p><b style="font-size: medium;"><br></b></p> <p><span style="font-size: medium;">a) Adding skills when creating new candidates manually using the wizard</span></p> <p><span style="font-size: medium;">When in CRM Candidates, click on New to get to the options for creating candidates. Select the first option to use the wizard.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774603/original/Candidates_-_Add_New_Candidate.PNG?1429545418" class="inline-image" data-id="4012774603" style="cursor: default;"></p> <br> <p><span style="font-size: medium;">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.</span></p> <p><a title="Help 10" href="http://help.akken.com/wp-content/uploads/2012/11/Help-10.jpg" rel="lightbox[12294]" style="font-size: medium;"> </a></p> <p><span style="font-size: medium;">Pop up offers multiple ways to filter/search existing skills. Drop downs for <b>Department </b>and<b> Category </b>can be used to filter the list of skills provided a skill has been assigned to a category or a department.</span></p> <p><span style="font-size: medium;"><br></span></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774686/original/Candidates_-_Add_New_Skill.PNG?1429545519" class="inline-image" data-id="4012774686" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;">b) Modifying skills for candidates that were created by parsing a resume</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774746/original/Candidates_-_Resume_Parsed_Skills.PNG?1429545586" class="inline-image" data-id="4012774746" style="cursor: default;"></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774940/original/Candidates_-_Add_New_Skill_2.PNG?1429545896" class="inline-image" data-id="4012774940" style="cursor: default;"></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;">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</span>.</p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012774954/original/Candidates_-_Add_New_Skill_3.PNG?1429545930" class="inline-image" data-id="4012774954" style="cursor: default;"></p> <br> <p><span style="font-size: medium;">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”.</span></p> <p><span style="font-size: medium;"><b>Note:</b> 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. </span></p> <p> </p> <h1><br></h1> <h1><a href="http://help.akken.com/help-articles/merging-candidates/">Merging Candidates</a></h1> <p></p> <p> </p> <p><b> </b><b>1. Introduced a new preference, “Merge”, for CRM under Companies, Contacts and Candidates in Admin – User Management – Preferences</b></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012775043/original/Merge.PNG?1429546113" class="inline-image" data-id="4012775043" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;">2) Introduced a new link, “Merge Records” in CRM Candidates main listing screen.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012775105/original/Merge_Records_-_Candidates.PNG?1429546268" class="inline-image" data-id="4012775105" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777256/original/Merge_Records_-_Search_-_Candidates.PNG?1429550523" class="inline-image" data-id="4012777256" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">Additionally, searches can be run by using the <b>Advanced Search</b> option to locate other duplicate candidates.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777378/original/Advanced_Keyword_Search.PNG?1429550830" class="inline-image" data-id="4012777378" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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 <b>“Merge Records”.</b></span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777329/original/Duplicates_-_Candidates.PNG?1429550720" class="inline-image" data-id="4012777329" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">This will launch a pop-up window with the same search results as displayed below:</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777405/original/Merge_Records_-_Candidates_2.PNG?1429550912" class="inline-image" data-id="4012777405" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: 16.363636016845703px; line-height: 1.3;">The link <b>“Remove from Merge List”</b> 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 <b>“Remove from Merge List”.<br><br></b></span></p> <p><span style="font-size: medium;">The link <b>“Mark as Master”</b> 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 <b>“Mark as Master Record”.</b></span></p> <p><span style="font-size: medium;">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 <b>“Mark as Master Record”</b> icon again, which will update your selection.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777501/original/Merge_Records_-_Master_-_Candidates.PNG?1429551142" class="inline-image" data-id="4012777501" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;">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</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777540/original/Merge_Options.png?1429551262" class="inline-image" data-id="4012777540" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">Once a master record has been selected, click on the <b>“Merge” </b>button at the bottom of the screen.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777548/original/Merge_Records_-_Merge.PNG?1429551289" class="inline-image" data-id="4012777548" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">Akken will then request confirmation of the merge and provide the quantity of the records being merged into the Master.</span></p> <p><br></p> <p><img alt="" src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Candidate_Merging_files/image021.jpg" width="498" height="172" style="cursor: default;"></p> <p> </p> <p><span style="font-size: medium;">After the user clicks on OK on the above pop-up, Akken will then merge the unselected records into the selected (master) record.</span></p> <p><span style="font-size: medium;"><b>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).</b></span></p> <p><span style="font-size: medium;"><b><br></b></span></p> <p><span style="font-size: medium;">A pop-up confirmation will be displayed upon successful completion.</span></p> <p><br></p> <p><img alt="" src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Candidate_Merging_files/image023.jpg" width="512" height="198" style="cursor: default;"></p> <p> </p> <p><span style="font-size: medium;">The user will be brought back to the main Candidates listing screen with the original search retained and the master record visible.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777589/original/Merge_Records_-_Master_-_Candidates_2.PNG?1429551392" class="inline-image" data-id="4012777589" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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, <b>“Merged Records: Yes”.</b></span></p> <p><span style="font-size: medium;"><b><br></b></span></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777751/original/Merge_Records_-_Merged_Yes_-_Candidates.PNG?1429551743" class="inline-image" data-id="4012777751" style="cursor: default;"></p>  <p>Click on the hyperlink “Yes” to view the details of the records that were merged or click on the documents panel.</p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012777661/original/Merge_Records_-_Merged_Yes_2.PNG?1429551605" class="inline-image" data-id="4012777661" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">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).</span></p> <p><span style="font-size: medium;"> </span></p> <p><span style="font-size: medium;">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.</span></p> <ul type="disc"> <li><span style="font-size: medium;">Submission records will be updated to the master record selected </span></li> <li><span style="font-size: medium;">Resumes of merged records will be added to the documents panel of the master record selected.</span></li> </ul> <p><b style="color: rgb(255, 0, 0); font-size: medium;"><br></b></p> <p><span style="font-size: medium;"><b style="color: rgb(255, 0, 0);">Exception:</b> 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.</span></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012778073/original/Exception.jpg?1429552522" class="inline-image" data-id="4012778073" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;">A pop-up message will be displayed when such a record exists in the search results and the <b>“Merge”</b> button is clicked.</span></p> <p><br></p> <p><img alt="" src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM_Enhancements_Candidate_Merging_files/image033.jpg" width="461" height="190" style="cursor: default;"></p> <p> </p> <p><span style="font-size: medium;">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.</span></p> <p><br></p> <p><span style="font-size: medium;"><b>CANDIDATES</b></span></p> <p> </p> <p> </p> <div> <div> <div> <h1><a href="http://help.akken.com/help-articles/automatic-candidate-status-change/">Automatic Candidate Status Change</a></h1> <p></p> <p> </p> <div> <p><span style="font-size: medium;">Once an assignment is approved in Accounting – Assignments, the Candidate’s Status automatically changes to <b>“On Assignment”.</b></span></p> <p></p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012778417/original/Candidate_Status.PNG?1429553219" class="inline-image" data-id="4012778417" style="cursor: default;"></p> <p><br></p> <p><span style="font-size: medium;"><b>NOTE:</b> The automatic change in the candidate status in CRM occurs only when:</span></p> <p><span style="font-size: medium;">a) The Assignment is approved, thereby changing the Assignment Status to <b>“Active”,</b> then the Candidate status changes to <b>“On Assignment”.</b></span></p> <p><font size="3">b) All of the Candidate’s Assignments with a status of </font><b style="font-size: medium;">“Active”</b><font size="3"> or </font><b style="font-size: medium;">“Needs Approval”</b><font size="3"> is updated to </font><b><font size="3">“Closing/</font><span style="font-size: 16px; line-height: 20.7999992370605px;">Cancellation</span><font size="3">”</font></b><font size="3">, then the Candidate status changes to </font><b style="font-size: medium;">“Actively Searching”</b><font size="3">.</font></p> <p><font size="3"><br></font></p> <p><span style="font-size: medium;">*** For Direct Placements, once an assignment is approved the assignment will close and the Candidate Status will be changed to <b>“Actively Searching”</b>.</span></p> <p><span style="font-size: medium;">*** For Employees with multiple assignments, all assignments must be closed in order for the Candidate Status to change to <b>“Active Searching”</b>. If one assignment remains Active then the Candidate Status will be changed to <b>“On Assignment”.</b></span></p> <p> </p> <p> </p> <h1><a href="http://help.akken.com/help-articles/send-mail-8/">Send Mail</a></h1> <p></p> <p> </p> <p><span style="font-size: medium;"><b>Akken Staffing</b> facilitates you to send an email message to the selected candidates from Candidates home page.</span></p> <p><span style="font-size: medium;">To send an email message to a Candidate, just click on the ‘<b>Send Mail’</b> link on the Candidates home page. <i>Result</i>: The screen refreshes by displaying the Compose screen.</span></p> <p><span style="font-size: medium;"><br></span></p> <table cellspacing="0"><tbody></tbody></table> <p></p> <p></p> <h1><a href="http://help.akken.com/help-articles/view-archive-3/">View Archive</a></h1> <p></p> <p><span style="font-size: medium;">When you archive a record using <b>‘Archive’</b> 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 <b>Akken Staffing</b> 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, <b>Akken Staffing</b> provides the ‘<b>View Archive</b>’ feature where you can retrieve or permanently remove a record from the application.</span></p> <p><span style="font-size: medium;">Click on the <b>Archive</b> down arrow icon  on the Candidates home page. You will see the menu listing:</span></p> <p><span style="font-size: medium;">Click on the ‘<b>View Archive</b>’ link to view the list of the records deleted temporarily from the menu listing. <i>Result</i>: The screen refreshes by displaying the View Archive screen. You can either make the record available or permanently delete the record from the application.</span></p> <p><span style="font-size: medium;"><br></span></p> <h6><span style="font-size: medium; color: rgb(79, 129, 189);"><b>I. Make Available a Candidate</b></span></h6> <p><span style="font-size: medium;">To make available a record from the <b>"View Archive"</b> screen:</span></p> <p><span style="font-size: medium;">Select the record and click on the ‘<b>Make Available’</b> link on View Archive screen. <b><i>Result</i>:</b> You are prompted to respond to an alert message as shown below:</span></p> <table cellspacing="0" width="295"><tbody><tr><td width="100%"> <img alt="" src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Make_Available_Candidates1.gif" width="500" height="319" style="cursor: default;"> <p></p> <p>Make Available Candidates Screen – Option I</p> </td></tr></tbody></table> <p><br></p> <p><span style="font-size: medium;">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.</span></p> <p></p> <p></p> <h1><a href="http://help.akken.com/help-articles/archive-candidates/">Archive Candidates</a></h1> <p></p> <p><span style="font-size: medium;">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.</span></p> <p><span style="font-size: medium;"><b>Note:</b> You can also archive the candidates who are submitted to Job Orders only if the job order status is either <b>Cancelled/Closed/Filled.</b></span></p> <p><span style="font-size: medium;">To Archive a record from the existing records:</span></p> <ol> <li> <span style="font-size: medium;">Select the record you want to archive and click on the <b>Archive</b> down arrow icon <img alt="" src="https://appserver3.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image013.gif" width="15" height="16"> on the screen. You will see the menu listing. </span><p></p> </li> <li><span style="font-size: medium;">Select the <b>‘Archive’</b> link from the menu listing to remove the record temporarily. You are prompted to respond to an alert message as shown below: </span></li> </ol> <table cellspacing="0" width="399"><tbody><tr><td width="100%" class="current"> <img alt="" src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Archive_Candidates1.gif" width="500" height="319" style="cursor: default;"> <p></p> <p>Archive Candidates Screen – Option I</p> </td></tr></tbody></table> <p><span style="font-size: medium;"><br></span></p> <p><span style="font-size: medium;"><b>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.</b></span></p> <ul type="disc"> <li> <span style="font-size: medium;">If you select the ‘<b>Contact Record</b>‘ check box option and click on the <b>‘Archive’</b> 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. </span><p></p> </li> <li> <span style="font-size: medium;">If you select the ‘<b>Address Book Record</b>‘ check box option and click on the <b>‘Archive’</b> 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-&gt;Address Book and CRM-&gt;Candidates respectively. </span><p></p> </li> <li><span style="font-size: medium;">If you select both the check box options, i.e. Contact Record and Address Book Record and click on the <b>‘Archive’</b> 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. </span></li> </ul> <p><span style="font-size: medium;">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:</span></p> <table cellspacing="0" width="396"><tbody><tr><td width="100%"> <img alt="" src="https://appserver3.akken.com/BSOS/Help/CRM_UM/Archive_Candidates2.gif" width="504" height="193" style="cursor: default;"> <p></p> <p>Archive Candidates Screen – Option II</p> </td></tr></tbody></table> <ul type="disc"> <li><span style="font-size: medium;">Click on the <b>‘Archive’</b> button to archive the selected Candidate. The screen refreshes by archiving the selected Candidate to Candidates View Archive page.</span></li> <li><span style="font-size: medium;">Click on the <b>‘Cancel’</b> button to cancel and return to Candidates home page.</span></li> </ul> <table cellspacing="0"><tbody></tbody></table> <p></p> <p></p> <h1><a href="http://help.akken.com/help-articles/share-candidates/">Share Candidates</a></h1> <p></p> <p><span style="font-size: medium;">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.</span></p> <div> <h4><span style="font-size: medium;"><br></span></h4> <h4><span style="font-size: medium;">Make a candidate public</span></h4> <p><span style="font-size: medium;">You can make a candidate details public. The record type of the Candidate you make public from the Candidates screen is displayed as <b>‘Public’</b> against the corresponding candidate in the screen. Employees are by default made public.</span></p> <p><span style="font-size: medium;"><br></span></p> <table cellspacing="0"><tbody></tbody></table> <p></p> <h4><span style="font-size: medium;">Make a candidate private or unshared</span></h4> <p><span style="font-size: medium;">You can make a candidate details private. The record type of the Candidate you make private from the Candidates screen is displayed as <b>‘Private’</b> against the corresponding candidate in the screen. Employees’ records cannot be selected for making private.</span></p> <p><br></p> <table cellspacing="0"><tbody></tbody></table> </div> <p></p> <h1><a href="http://help.akken.com/help-articles/exporting-candidates/">Exporting Candidates</a></h1> <p></p> <p><span style="font-size: medium;"><b>Akken Staffing</b> allows you to export the data in a CSV (comma separated value) format which can then be imported in to other applications comfortably.</span></p> <p><span style="font-size: medium;">The different export options available in Candidates are:</span></p> <ul type="disc"> <li><span style="font-size: medium;">Akken </span></li> <li><span style="font-size: medium;">OutLookExport </span></li> </ul> <h6><span style="font-size: medium;">Based on the option selected, the exported CSV file will display the column headers relevant to the option.</span></h6> <h6><span style="font-size: medium;"><br></span></h6> <h6><span style="font-size: medium;"><b>I. To export data using Akken option:</b></span></h6> <p><span style="font-size: medium;">Select the required candidate(s) in the <b>Candidates</b> home page and click <b>Akken</b> in the <b>Export</b> drop-down menu. The system displays the File Download window.</span></p> <p><span style="font-size: medium;">In the File Download window,</span></p> <ul type="disc"> <li> <span style="font-size: medium;">Click ‘<b>Save</b>’ and specify the location to save the CSV file on your computer. </span><p></p> </li> <li><span style="font-size: medium;">Click ‘<b>Open</b>’ to open the CSV file. </span></li> <li><span style="font-size: medium;">Click ‘<b>Cancel</b>’ to cancel the exporting of candidates.</span></li> </ul> <h6><span style="font-size: medium;"><b><br></b></span></h6> <h6><span style="font-size: medium;"><b>II. To export data using OutLook Export</b></span></h6> <h6><span style="font-size: medium;">Select the required candidate(s) in the <b>Candidates </b>home page and click <b>OutLook Export</b> in the <b>Export</b> drop-down menu. The system displays the File Download window.</span></h6> <p><span style="font-size: medium;">In the File Download window,</span></p> <ul type="disc"> <li> <span style="font-size: medium;">Click <b>Save</b> and specify the location to save the CSV file on your computer. </span><p></p> </li> <li><span style="font-size: medium;">Click <b>Open</b> to open the CSV file. </span></li> <li><span style="font-size: medium;">Click <b>Cancel</b> to cancel the exporting of candidates. </span></li> </ul> <p><br></p> <p><span style="font-size: medium;"><b>Note:</b></span></p> <p><span style="font-size: medium;">You can export upto 5 sets of Candidate Skills and Experiences.</span></p> <p></p> <p></p> <h1><a href="http://help.akken.com/help-articles/importing-candidates/">Importing Candidates</a></h1> <p></p> <p><span style="font-size: medium;"><b>Akken</b> <b><strong>S</strong></b><b>taffing</b> supports importing of the candidates’ details that use the comma separated value (CSV) format.</span></p> <p><a id="a1">Import Candidates</a></p> <p><strong><a id="a5">Steps to Import</a></strong></p> <p></p> <p></p> <h1><a href="http://help.akken.com/help-articles/creating-group-of-candidates/">Creating Group of Candidates</a></h1> <p></p> <p><span style="font-size: medium;"><b>Akken Staffing</b> provides an excellent feature of creating groups of the Candidates from <b>CRM – Candidates</b> home page.</span></p> <p><span style="font-size: medium;">You can just select the list of Candidates and click on the ‘<b>Groups</b>‘ link. The screen refreshes by displaying the Create Group pop up window.</span></p> <p><span style="font-size: medium;">See the <strong><a href="https://appserver3.akken.com/BSOS/Help/CRM_UM/Create_Group_of_Contacts.htm">Creating Group of Contacts</a></strong> topic for more information on how to create group of candidates</span></p> <p></p> </div> </div> </div> </div> <p></p> </div> <p></p> </div> 266155 1708 4000007899 2015-04-20T14:07:17-04:00 5 2 5 3 CRM - Candidates 2015-08-21T04:41:08-04:00 12054499 1 2014-03-26T13:25:56-04:00 2 3 ARCHIVE & VIEW ARCHIVE The Archive feature assists you to remove the job orders temporarily or permanently from your active job orders list. You can remove single or multiple or all records at a time. The job orders removed from the Job Orders home page will be available in the Job Orders View Archive page. To Archive a record from the existing records: Select the record you want to archive and use the mouse to 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. Result: You are prompted to respond to an alert message as shown below: Click on the ‘OK’ button, if you want to archive the job order to view archive page. Result: The screen refreshes by removing the job order record to view archive page. Click on the ‘Cancel’ button to cancel and return to previous page.   VIEW ARCHIVE When you archive a record using ‘Archive’ link in the Job Orders Home page, they are not removed from the application, but transferred to the View Archive screen. This provision is available to the Akken Staffing users because there is possibility of deleting the record by mistake, or you may need a record to be used after it is been deleted. To ease these kinds of 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 Job Orders 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 View Archive screen. You can permanently delete a record from the application. Make Available a Job Order 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: The screen refreshes by making available the selected record. Delete a Job Order To delete a job order record from the View Archive screen: Select the record and click on the ‘Delete’ link on View Archive screen. Result: You are prompted to respond to an alert message as shown below: Click on the ‘OK’ button, if you want to delete the selected job order record. Result: The screen refreshes by deleting the Job Order record. Click on the ‘Cancel’ button to cancel and return to previous page. SHARE JOB ORDERS You can share the job orders with the others or make public or private as and when required by you. Refer to the Sharing a record topic discussed earlier to know how to share a record. Make a Job Order public Refer to the Make a record public topic discussed earlier how to make a record public. Make a Job Order private or unshared Refer to the Make a record private or unshared topic discussed in earlier how to make a record private or unshared. COPY JOB ORDER The Copy link allows you to copy an existing job order, change any information necessary, and save it as a new job order. You can use the existing job order as a template to save time by eliminating the need to re-enter the information. To copy a job order: Go to CRM – Job Orders – In the Job Orders home page, select the required job order and click Copy. The system displays the copied job order information in New Job Order screen. Add the necessary information to the copied job order and finally click Save to save the job order. The system creates a new job order and displays it in the Job Orders home page. Click Close to close the New Job Order screen.   Note: You can copy only one job order at a time. When the user clicks on Copy, the Filled and Job Order ID fields in the New Job Order screen will display no information. EXPORTING JOB ORDERS You can export the job order details from the application to use in other applications. Akken Staffing allows you to export job orders details in a CSV file format which can then be imported in to the other applications comfortably. By default, the ‘Export‘ link will not be displayed on the header strip of Job Orders home page. To enable the ‘Export‘ link, on Job Orders home page, follow the following steps:- Go to Admin->User Management and click on Preferences icon, against the desired employee name. Result: The screen refreshes by displaying the User Management Preferences screen. Select the ‘Export’ check box option under Job Orders menu in CRM preferences column. Click on the ‘Update‘ link. By following the above steps, ‘Export’ link will be enabled and displayed on the header strip of Job Orders home page Export Job Orders The following are the steps need to be followed to export the job order details, On the Job orders home page, select the job orders and click on the ‘Export’ link to export the job order details. You can select single, multiple, or entire job orders for exporting. Result: The File Download dialogue box is displayed. Click on the ‘Save’ button and specify the location to save the CSV file on your computer. Click on the ‘Open’ button to open the CSV file. Click on the ‘Cancel’ button to cancel exporting of job order details. IMPORTING JOB ORDERS You can import job order details from other applications. Akken Staffing supports importing of the job order details that use the comma separated value (CSV) format. By default, the ‘Import‘ link will not be displayed on the header strip of Job Orders home page. To enable the ‘Import‘ link, on Job Orders home page, follow the following steps: Go to Admin->User Management and click on the Preferences icon, against the desired employee name. Result: The screen refreshes by displaying the User Management Preferences screen. Select the ‘Import’ check box option under Job Orders menu in CRM preferences column. Click on the ‘Update‘ link. By following the above steps, ‘Import’ link will be enabled and displayed on the header strip of Job Orders home page. Import Job Orders Before beginning make sure that the file you are going to import is in comma separated value (CSV) format. You can use the import wizard available under Job Orders home page to import the job order details. Click on the ‘Import’ link. Result: The job orders home page refreshes by displaying the Import screen.     Import Job Order Screen Select the contact from whom this job order is disseminated from the drop down list of Select Contact field. Click on the ‘Create New Contact’ link to create new contact. See the Add New Contact topic to know how to create new contact. Select the file format from the drop down list in File Format field of import pop up window. The application supports importing of Comma Separated Values (CSV) files. Select the source application of your data to be imported in File to Import field Click on the ‘Browse’ button and select the required file. Click on the ‘Import’ link to continue. Result: The screen refreshes by displaying the job order mapping screen. Click on the ‘Cancel’ link to cancel and return to previous page. Import Job Order-Mapping Screen The import wizard associates the Akken Staffing fields with field names from your import file. You need to assign each importing data field with fields available in the application. This can be done in mapping screen. In the mapping screen, assign each importing data field with the existing data field by selecting from the drop down list. When the fields assign correctly, click on the ‘Continue’ link to continue. Result: The mapping screen refreshes by displaying the matching criteria form. Click on the ‘Cancel’ link to cancel and return to previous page. Import Job Order-Matching Criteria Screen In the matching criteria screen, you can re-check the mapped fields of the data to be imported. Click on the ‘Continue’ link, if the mapping criteria of the fields to be mapped are correct. Result: The matching criteria screen refreshes by displaying Import Message screen. Click on the ‘Change Mapping’ link to change any mapped fields criteria. Result: The matching criteria form refreshes by displaying the previous Mapping screen. You can do the necessary changes, and click on the ‘Continue’ link. Result: The mapping screen refreshes by displaying the matching criteria form. Click on the ‘Cancel’ link to return to import wizard. Click on the ‘OK‘ button. Result: The matching criteria screen refreshes displaying Job Orders home page with the new job order details. Click the ‘Cancel’ button to do changes in matching criteria screen. FORWARD TO HIRING/ACCOUNTING The Placements screen allows you to capture the placements details of the selected candidate for selected customer. You can enter the details like start date, end date, rate details, commission etc.     Placement Screen To add placement details for the selected candidate: Status will be ‘Filled’ by default in the Status drop down list. However you can change the status by selecting from the drop-down list. Specify the status of the job order from the Status field. You can even edit the status of the job order by clicking on ‘edit list’ link available beside the status field. Click on the ‘edit list‘ link to add/edit/delete the statuses. See the ‘edit list‘ topic for more details. The Candidate field displays the name of the placed candidate in a link form. Clicking on this candidate name link opens up the summary page of that particular candidate. See the Edit Candidate Details topic to know the features present in the candidate summary page. Select the job type of the job order from the drop down list of Job Type field. Specify the category of the job order from the Category drop down list. You can even edit the category by clicking on the ‘edit list’ link available beside the Category field. Click on the ‘edit list’ link, available beside the Category drop down list. Result: The edit list pop up window is displayed. See the edit list topic to know how to add/edit/delete the categories. Enter the job title or designation for which the job order is received in the Job Title text box. For instance, you can enter as Programmer or Accountant etc. You can click on the ‘view job order‘ link available beside the Job Title field. Result: The screen refreshes by displaying the summary page of that particular job order. See the Edit Job Order topic to know the features present in the summary page of job orders. Enter the reference code of the Job Order in the Ref. Code text box. The Company field displays the name of the placement company in a link form. Clicking on this company name link opens up the summary page of that particular company. See Edit Company Details topic to know the features present in the company summary page. You can also change the placement company by clicking on the ‘change’ link available beside company name link. Result: The Company Search pop up window is displayed. See the Search for Company topic for more details. You can create new company also by clicking on the new link available beside the change link. Result: The screen refreshes by displaying the add new company pop up window. See the Add New Company topic for more details. The Contact field displays the name of the placement contact in a link form. Clicking on this contact name link opens up the summary page of that contact. See the Edit Contact Details topic to know the features present in the contact summary page. You can also change the placement contact by clicking on the ‘change’ link available beside contact name link. Result: The Contact Search pop up window is displayed. See the Search for Contact topic for more details. You can create new contact also by clicking on new link available beside the change link. Result: The screen refreshes by displaying the add new contact pop up window. See Add New Contact topic for more details. The Job Reports To field displays the name of the reporting contact in a link form. Clicking on this reporting contact name link opens up the summary page of that particular contact. See the Edit Contact Details topic  to know the features present in the contact summary page. You can also change the reporting contact by clicking on the ‘change’ link available beside the reporting contact name link. Result: The Contact Search pop up window is displayed. See the Search for Contact topic for more details. You can create new reporting contact by clicking on the new link available beside the change link. Result: The screen refreshes by displaying the add new contact pop up window. See the Add New Contact topic for more details. The Job Location field displays the name of the placement company in a link form along with the complete address of that company. Clicking on this placement company name link opens up the summary page of that particular placement company. See the Edit Company Details topic to know the features present in the company summary page. You can also change the job location company name by clicking on the change link. Result: The Company Search pop up window is displayed. See the Search for Company topic for more details. You can create new job location company by clicking on the new link. Result: The screen refreshes by displaying the add new company pop up window. See the Add New Company topic for more details. The Schedule section allows you to capture the Start Date, Hours, End Date and Hired Date details of the placed candidate. The Billing Information section allows you to capture the billing details of the placed candidate. The Hiring Process sections allows you to specify the hiring requirements of the placed candidate. You can enter some notes for the placed candidate in the Notes textarea. Click on the ‘Place Candidate‘ link to place the candidate for hiring. Result: The selected candidate record is displayed in Hiring Management section of HRM. Note: If you are placing the Candidate with Job Type as ‘Direct’, then this candidate goes to Accounting->Assignments section for Approval. Once he is approved, then the candidate record moves to Customers->Create Invoices section. When you close a placement for a Candidate/Employee, then the Candidate/Employee record will be displayed in the corresponding sections based on the Job Types selected in the Closing Placement screen. Click on the ‘Cancel’ link to cancel and return to previous page.   Note: When you close a placement for a candidate with job type as Direct, the candidate record moves to Accounting – Assignments for approval. The table below shows the status of the Assignment Type, Show Employee as CRM Candidate and Same as Job Type in Assignments options in Compensation screen. Employee Type Assignment Type Show Employee as CRM Candidate Same as Job Type in Assignments Internal Direct Internal Direct Unchecked Checked Internal Temp/Contract Internal Temp/Contract Checked Checked Temp/Contract Temp/Contract Checked Checked Temp/Contract to Direct Temp/Contract to Direct Checked Checked When you create a new candidate with job type as Direct and hire him from HRM – Hiring Management, then the status of the Show Employee as CRM Candidate option is unchecked by default and Same as Job Type in Assignments option is also unchecked by default in Compensation screen. When you forward an applicant from HRM – Applicant Tracking to Hiring Management, then for all job types, the status of the Show Employee as CRM Candidate option is unchecked by default. And the status of Same as Job Type in Assignments option is checked / unchecked based on the status moved from applicant tracking to hiring management. The following table shows the mapping between Job Types and Employee Types during the closing placement process: CRM Job Type Employee Type Assignment Job Type Internal Direct Internal Direct Internal Direct Direct Direct Temp/Contract Temp/Contract Temp/Contract Internal Temp/Contract Internal Temp/Contract Internal Temp/Contract Temp/Contract to Direct Temp/Contract Temp/Contract to Direct UPDATE STATUS SCREEN The Update Status screen allows you to update the status of the interview held with the short listed candidate. To update the status of the candidate, do the following: Click on the Update Status icon available in the Job Orders – Submissions screen. The system displays the Update Status screen. In the above Update Status screen,the Interview option will be selected by default. Enter the notes in the Notes text area and click Update link. The Add Appointment screen displays. Enter the required information and click on Save link in the Add Appointment screen. The system creates a new appointment and it will be tracked into Activities of Candidate and Job Order respectively.   SETUP INTERVIEW The Setup Interview icon allows you to setup an interview for the short listed candidate. The user can now send an invitation event using the Setup Interview icon available in the Submissions screen.   Tip to setup an Interview: To setup an interview for the short listed candidate, do the following: Click on the number link available under Candidates column in the Job Orders home page. The system displays the Submissions screen: In the above Submissions screen, click on Setup Interview icon. The system now displays the Add Appointment screen instead of Email Compose screen. In the Add Appointment screen, The Participants list box of the appointment displays the Email Address of the candidate. The Category of the appointment will be set to Interview by default. Once the user saves the appointment, the system will do the following: Send an email to the candidate’s email address as an appointment. Display the invitation event in the eDesk – Calendars section. If the candidate has no email address, then the system creates the new appointment as an activity for the candidate.   REQUEST INTERVIEW The Request Interview screen can send your request to the chosen contact to arrange for an interview for the short listed candidate.     Request Interview Screen In the above screen, Specify the required information to setup the interview for the candidate and click on ‘Send’T link to send your request for arranging an interview with the selected candidate to the contact. The screen refreshes by sending your request. Click on the ‘Close’T link to close the window. CANDIDATE SUBMISSION WINDOW Candidate Submissions pop up window is displayed, when you click on the number link in the Candidates column on the Job Orders home page. The details of the submitted candidates are displayed under the following columns: Submitted Date, Candidate Name, Candidate Phone, Last Updated, Status and Type. On the top left hand corner of the submissions window, you will find ‘Submissions For (Job Order Name)‘ displayed in red font. Beside that, you will find the view job order link enclosed in red parenthesis. You can click on the ‘view job order‘ link available at the top of the submissions window. Result: The screen refreshes by displaying the summary page of that particular job order. See the Edit Job Order topic to know the features present in the job order summary page. The Candidate Name column displays the name of the Candidate in a link form. Clicking on this candidate name link allows you to view the summary screen of that particular candidate. The submission date and time of the candidate(s) are displayed in the form of link in the Submitted Date column. Clicking on these date and time link will display the Submission Info screen. See the Submission Information Screen topic for more details. You can edit the status of the Submitted Candidates just by adding/removing the items in the Status drop list, except the original items in the list which are not editable. To add/remove the items in the Status drop down list, click on the ‘edit list‘ link available beside the Status column name display. Result: The screen refreshes by displaying the edit list pop up window. See the edit list topic for more details. Highlight the candidate and double click it to edit the details. See the Edit Candidate details topic for more details. The submissions pop up window automatically links you to scheduling interviews, updating the interview status and forwarding the selected candidates for hiring. The submissions pop up window allows you to do any of the following: Key to icon links in submissions pop up window are: [Note Icon]: Clicking on this icon allows you to add the notes for the submitted candidates. The notes added here will be shown in Candidate and Job Order Summary screens of the respective candidate and job order. See the Notes topic for more details. [Request Interview Icon]T: Clicking on this icon allows you to send the request to the contact for arranging an interview with the selected candidate. Result: The Request Interview pop up window is displayed. See the Request Interview topic to know more. [Setup Interview icon]T: Clicking on this icon allows you to setup an interview schedule with the short listed candidate based on his/her availability. Result: The Setup Interview pop up window is displayed. See the Setup Interview topic to know more. [Update Interview status icon]T: Clicking on this icon allows you to update the interview status held with the selected candidate. Result: The Update Interview Status pop up window is displayed. See the Update Interview topic to know more. [Forward to Hiring/Accounting]:T When the status of an interview held with the candidate is updated as ‘Rejected’ then this icon will not be displayed against the corresponding candidate record. Clicking on this icon allows you to forward the candidate for hiring by the end client by refreshing the screen. If the candidate type is ‘Employee’, then the candidate is ‘Forwarded to Accounting’ else ‘Forwarded to Hiring’. [Respond]: Clicking on this icon allows you to respond directly for the submitted candidate. Result: The screen refreshes by displaying the Job Order Inquiry pop up window. See the New Inquiries pop up window topic for details. [Placed Icon]: Clicking on this allows you to view the assignment details of the placed candidate. To close the Submissions pop up window, click on the ‘Close’ link. PLACEMENT STATUS A new column has been introduced in the “Manage Submissions” screen found within the Job Orders window to indicate the Placement/Assignment status of a submitted candidate.   There are two options to access the Submissions pop-up screen for a specified job order. 1. Go to CRM – Job Orders – Double click on open job order – Scroll down to Submitted Candidates (on the right hand side) – Click on “manage submissions” 2. Go to CRM – Job Orders – Scroll to the right on the main Job Order grid until the Candidates column is displayed – Click on the underlined number listed under the Candidates column   The new column enables the front office users to quickly view the status of a placement and the corresponding back office location for the completed placement. CANCELING PLACEMENTS IN CRM Front office users have the ability to cancel a pending placement by clicking on the “Placement details” icon on the far right corner of every submission.  The Placement Details icon appears on a record after the placement has been completed.  In order to cancel the placement, the user will need to open the manage submissions screen and click on the Placement Details icon and click on Cancel Placement. The option for cancellation is only available for candidates who are being placed for the first time.   Clicking on the link will display a text box that requires the user to provide a reason for cancellation. Once the reason has been filled in, click on cancel placement.   This will update the placement/assignment status on the manage submission screen. Additionally, the canceled status is updated in the Candidate summary screen on the Placed panel.     NOTE: This does not change the candidate status in the main CRM Candidates grid.   <p><b style="font-size: large; color: rgb(79, 129, 189);">ARCHIVE &amp; VIEW ARCHIVE</b></p> <p><span style=""><br></span></p> <div> <p>The Archive feature assists you to remove the job orders temporarily or permanently from your active job orders list. You can remove single or multiple or all records at a time. The job orders removed from the Job Orders home page will be available in the Job Orders View Archive page.</p> <p>To Archive a record from the existing records:</p> <ol> <li>Select the record you want to archive and use the mouse to click on the <b>Archive</b> down arrow icon <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image013.gif" width="15" height="16"> on the screen. You will see the menu listing. </li> <li>Select the <b>‘Archive’</b> link from the menu listing to remove the record temporarily. <i>Result</i>: You are prompted to respond to an alert message as shown below: </li> </ol> <p><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/archive-jo1.jpg" width="427" height="118" style="cursor: default;"></p> <ol type="1"> <li>Click on the <b>‘OK’</b> button, if you want to archive the job order to view archive page. <i>Result</i>: The screen refreshes by removing the job order record to view archive page. </li> <li>Click on the <b>‘Cancel’</b> button to cancel and return to previous page. </li> </ol> <p> </p> <p><span style="font-size: medium; color: rgb(79, 129, 189);"><b>VIEW ARCHIVE</b></span></p> <p>When you archive a record using <b>‘Archive’</b> link in the Job Orders Home page, they are not removed from the application, but transferred to the View Archive screen. This provision is available to the <b>Akken Staffing</b> users because there is possibility of deleting the record by mistake, or you may need a record to be used after it is been deleted. To ease these kinds of situations, <b>Akken Staffing</b> provides the ‘<b>View Archive</b>’ feature where you can retrieve or permanently remove a record from the application.</p> <p>Click on the <b>Archive</b> down arrow icon on the Job Orders Home page. You will see the menu listing:</p> <p>Click on the ‘<b>View Archive</b>’ link to view the list of the records deleted temporarily from the menu listing. <i>Result</i>: The screen refreshes by displaying View Archive screen. You can permanently delete a record from the application.</p> <h6><br></h6> <h6><span style="font-size: medium; color: rgb(79, 129, 189);"><b>Make Available a Job Order</b></span></h6> <p>To make available a record from the View Archive screen:</p> <ol type="1"><li>Select the record and click on the ‘<b>Make Available’</b> link on View Archive screen. <i>Result</i>: The screen refreshes by making available the selected record. </li></ol> <h6><span style="font-size: medium; color: rgb(79, 129, 189);"><b><br></b></span></h6> <h6><span style="font-size: medium; color: rgb(79, 129, 189);"><b>Delete a Job Order</b></span></h6> <p>To delete a job order record from the View Archive screen:</p> <ol type="1"><li>Select the record and click on the <b>‘Delete’</b> link on View Archive screen. <i>Result</i>: You are prompted to respond to an alert message as shown below: </li></ol> <p><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/del-jo1.jpg" width="357" height="119" style="cursor: default;"></p> <ol type="1"> <li>Click on the <b>‘OK’</b> button, if you want to delete the selected job order record. <i>Result</i>: The screen refreshes by deleting the Job Order record. </li> <li>Click on the <b>‘Cancel’</b> button to cancel and return to previous page. </li> </ol> <p></p> <p> </p> <h1><br></h1> <h1><span style="font-size: medium; color: rgb(79, 129, 189);"><b>SHARE JOB ORDERS</b></span></h1> <p></p> <p> </p> <p>You can share the job orders with the others or make public or private as and when required by you.</p> <div> <table cellspacing="0"><tbody><tr> <td><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image316.jpg" width="39" height="38"></td> <td width="11"></td> <td width="616">Refer to the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Share_a_record.htm">Sharing a record</a></strong> topic discussed earlier to know how to share a record.</td> </tr></tbody></table> <p></p> <h4>Make a Job Order public</h4> <p> </p> <table cellspacing="0"><tbody><tr> <td><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image317.jpg" width="39" height="38"></td> <td width="11"></td> <td width="617">Refer to the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Make_a_record_public.htm">Make a record public</a></strong> topic discussed earlier how to make a record public.</td> </tr></tbody></table> <p></p> <h4>Make a Job Order private or unshared</h4> <table cellspacing="0"><tbody><tr> <td><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image318.jpg" width="39" height="38" style="cursor: default;"></td> <td width="11"></td> <td width="617">Refer to the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Make_a_record_private_or_unshare.htm">Make a record private or unshared</a></strong> topic discussed in earlier how to make a record private or unshared.</td> </tr></tbody></table> </div> <p></p> <h1><br></h1> <h1><span style="font-size: large; color: rgb(79, 129, 189); background-color: rgb(255, 255, 255);"><b><a href="http://help.akken.com/help-articles/copy-job-order/">C</a>OPY JOB ORDER</b></span></h1> <p></p> <p>The <b>Copy</b> link allows you to copy an existing job order, change any information necessary, and save it as a new job order. You can use the existing job order as a template to save time by eliminating the need to re-enter the information.</p> <p>To copy a job order:</p> <ol type="1"> <li>Go to <b>CRM – Job Orders</b> – In the <b>Job Orders</b> home page, select the required job order and click <b>Copy</b>. The system displays the copied job order information in <b>New Job Order</b> screen. <p></p> </li> <li>Add the necessary information to the copied job order and finally click <b>Save</b> to save the job order. The system creates a new job order and displays it in the <b>Job Orders</b> home page. <p></p> </li> <li>Click <b>Close</b> to close the <b>New Job Order</b> screen. </li> </ol> <p></p> <p><b>Note</b>:</p> <ul type="disc"> <li>You can copy only one job order at a time. </li> <li>When the user clicks on <b>Copy</b>, the <b>Filled</b> and <b>Job Order ID</b> fields in the <b>New Job Order</b> screen will display no information.</li> </ul> <div><br></div> <p></p> <h1><font><b style="color: rgb(79, 129, 189);">EXPORTING JOB ORDERS</b></font></h1> <p></p> <p>You can export the job order details from the application to use in other applications. <b>Akken Staffing</b> allows you to export job orders details in a CSV file format which can then be imported in to the other applications comfortably.</p> <p>By default, the ‘<b>Export</b>‘ link will not be displayed on the header strip of Job Orders home page. To enable the ‘<b>Export</b>‘ link, on Job Orders home page, follow the following steps:-</p> <ol> <li>Go to <b>Admin-&gt;User Management</b> and click on Preferences <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/preferences_icon.jpg" width="15" height="15"> icon, against the desired employee name. <i>Result:</i> The screen refreshes by displaying the User Management Preferences screen. <p></p> </li> <li>Select the ‘<b>Export’</b> check box option under Job Orders menu in CRM preferences column. <p></p> </li> <li>Click on the ‘<b>Update</b>‘ link. </li> </ol>By following the above steps, <b>‘Export’</b> link will be enabled and displayed on the header strip of Job Orders home page<p></p> <h6><br></h6> <h6><span style="color: rgb(79, 129, 189); font-size: medium;"><b>Export Job Orders</b></span></h6> <p>The following are the steps need to be followed to export the job order details,</p> <ol type="1"><li>On the Job orders home page, select the job orders and click on the ‘<b>Export</b>’ link to export the job order details. You can select single, multiple, or entire job orders for exporting. <i>Result:</i> The File Download dialogue box is displayed. </li></ol> <table cellspacing="0" width="425"><tbody><tr><td width="100%"><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/File_Download-Job_orders_export.jpg" width="404" height="266" style="cursor: default;"></td></tr></tbody></table> <ol type="1"> <li>Click on the ‘<b>Save</b>’ button and specify the location to save the CSV file on your computer. <p></p> </li> <li>Click on the ‘<b>Open</b>’ button to open the CSV file. </li> <li>Click on the ‘<b>Cancel</b>’ button to cancel exporting of job order details.</li> </ol> <h1> <span style="font-size: large; color: rgb(79, 129, 189);"><b>IMPORTING JOB ORDERS</b></span><br> </h1> <p></p> <p>You can import job order details from other applications. <b>Akken Staffing</b> supports importing of the job order details that use the comma separated value (CSV) format.</p> <p>By default, the ‘<b>Import</b>‘ link will not be displayed on the header strip of Job Orders home page. To enable the ‘<b>Import</b>‘ link, on Job Orders home page, follow the following steps:</p> <ol> <li>Go to <b>Admin-&gt;User Management</b> and click on the Preferences <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/preferences_icon.jpg" width="15" height="15"> icon, against the desired employee name. <i>Result:</i> The screen refreshes by displaying the User Management Preferences screen. <p></p> </li> <li>Select the ‘<b>Import’</b> check box option under Job Orders menu in CRM preferences column. <p></p> </li> <li>Click on the ‘<b>Update</b>‘ link. </li> </ol>By following the above steps, <b>‘Import’</b> link will be enabled and displayed on the header strip of Job Orders home page.<p></p> <h6>Import Job Orders</h6> <p>Before beginning make sure that the file you are going to import is in comma separated value (CSV) format. You can use the import wizard available under Job Orders home page to import the job order details.</p> <ol type="1"><li>Click on the ‘<b>Import</b>’ link. <i>Result:</i> The job orders home page refreshes by displaying the Import screen. </li></ol> <table cellspacing="0" width="598"><tbody><tr><td width="100%"> <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Import_Job_Order_Screen.jpg" width="626" height="178" style="cursor: default;"> <p></p> <p> </p> <p><b>Import Job Order Screen</b></p> </td></tr></tbody></table> <ol type="1"> <li>Select the contact from whom this job order is disseminated from the drop down list of <i>Select Contact</i> field. <p></p> </li> <li>Click on the ‘<b>Create New Contact</b>’ link to create new contact. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Add_new_Contact.htm">Add New Contact</a> topic to know how to create new contact. <p></p> </li> <li>Select the file format from the drop down list in <i>File Format</i> field of import pop up window. The application supports importing of Comma Separated Values (CSV) files. <p></p> </li> <li>Select the source application of your data to be imported in <i>File to Import</i> field <p></p> </li> <li>Click on the ‘<b>Browse</b>’ button and select the required file. </li> <li>Click on the ‘<b>Import</b>’ link to continue. <i>Result:</i> The screen refreshes by displaying the job order mapping screen. <p></p> </li> <li>Click on the ‘<b>Cancel</b>’ link to cancel and return to previous page. </li> </ol> <table cellspacing="0" width="427"><tbody><tr><td width="100%"> <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Job_Order_Mapping_Screen.jpg" width="626" height="287" style="cursor: default;"><p></p> <p><b>Import Job Order-Mapping Screen</b></p> </td></tr></tbody></table> <ol type="1"> <li>The import wizard associates the <b>Akken Staffing</b> fields with field names from your import file. You need to assign each importing data field with fields available in the application. This can be done in mapping screen. <p></p> </li> <li>In the mapping screen, assign each importing data field with the existing data field by selecting from the drop down list. <p></p> </li> <li>When the fields assign correctly, click on the ‘<b>Continue</b>’ link to continue. <i>Result:</i> The mapping screen refreshes by displaying the matching criteria form. <p></p> </li> <li>Click on the ‘<b>Cancel</b>’ link to cancel and return to previous page. </li> </ol> <table cellspacing="0" width="473"><tbody><tr><td width="100%"> <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Job_Order-Matching_Criteria_Screen.jpg" width="626" height="226" style="cursor: default;"><p></p> <p><b>Import Job Order-Matching Criteria Screen</b></p> </td></tr></tbody></table> <ol type="1"> <li>In the matching criteria screen, you can re-check the mapped fields of the data to be imported. <p></p> </li> <li>Click on the ‘<b>Continue</b>’ link, if the mapping criteria of the fields to be mapped are correct. <i>Result:</i> The matching criteria screen refreshes by displaying Import Message screen. <p></p> </li> <li>Click on the ‘<b>Change Mapping</b>’ link to change any mapped fields criteria. <i>Result:</i> The matching criteria form refreshes by displaying the previous Mapping screen. <p></p> </li> <li>You can do the necessary changes, and click on the ‘<b>Continue</b>’ link. <i>Result:</i> The mapping screen refreshes by displaying the matching criteria form. <p></p> </li> <li>Click on the ‘<b>Cancel</b>’ link to return to import wizard. </li> </ol> <table cellspacing="0" width="330"><tbody><tr><td width="100%"><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Import_Message_Screen.jpg" width="309" height="119" style="cursor: default;"></td></tr></tbody></table> <ol type="1"> <li>Click on the ‘<b>OK</b>‘ button. <i>Result:</i> The matching criteria screen refreshes displaying Job Orders home page with the new job order details. <p></p> </li> <li>Click the ‘<b>Cancel</b>’ button to do changes in matching criteria screen.</li> </ol> <h1><font><b style="color: rgb(79, 129, 189);">FORWARD TO HIRING/ACCOUNTING</b></font></h1> <p></p> <p>The Placements screen allows you to capture the placements details of the selected candidate for selected customer. You can enter the details like start date, end date, rate details, commission etc.</p> <table cellspacing="0" width="542"><tbody><tr><td width="100%"> <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Placement_Screen.gif" width="626" height="1641" style="cursor: default;"> <p></p> <p> </p> <p><b>Placement Screen</b></p> </td></tr></tbody></table> <p>To add placement details for the selected candidate:</p> <ol type="1"> <li>Status will be ‘Filled’ by default in the <i>Status</i> drop down list. However you can change the status by selecting from the drop-down list. <p></p> </li> <li>Specify the status of the job order from the <i>Status</i> field. You can even edit the status of the job order by clicking on ‘<b>edit list’</b> link available beside the status field. <p></p> </li> <li>Click on the ‘<b>edit list</b>‘ link to add/edit/delete the statuses. See the ‘<strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Manage_Droplist.htm">edit list</a>‘</strong> topic for more details. <p></p> </li> <li>The <i>Candidate</i> field displays the name of the placed candidate in a link form. Clicking on this candidate name link opens up the summary page of that particular candidate. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Candidate_details.htm">Edit Candidate Details</a> topic to know the features present in the candidate summary page. <p></p> </li> <li>Select the job type of the job order from the drop down list of <i>Job Type</i> field. <p></p> </li> <li>Specify the category of the job order from the <i>Category</i> drop down list. You can even edit the category by clicking on the ‘<b>edit list’</b> link available beside the <i>Category</i> field. <p></p> </li> <li>Click on the ‘<b>edit list’</b> link, available beside the <i>Category</i> drop down list. <i>Result</i>: The edit list pop up window is displayed. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Manage_Droplist.htm">edit list</a> topic to know how to add/edit/delete the categories. <p></p> </li> <li>Enter the job title or designation for which the job order is received in the <i>Job Title</i> text box. For instance, you can enter as Programmer or Accountant etc. <p></p> </li> <li>You can click on the ‘<b>view job order</b>‘ link available beside the <i>Job Title</i> field. <i>Result</i>: The screen refreshes by displaying the summary page of that particular job order. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Job_Order.htm">Edit Job Order</a> topic to know the features present in the summary page of job orders. <p></p> </li> <li>Enter the reference code of the Job Order in the <i>Ref. Code</i> text box. <p></p> </li> <li>The <i>Company</i> field displays the name of the placement company in a link form. Clicking on this company name link opens up the summary page of that particular company. See <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Company_Details.htm">Edit Company Details</a> topic to know the features present in the company summary page. <p></p> </li> <li>You can also change the placement company by clicking on the <b>‘change’</b> link available beside company name link. <i>Result</i>: The Company Search pop up window is displayed. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Search_for_Company.htm">Search for Company</a> topic for more details. <p></p> </li> <li>You can create new company also by clicking on the <b>new</b> link available beside the <b>change</b> link. <i>Result</i>: The screen refreshes by displaying the add new company pop up window. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Add_a_New_Company.htm">Add New Company</a> topic for more details. <p></p> </li> <li>The <i>Contact</i> field displays the name of the placement contact in a link form. Clicking on this contact name link opens up the summary page of that contact. See the<a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Contact_Details.htm"> Edit Contact Details</a> topic to know the features present in the contact summary page. <p></p> </li> <li>You can also change the placement contact by clicking on the <b>‘change’</b> link available beside contact name link. <i>Result</i>: The Contact Search pop up window is displayed. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Search_for_Contact.htm">Search for Contact</a> topic for more details. <p></p> </li> <li>You can create new contact also by clicking on <b>new</b> link available beside the <b>change</b> link. <i>Result</i>: The screen refreshes by displaying the add new contact pop up window. See <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Add_new_Contact.htm">Add New Contact</a> topic for more details. <p></p> </li> <li>The <i>Job</i> <i>Reports To</i> field displays the name of the reporting contact in a link form. Clicking on this reporting contact name link opens up the summary page of that particular contact. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Contact_Details.htm">Edit Contact Details</a> topic  to know the features present in the contact summary page. <p></p> </li> <li>You can also change the reporting contact by clicking on the <b>‘change’</b> link available beside the reporting contact name link. <i>Result</i>: The Contact Search pop up window is displayed. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Search_for_Contact.htm">Search for Contact</a> topic for more details. <p></p> </li> <li>You can create new reporting contact by clicking on the <b>new</b> link available beside the <b>change</b> link. <i>Result</i>: The screen refreshes by displaying the add new contact pop up window. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Add_new_Contact.htm">Add New Contact</a> topic for more details. <p></p> </li> <li>The <i>Job Location</i> field displays the name of the placement company in a link form along with the complete address of that company. Clicking on this placement company name link opens up the summary page of that particular placement company. See the<a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Company_Details.htm"> Edit Company Details</a> topic to know the features present in the company summary page. <p></p> </li> <li>You can also change the job location company name by clicking on the <b>change</b> link. <i>Result</i>: The Company Search pop up window is displayed. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Search_for_Company.htm">Search for Company</a> topic for more details. <p></p> </li> <li>You can create new job location company by clicking on the <b>new</b> link. <i>Result</i>: The screen refreshes by displaying the add new company pop up window. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Add_a_New_Company.htm">Add New Company</a> topic for more details. <p></p> </li> <li>The <i>Schedule</i> section allows you to capture the <i>Start Date, Hours, End Date</i> and <i>Hired Date</i> details of the placed candidate. <p></p> </li> <li>The Billing Information section allows you to capture the billing details of the placed candidate. <p></p> </li> <li>The Hiring Process sections allows you to specify the hiring requirements of the placed candidate. <p></p> </li> <li>You can enter some notes for the placed candidate in the <i>Notes</i> textarea. <p></p> </li> <li>Click on the ‘<b>Place Candidate</b>‘ link to place the candidate for hiring. <i>Result</i>: The selected candidate record is displayed in Hiring Management section of HRM. <p></p> </li> <li> <b>Note</b>: If you are placing the Candidate with Job Type as <b>‘Direct’</b>, then this candidate goes to Accounting-&gt;Assignments section for Approval. Once he is approved, then the candidate record moves to Customers-&gt;Create Invoices section. <p></p> </li> <li>When you close a placement for a Candidate/Employee, then the Candidate/Employee record will be displayed in the corresponding sections based on the Job Types selected in the Closing Placement screen. <p></p> </li> <li>Click on the <b>‘Cancel’</b> link to cancel and return to previous page. </li> </ol> <p></p> <p><span style="font-size: medium; color: rgb(79, 129, 189);"><b>Note:</b></span></p> <ol type="1"><li>When you close a placement for a candidate with job type as <b>Direct</b>, the candidate record moves to <b>Accounting – Assignments</b> for approval. </li></ol>The table below shows the status of the <b>Assignment Type, Show Employee as CRM Candidate </b>and<b> Same as Job Type in Assignments</b> options in Compensation screen.<p></p> <table cellspacing="0" width="809"><tbody> <tr> <td width="21.68%">Employee Type</td> <td width="23.59%">Assignment Type</td> <td width="26.65%">Show Employee as CRM Candidate</td> <td width="28.05%">Same as Job Type in Assignments</td> </tr> <tr> <td width="21.68%">Internal Direct</td> <td width="23.59%">Internal Direct</td> <td width="26.65%">Unchecked</td> <td width="28.05%">Checked</td> </tr> <tr> <td width="21.68%">Internal Temp/Contract</td> <td width="23.59%">Internal Temp/Contract</td> <td width="26.65%">Checked</td> <td width="28.05%">Checked</td> </tr> <tr> <td width="21.68%">Temp/Contract</td> <td width="23.59%">Temp/Contract</td> <td width="26.65%">Checked</td> <td width="28.05%">Checked</td> </tr> <tr> <td width="21.68%">Temp/Contract to Direct</td> <td width="23.59%">Temp/Contract to Direct</td> <td width="26.65%">Checked</td> <td width="28.05%">Checked</td> </tr> </tbody></table> <ol type="1"><li>When you create a new candidate with job type as Direct and hire him from HRM – Hiring Management, then the status of the <b>Show Employee as CRM Candidate</b> option is unchecked by default and <b>Same as Job Type in Assignments</b> option is also unchecked by default in Compensation screen. </li></ol> <ol type="1"><li>When you forward an applicant from HRM – Applicant Tracking to Hiring Management, then for all job types, the status of the <b>Show Employee as CRM Candidate</b> option is unchecked by default. And the status of <b>Same as Job Type in Assignments</b> option is checked / unchecked based on the status moved from applicant tracking to hiring management. </li></ol> <ol type="1"><li>The following table shows the mapping between Job Types and Employee Types during the closing placement process: </li></ol> <table cellspacing="0" width="681"><tbody> <tr> <td width="23.03%">CRM Job Type</td> <td width="28.18%">Employee Type</td> <td width="48.78%">Assignment Job Type</td> </tr> <tr> <td width="23.03%">Internal Direct</td> <td width="28.18%">Internal Direct</td> <td width="48.78%">Internal Direct</td> </tr> <tr> <td width="23.03%">Direct</td> <td width="28.18%"></td> <td width="48.78%">Direct</td> </tr> <tr> <td width="23.03%">Temp/Contract</td> <td width="28.18%">Temp/Contract</td> <td width="48.78%">Temp/Contract</td> </tr> <tr> <td width="23.03%">Internal Temp/Contract</td> <td width="28.18%">Internal Temp/Contract</td> <td width="48.78%">Internal Temp/Contract</td> </tr> <tr> <td width="23.03%">Temp/Contract to Direct</td> <td width="28.18%">Temp/Contract</td> <td width="48.78%">Temp/Contract to Direct</td> </tr> </tbody></table> <p></p> <p></p> <h1><br></h1> <h1><b style="font-size: large; color: rgb(79, 129, 189);"><a href="http://help.akken.com/help-articles/update-status-screen/">UP</a>DATE STATUS SCREEN</b></h1> <p></p> <p>The Update Status screen allows you to update the status of the interview held with the short listed candidate.</p> <p>To update the status of the candidate, do the following:</p> <ol type="1"> <li>Click on the <b>Update Status</b> icon available in the <b>Job Orders – Submissions</b> screen. The system displays the <b>Update Status</b> screen. <p></p> </li> <li>In the above Update Status screen,the <b>Interview</b> option will be selected by default. <p></p> </li> <li>Enter the notes in the <b>Notes</b> text area and click <b>Update</b> link. The <b>Add Appointment</b> screen displays. <p></p> </li> <li>Enter the required information and click on <b>Save</b> link in the <b>Add Appointment</b> screen. The system creates a new appointment and it will be tracked into <b>Activities</b> of <b>Candidate</b> and <b>Job Order</b> respectively.</li> </ol> <p></p> <p> </p> <p></p> <p></p> <h1><b style="font-size: large; color: rgb(79, 129, 189);"><a href="http://help.akken.com/help-articles/setup-interview/">S</a>ETUP INTERVIEW</b></h1> <p></p> <p>The <b>Setup Interview</b> icon allows you to setup an interview for the short listed candidate. The user can now send an invitation event using the <b>Setup Interview</b> icon available in the <b>Submissions</b> screen.</p> <p> </p> <p>Tip to setup an Interview:</p> <p>To setup an interview for the short listed candidate, do the following:</p> <ol type="1"><li>Click on the number link available under <b>Candidates</b> column in the <b>Job Orders</b> home page. The system displays the <b>Submissions</b> screen: </li></ol> <div><br></div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012778727/original/Submissions.PNG?1429553898" class="inline-image" data-id="4012778727" style="cursor: default;"></p> <br> <ol type="1"> <li>In the above <b>Submissions</b> screen, click on <b>Setup Interview</b> icon. <p></p> </li> <li>The system now displays the <b>Add Appointment</b> screen instead of <b>Email Compose</b> screen. </li> </ol> <div><br></div> <div> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012778811/original/Interview_Appt.PNG?1429554071" class="inline-image" data-id="4012778811" style="cursor: default;"></p> <br> </div> <ol type="1"><li>In the Add Appointment screen, </li></ol> <ul type="disc"><li><ul type="disc"> <li> <span>The </span><b>Participants</b><span> list box of the appointment displays the </span><b>Email Address</b><span> of the candidate.</span> </li> <li>The <b>Category</b> of the appointment will be set to <b>Interview</b> by default. <p></p> </li> <li>Once the user saves the appointment, the system will do the following: <ul type="disc"><li>Send an email to the candidate’s email address as an appointment. </li></ul> </li> <li>Display the invitation event in the eDesk – Calendars section. </li> </ul></li></ul> <ol type="1"><li>If the candidate has no email address, then the system creates the new appointment as an activity for the candidate. </li></ol> <p></p> <p></p> <p></p> <h1><b style="font-size: large; color: rgb(79, 129, 189);"><a href="http://help.akken.com/help-articles/request-interview/">RE</a>QUEST INTERVIEW</b></h1> <p></p> <p>The Request Interview screen can send your request to the chosen contact to arrange for an interview for the short listed candidate.</p> <table cellspacing="0" width="636"><tbody><tr><td width="100%"> <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/request_interview.jpg" width="626" height="543" style="cursor: default;"> <p></p> <p> </p> <p><b>Request Interview Screen</b></p> </td></tr></tbody></table> <p>In the above screen,</p> <ol type="1"> <li>Specify the required information to setup the interview for the candidate and click on <b>‘Send’T</b> link to send your request for arranging an interview with the selected candidate to the contact. The screen refreshes by sending your request. <p></p> </li> <li>Click on the<b> ‘Close’T</b> link to close the window. </li> </ol> <h1><br></h1> <h1> <span style="font-size: large; background-color: rgb(255, 255, 255); color: rgb(79, 129, 189);"><b><a href="http://help.akken.com/help-articles/candidate-submission-window/">C</a>ANDIDATE SUBMISSION WINDOW</b></span><br> </h1> <p></p> <p>Candidate Submissions pop up window is displayed, when you click on the number link in the <i>Candidates</i> column on the Job Orders home page.</p> <div><br></div> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012778973/original/Submissions_Full.PNG?1429554531" class="inline-image" data-id="4012778973" style="cursor: default;"></p> <br> <ol> <li>The details of the submitted candidates are displayed under the following columns: <i>Submitted</i> Date, Candidate Name, Candidate Phone, Last Updated, Status and Type. <p></p> </li> <li>On the top left hand corner of the submissions window, you will find ‘<b>Submissions For (Job Order Name)</b><i>‘</i> displayed in red font. Beside that, you will find the <b>view job order</b> link enclosed in red parenthesis. <p></p> </li> <li>You can click on the ‘<b>view job order</b>‘ link available at the top of the submissions window. <i>Result</i>: The screen refreshes by displaying the summary page of that particular job order. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Job_Order.htm">Edit Job Order</a> topic to know the features present in the job order summary page. <p></p> </li> <li>The Candidate Name column displays the name of the Candidate in a link form. Clicking on this candidate name link allows you to view the summary screen of that particular candidate. <p></p> </li> <li>The submission date and time of the candidate(s) are displayed in the form of link in the <b>Submitted Date</b> column. Clicking on these date and time link will display the Submission Info screen. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Submission_Info_Screen.htm">Submission Information Screen</a> topic for more details. <p></p> </li> <li>You can edit the status of the Submitted Candidates just by adding/removing the items in the <i>Status</i> drop list, except the original items in the list which are not editable. <p></p> </li> <li>To add/remove the items in the <i>Status</i> drop down list, click on the ‘<b>edit list</b>‘ link available beside the <i>Status</i> column name display. <i>Result</i>: The screen refreshes by displaying the edit list pop up window. See the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Manage_Droplist.htm">edit list</a></strong> topic for more details. <p></p> </li> <li>Highlight the candidate and double click it to edit the details. See the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Edit_Candidate_details.htm">Edit Candidate details</a></strong> topic for more details. <p></p> </li> <li>The submissions pop up window automatically links you to scheduling interviews, updating the interview status and forwarding the selected candidates for hiring. <p></p> </li> <li>The submissions pop up window allows you to do any of the following: Key to icon links in submissions pop up window are: </li> </ol> <ol> <li> <b>[Note Icon]: </b><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/note.jpg" width="17" height="18" style="cursor: default;"> Clicking on this icon allows you to add the notes for the submitted candidates. The notes added here will be shown in <b>Candidate </b>and<b> Job Order Summary</b> screens of the respective candidate and job order. See the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Notes_Section.htm">Notes</a></strong> topic for more details. <p></p> </li> <li> <b>[Request Interview Icon]T</b>:<img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image294.jpg" width="20" height="16"> Clicking on this icon allows you to send the request to the contact for arranging an interview with the selected candidate. <i>Result:</i> The Request Interview pop up window is displayed. See the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Request_Interview.htm">Request Interview</a></strong> topic to know more. <p></p> </li> <li> <b>[Setup Interview icon]</b><b>T</b>:<img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image295.jpg" width="25" height="19"> Clicking on this icon allows you to setup an interview schedule with the short listed candidate based on his/her availability. <i>Result:</i> The Setup Interview pop up window is displayed. See the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Setup_Interview.htm">Setup Interview</a></strong> topic to know more. <p></p> </li> <li> <b>[Update Interview status icon]</b><b>T</b>:<img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image296.jpg" width="25" height="17"> Clicking on this icon allows you to update the interview status held with the selected candidate. <i>Result:</i> The Update Interview Status pop up window is displayed. See the <strong><a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/Update_Interview_Status.htm">Update Interview</a></strong> topic to know more. <p></p> </li> <li> <b>[Forward to Hiring/Accounting]:</b><b>T</b><b><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/CRM_UM_files/image297.jpg" width="25" height="17"></b> When the status of an interview held with the candidate is updated as <b>‘Rejected’</b> then this icon will not be displayed against the corresponding candidate record. Clicking on this icon allows you to forward the candidate for hiring by the end client by refreshing the screen. If the candidate type is ‘Employee’, then the candidate is <b>‘Forwarded to Accounting</b>’ else <b>‘Forwarded to Hiring’</b>. </li> </ol> <ol type="A"> <li> <b>[Respond]:</b><img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/Respond_icon.jpg" width="20" height="19"> Clicking on this icon allows you to respond directly for the submitted candidate. <i>Result</i>: The screen refreshes by displaying the Job Order Inquiry pop up window. See the <a href="https://appserver11.akken.com/BSOS/Help/CRM_UM/New_Inquiries_Pop_Up_window.htm">New Inquiries pop up window</a> topic for details. <p></p> </li> <li>[<b>Placed Icon</b>]: <img alt="" src="https://appserver11.akken.com/BSOS/Help/CRM_UM/placed.jpg" width="18" height="17" style="cursor: default;"> Clicking on this allows you to view the assignment details of the placed candidate. </li> </ol> <ol type="A"><li>To close the Submissions pop up window, click on the ‘<b>Close’ </b>link.</li></ol> <div><br></div> <div><b style="font-size: large; color: rgb(79, 129, 189);">PLACEMENT STATUS</b></div> <div> <p></p> <p>A new column has been introduced in the “Manage Submissions” screen found within the Job Orders window to indicate the Placement/Assignment status of a submitted candidate.</p> <p> </p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012779033/original/Placement_Status.PNG?1429554669" class="inline-image" data-id="4012779033" style="cursor: default;"></p> <p><br></p> <p>There are two options to access the Submissions pop-up screen for a specified job order.</p> <p>1. Go to CRM – Job Orders – Double click on open job order – Scroll down to Submitted Candidates (on the right hand side) – Click on “manage submissions”</p> <p>2. Go to CRM – Job Orders – Scroll to the right on the main Job Order grid until the Candidates column is displayed – Click on the underlined number listed under the Candidates column</p> <p> </p> <p>The new column enables the front office users to quickly view the status of a placement and the corresponding back office location for the completed placement.</p> <p><br></p> <h1><b style="font-size: large; color: rgb(79, 129, 189);">CANCELING PLACEMENTS IN CRM</b></h1> <p></p> <p>Front office users have the ability to cancel a pending placement by clicking on the “Placement details” icon on the far right corner of every submission.  The Placement Details icon appears on a record after the placement has been completed.  In order to cancel the placement, the user will need to open the manage submissions screen and click on the Placement Details icon and click on Cancel Placement. <i>The option for cancellation is only available for candidates who are being placed for the first time.</i></p> <p> </p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012780007/original/Cancel_Placement.PNG?1429556853" class="inline-image" data-id="4012780007" style="cursor: default;"></p> <p><br></p> <p>Clicking on the link will display a text box that requires the user to provide a reason for cancellation. Once the reason has been filled in, click on cancel placement.</p> <p> </p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012780085/original/Cancellation_Reason.jpg?1429557031" class="inline-image" data-id="4012780085" style="cursor: default;"></p> <p><br></p> <p>This will update the placement/assignment status on the manage submission screen.</p> <p><br></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4012780461/original/Hrng_Mgmt_-_Cancelled.PNG?1429557861" class="inline-image" data-id="4012780461"></p> <p><br></p> <p>Additionally, the canceled status is updated in the Candidate summary screen on the <b>Placed</b> panel.</p> <p> </p> <p><img alt="ScreenShot023" src="https://appserver1.akken.com/BSOS/Help/New%20Features_UM/CRM,_HRM_and_Assignments_Enhancements_files/image011.jpg" width="442" height="199" style="cursor: default;"></p> <p> </p> <p><span style="font-size: medium;"><b>NOTE:</b> This does not change the candidate status in the main CRM Candidates grid.</span></p> <p> </p> </div> </div> 266155 1486 4000007904 2015-04-20T15:25:42-04:00 6 2 2 3 CRM - Job Orders 2015-08-21T04:41:08-04:00 12054499 1 2015-05-06T12:48:23-04:00 2 4 Candidate        Note: The previous schedule preferences for a candidate is no longer under the candidate 'Preferences' tab, it has been moved to the 'Availability' tab.   · Open candidate record and click on the ‘Availability’ tab to enter in their schedule.     · Check off ‘Shift(s)/Scheduling’ to display the ‘Add/Edit’ hyperlink. Click on ‘Add/Edit’ to open the Shift(s)/Scheduling screen.    · You can enter in a candidate’s available time by clicking on a date from the calendar, checking off ‘Shift time for above dates’ and    selecting the time frame for which the candidate is available. · You can also select several dates from the calendars and enter in the time frame.    · Once you have made your selections click on ‘Add Shifts’   * Calendar View with Individual Date Selection      * Calendar View with Mutiple Dates Selection    · Click on 'Clear All' to remove any date/time entered     · You also have the ability to enter a recurrence for a candidate’s availability. · Click on ‘Show/Hide Recurrence’. · Choose the ‘Recurrence pattern’ for the candidate and select the ‘Range of recurrence’.    · Finally, click on ‘Add Shifts’    · When creating a recurrence, if the dates in the recurrence coincide with previous scheduled dates you will be asked if you want to    'Append' the current schedule, 'Overwrite' the current schedule or cancel your recurrence.        * Calendar View with Daily Recurrence Event         * Calendar View with Weekly Recurrence Event           * Calendar View with Monthly Recurrence Event     · Once everything looks good, click on ‘Apply’ and the Shift(s)/Scheduling screen will disappear and show you a candidate's    availability marked in green. Once a candidate has been placed on a job order the hours they will be working turn red.         Add/Edit Availability · Once a candidate's shift schedule has been created, you can edit their schedule through the 'Availability' tab · To add a shift, click any white area next to the date of the new shift.     · On the pop-up, select the 'Start Time' and 'End Time of the new shift and click 'Add Shift'     · To edit/delete a current shift, click anywhere on the green section of the shift     · If you are change the shift times, make your selection and click on 'Update Shift'. If you need to delete the shift, click on 'Delete    Shift'     NOTE: YOU CAN'T UPDATE/DELETE ANY SHIFT IN RED ONCE A CANDIDATE HAS BEEN PLACED ON ASSIGNMENT Job Order   · Open a job order and click on ‘Edit’    · Go down to ‘Scheduling’ and click on + to expand · Check off ‘Shift(s)/Scheduling’ to display the ‘Add/Edit’ hyperlink. Click on 'Add/Edit' to open the Shift(s)/Scheduling screen.    · You can enter in schedule for the job order by clicking on a date from the calendar, checking off ‘Shift time for above dates’ and    selecting the time frame for which the candidate is available. · You can also select several dates from the calendars and enter in the time frame.     · Once you have made your selections click on ‘Add Shifts’.    * Calendar View with Individual Date Selection        * Calendar View with Mutiple Dates Selection    · Click on 'Clear All' to remove any date/time entered     · You also have the ability to enter a recurrence for the job order's schedule · Click on ‘Show/Hide Recurrence’. · Choose the ‘Recurrence pattern’ for the candidate and select the ‘Range of recurrence’.     · Finally, click on ‘Add Shifts’     · When creating a recurrence, if the dates in the recurrence coincide with previous scheduled dates you will be asked if you want to    'Append' the current schedule, 'Overwrite' the current schedule or cancel your recurrence.        * Calendar View with Daily Recurrence Event          * Calendar View with Weekly Recurrence Event          * Calendar View with Monthly Recurrence Event     · Once everything looks good, click on ‘Apply’, the Shift(s)/Scheduling screen will disappear and show you the job order schedule     marked in blue. Once a candidate has been placed on the job order the schedule will turn green.    * Available shifts, shown in blue      * Candidate submitted, shift shown in green       * Job order with multiple shifts    Search for Matching Candidates   · Open up the job order and click on ‘(search for candidates)’    · Click on the ‘Schedule Search’ tab. Any candidates that are an exact match will be displayed in the grid below. · You can change your search criteria. For example, do a keyword search first, then go to the 'Schedule Search' tab, this will narrow    down the candidate pool. · You can also search using 'March Partial Shift(s)' or 'Extend Match + Hours'   * Match Exact Shift(s)      * Match Partial Shift(s)       * Daily Details View    · From the ‘Schedule Search’ tab, you can short list, submit and place the individual candidates.   · On the job orders manage submission screen you will notice a new calendar/time icon next to a candidate record.    · This will display the candidates ‘Availability Details’    Job Order - Matching Candidates · From the job order, go to the bottom right hand side, next to 'Matching Candidates' click on 'all search results'   · Here you can narrow your search by using 'Keyword Search', 'Advanced Search' or the new 'Schedule Search'. Click on 'Schedule    Search' to see the matching candidates that also have a matching shift schedule.    * Matching Candidates, all search results       * Matching Candidates - Search Schedule Results    Job Order - Short Listed Candidates · From the job order, go to the bottom right hand side, next to 'Short Listed Candidates' click on 'manage short list'    · Here you can narrow your search by using 'Keyword Search' or the new 'Schedule Search'. Click on 'Schedule Search' to see the    short listed candidates that also have a matching shift schedule    * Short Listed Candidates showing all       * Short Listed Candidates - Search Schedule Results    ESS Users · The 'Availability' menu needs to be enabled for ESS users to give them the ability to Shift(s)/Scheduling. Go to Admin à User    Management à User Preferences.    · Once the 'Availability' menu has been activated, under 'My Profile' an ESS users availability details will no longer display under the    'Status' screen. There will be a new menu titled 'Availability' that will now show those details. Below are the changes:     * Status Screen       * Availability Screen    · ESS User would go to 'My Profile' - 'Availability' to input/edit their shift schedules.    · ESS Users can't add/update their shift schedules in the following scenarios and will receive a pop-up alert if they try to do so:  1 - Assignment is 'Active' and any one of the assignments has 'No End Date'  2 - Assignment has a status of 'Needs Approval'    <div><br></div> <div><br></div> <p><span style="font-family: Arial, sans-serif; color: black; font-size: medium;"><b>Candidate </b></span></p> <p><span style="font-family: Arial, sans-serif; color: black; font-size: medium;">       <b>Note: </b>The previous schedule preferences for a candidate is no longer under the candidate 'Preferences' tab, it has been moved to the 'Availability' tab.</span></p> <p><span style="font-family: 'Times New Roman', serif; font-size: medium;"> </span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Open candidate record and click on the ‘Availability’ tab to enter in their schedule.</span></span></p> <p><span>   </span><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342543/original/blob1430930618491.png?1430930620" class="inline-image" data-id="4013342543" style="cursor: default;"></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="color: rgb(0, 0, 0); font-family: Symbol; font-size: 16px; line-height: 1.3;">·</span><span style="font-size: 10px; font-family: Symbol; color: black;"> </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Check off ‘Shift(s)/Scheduling’ to display the ‘Add/Edit’ hyperlink. Click on ‘Add/Edit’ to open the Shift(s)/Scheduling screen.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342535/original/blob1430930599714.png?1430930601" class="inline-image" data-id="4013342535" style="cursor: default;"></p> <br><p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">You can enter in a candidate’s available time by clicking on a date from the calendar, checking off ‘Shift time for above dates’ and</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;">   selecting the time frame for</span></span><span style="color: black; font-family: Arial, sans-serif; font-size: medium; line-height: 1.3;"> which the candidate is available.</span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">You can also select several dates from the calendars and enter in the time frame.</span></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342529/original/blob1430930578656.png?1430930580" class="inline-image" data-id="4013342529" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Once you have made your selections click on ‘Add Shifts’</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;"><br></span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><b><span style="font-family: Arial, sans-serif;">  * </span></b><b><span style="font-family: Arial, sans-serif;">Calendar View with Individual Date Selection</span></b></p> <p style="margin-left: 22.5pt;"><span style="font-size: 9px; font-family: Arial, sans-serif; color: black;"></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342396/original/blob1430930367678.png?1430930369" class="inline-image" data-id="4013342396" style="cursor: default;"></p> <p><b><span style="font-family: Arial, sans-serif;"><span>   * Calendar View with Mutiple Dates Selection</span></span></b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342404/original/blob1430930387247.png?1430930388" class="inline-image" data-id="4013342404" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; font-size: medium;">· </span><span style="font-family: Arial, sans-serif;"><span style="font-size: medium;">Click on 'Clear All' to remove any date/time entered</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342387/original/blob1430930342204.png?1430930343" class="inline-image" data-id="4013342387" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">You also have the ability to enter a recurrence for a candidate’s availability.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Click on ‘Show/Hide Recurrence’.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Choose the ‘Recurrence pattern’ for the candidate and select the ‘Range of recurrence’.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342363/original/blob1430930317419.png?1430930319" class="inline-image" data-id="4013342363" style="cursor: default;"></p> <br><p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Finally, click on ‘Add Shifts’</span></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013342186/original/blob1430930234054.png?1430930235" class="inline-image" data-id="4013342186" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">When creating a recurrence, if the dates in the recurrence coincide with previous scheduled dates you will be asked if you want to</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;">   'Append' the current schedule, </span></span><span style="font-size: medium; color: black; line-height: 1.3;">'Overwrite' the current schedule or cancel your recurrence.</span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341949/original/blob1430930031182.png?1430930032" class="inline-image" data-id="4013341949" style="cursor: default;"></p> <p>   <b style="color: rgb(51, 51, 51);"><span>* Calendar View with Daily Recurrence Event</span></b></p> <p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341951/original/blob1430930047122.png?1430930048" class="inline-image" data-id="4013341951" style="cursor: default;"></p> <p><span>    <b style="color: rgb(51, 51, 51);"><span style="font-family: Arial, sans-serif;">* Calendar View with Weekly Recurrence Event</span></b></span><span><span> </span> </span></p> <p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341960/original/blob1430930058839.png?1430930060" class="inline-image" data-id="4013341960" style="cursor: default;"></p> <p><b><span>    * Calendar View with Monthly Recurrence Event</span></b></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341968/original/blob1430930073597.png?1430930075" class="inline-image" data-id="4013341968" style="cursor: default;"></p> <br><p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Once everything looks good, click on ‘Apply’ and the Shift(s)/Scheduling screen will disappear and show you a candidate's</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;">   availability marked in green. Once a </span></span><span style="font-size: medium; color: black; line-height: 1.3;">candidate has been placed on a job order the hours they will be working turn red.</span></p> <p><span style="font-family: Arial, sans-serif; color: black;"><b></b></span></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341894/original/blob1430929955060.png?1430929957" class="inline-image" data-id="4013341894" style="cursor: default;"></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341909/original/blob1430929970939.png?1430929972" class="inline-image" data-id="4013341909" style="cursor: default;"></p> <br><p></p> <p><span style="font-family: Arial, sans-serif; color: black; font-size: medium;"><b>Add/Edit Availability</b></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Once a candidate's shift schedule has been created, you can edit their schedule through the 'Availability' tab</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">To add a shift, click any white area next to the date of the new shift.</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341838/original/blob1430929900798.png?1430929902" class="inline-image" data-id="4013341838" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">On the pop-up, select the 'Start Time' and 'End Time of the new shift and click 'Add Shift'</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341809/original/blob1430929877139.png?1430929878" class="inline-image" data-id="4013341809" style="cursor: default;"></p> <br><p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">To edit/delete a current shift, click anywhere on the green section of the shift</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341794/original/blob1430929859421.png?1430929860" class="inline-image" data-id="4013341794" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">If you are change the shift times, make your selection and click on 'Update Shift'. If you need to delete the shift, click on 'Delete</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">   Shift'</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013341771/original/blob1430929831297.png?1430929832" class="inline-image" data-id="4013341771" style="cursor: default;"></p> <br><p></p> <p><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;"><b>NOTE: </b>YOU CAN'T UPDATE/DELETE ANY SHIFT IN RED ONCE A CANDIDATE HAS BEEN PLACED ON ASSIGNMENT</span></span></p> <p><b><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;"><br></span></span></b></p> <p><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;"><b>Job Order</b></span><span style="font-family: 'Times New Roman', serif;"></span></span></p> <p><span style="font-family: 'Times New Roman', serif; font-size: medium;"> </span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Open a job order and click on ‘Edit’</span></span></p> <p><span style="font-size: medium;">   </span><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343307/original/blob1430932067364.png?1430932068" class="inline-image" data-id="4013343307" style="cursor: default;"></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Go down to ‘Scheduling’ and click on + to expand</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Check off ‘Shift(s)/Scheduling’ to display the ‘Add/Edit’ hyperlink. Click on 'Add/Edit' to open the Shift(s)/Scheduling screen.</span></span></p> <p><span style="font-size: medium;">   </span><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343300/original/blob1430932053273.png?1430932054" class="inline-image" data-id="4013343300" style="cursor: default;"></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">You can enter in schedule for the job order by clicking on a date from the calendar, checking off ‘Shift time for above dates’ and</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;">   selecting the time frame for which the candidate is available.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">You can also select several dates from the calendars and enter in the time frame.</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343284/original/blob1430932037607.png?1430932039" class="inline-image" data-id="4013343284" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Once you have made your selections click on ‘Add Shifts’.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;"><br></span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; line-height: 20.7999992370605px;"><font color="#000000" size="3">   </font></span><span style="font-weight: bold; font-family: Arial, sans-serif;">* </span><b><span style="font-family: Arial, sans-serif;">Calendar View with Individual Date Selection</span></b></p> <p></p> <p style="margin-left: 22.5pt;"><span style="font-size: 9px; font-family: Arial, sans-serif; color: black;"></span></p> <p><span>   </span><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343267/original/blob1430931998814.png?1430932000" class="inline-image" data-id="4013343267" style="cursor: default;"><br></p> <p><span>   </span><b><span style="font-family: Arial, sans-serif;"><span>* Calendar View with Mutiple Dates Selection</span></span></b></p> <p><span>  </span><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343272/original/blob1430932016409.png?1430932017" class="inline-image" data-id="4013343272" style="cursor: default;"><br></p> <p><br></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; font-size: medium;">· </span><span style="font-family: Arial, sans-serif;"><span style="font-size: medium;">Click on 'Clear All' to remove any date/time entered</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343251/original/blob1430931977976.png?1430931979" class="inline-image" data-id="4013343251" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">·</span><span style="font-family: Symbol; color: black;"><span style="font-size: medium;"> </span></span><span style="font-size: medium; font-family: Arial, sans-serif; color: black;">You also have the ability to enter a recurrence for the job order's schedule</span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Click on ‘Show/Hide Recurrence’.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Choose the ‘Recurrence pattern’ for the candidate and select the ‘Range of recurrence’.</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343240/original/blob1430931962294.png?1430931963" class="inline-image" data-id="4013343240" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Finally, click on ‘Add Shifts’</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343230/original/blob1430931947948.png?1430931949" class="inline-image" data-id="4013343230" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">When creating a recurrence, if the dates in the recurrence coincide with previous scheduled dates you will be asked if you want to</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">   'Append' the current schedule, 'Overwrite' the current schedule or cancel your recurrence.</span></span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343186/original/blob1430931836799.png?1430931838" class="inline-image" data-id="4013343186" style="cursor: default;"></p> <p>  <span> <b><span style="font-family: Arial, sans-serif;">* Calendar View with Daily Recurrence Event</span></b> </span> </p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343195/original/blob1430931850690.png?1430931852" class="inline-image" data-id="4013343195" style="cursor: default;"></p> <p><b><span style="font-family: Arial, sans-serif;"><span>   * Calendar View with Weekly Recurrence Event</span></span></b><span>   </span></p> <p></p> <p>   <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013345467/original/blob1430936266551.png?1430936268" class="inline-image" data-id="4013345467" style="cursor: default;"></p> <p><b><span style="font-family: Arial, sans-serif;">  * Calendar View with Monthly Recurrence Event</span></b><br></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343205/original/blob1430931884726.png?1430931886" class="inline-image" data-id="4013343205" style="cursor: default;"></p> <br><p style="margin-left: 0.25in; text-indent: -27pt;"><span style="font-family: Symbol;"> <span style="font-size: medium;">· </span></span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Once everything looks good, click on ‘Apply’, the Shift(s)/Scheduling screen will disappear and show you the job order schedule</span></span></p> <p style="margin-left: 0.25in; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">    marked in blue. Once a candidate has been placed on the job order the schedule will turn green.</span></span><span style="font-family: Arial, sans-serif;"></span></p> <p style="margin-left: 0.25in; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;"><br></span></span></p> <p><b><span style="font-family: Arial, sans-serif;"><span>   * Available shifts, shown in blue</span></span></b></p> <p style="margin-left: 0.25in; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343176/original/blob1430931787590.png?1430931788" class="inline-image" data-id="4013343176" style="cursor: default;"></p> <b>  * Candidate submitted, shift shown in green</b><br><p></p> <p style="margin-left: 0.25in; text-indent: -27pt;"><span style="font-family: Arial, sans-serif; color: black;"></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343181/original/blob1430931801885.png?1430931803" class="inline-image" data-id="4013343181" style="cursor: default;"></p> <b>   * Job order with multiple shifts</b><br><p></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343149/original/blob1430931715702.png?1430931717" class="inline-image" data-id="4013343149" style="cursor: default;"></p> <br><p><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;"><b>Search for Matching Candidates</b></span><span style="font-family: Arial, sans-serif;"></span></span></p> <p><span style="font-family: Arial, sans-serif; font-size: medium;"> </span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">Open up the job order and click on ‘(search for candidates)’</span></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013343141/original/blob1430931700846.png?1430931702" class="inline-image" data-id="4013343141" style="cursor: default;"></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black;"><span style="font-size: medium;">·</span><span style="font-size: 10px;"> </span></span><span style="font-family: Arial, sans-serif; color: black; font-size: medium;">Click on the ‘Schedule Search’ tab. Any candidates that are an exact match will be displayed in the grid below. </span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">You can change your search criteria. For example, do a keyword search first, then go to the 'Schedule Search' tab, this will narrow</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;">   down the candidate pool. </span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; color: black; font-size: medium;">· </span><span style="font-family: Arial, sans-serif; color: black;"><span style="font-size: medium;">You can also search using 'March Partial Shift(s)' or 'Extend Match + Hours'</span></span></p> <p><br></p> <p><b><span>  * Match Exact Shift(s)</span></b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013345794/original/blob1430937004798.png?1430937006" class="inline-image" data-id="4013345794" style="cursor: default;"></p> <p><b>  * Match Partial Shift(s)</b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013345796/original/blob1430937017804.png?1430937019" class="inline-image" data-id="4013345796" style="cursor: default;"></p> <p><b>   * Daily Details View</b></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013345798/original/blob1430937034934.png?1430937036" class="inline-image" data-id="4013345798" style="cursor: default;"></p> <p style="margin-left: 22.5pt; text-indent: -22.5pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">From the ‘Schedule Search’ tab, you can short list, submit and place the individual candidates.</span></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346569/original/blob1430938844290.png?1430938845" class="inline-image" data-id="4013346569" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">On the job orders manage submission screen you will notice a new calendar/time icon next to a candidate record.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;"></span></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346594/original/blob1430938883026.png?1430938884" class="inline-image" data-id="4013346594" style="cursor: default;"></p> <br><p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">This will display the candidates ‘Availability Details’</span></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346604/original/blob1430938898678.png?1430938900" class="inline-image" data-id="4013346604" style="cursor: default;"></p> <br><p><span style="font-family: Arial, sans-serif; font-size: medium;"><b>Job Order - Matching Candidates</b></span></p> <p><span style="font-family: Arial, sans-serif; font-size: medium;"><br></span></p> <p><span style="font-size: medium; font-family: Symbol; text-indent: -36px; color: black;">· </span><span style="font-size: medium; font-family: Arial, sans-serif; text-indent: -36px; color: black;">From the job order, go to the bottom right hand side, next to 'Matching Candidates' click on 'all search results'</span></p> <p></p> <p> <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346613/original/blob1430938917653.png?1430938918" class="inline-image" data-id="4013346613" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol;">· </span><span style="font-family: Arial, sans-serif;">Here you can narrow your search by using 'Keyword Search', 'Advanced Search' or the new 'Schedule Search'. Click on 'Schedule</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif;">   Search' to see the matching candidates that also have a matching shift schedule.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif;"><span style="font-size: medium;">   </span><b><span>* Matching Candidates, all search results</span></b></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif;"></span></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346711/original/blob1430939104108.png?1430939105" class="inline-image" data-id="4013346711" style="cursor: default;"></p> <p>   <b>* Matching Candidates - Search Schedule Results</b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346713/original/blob1430939118718.png?1430939120" class="inline-image" data-id="4013346713" style="cursor: default;"></p> <br><p></p> <p><span style="font-family: Arial, sans-serif; font-size: medium;"><span style="color: rgb(0, 0, 0);">Job Order - Short Listed Candidates</span></span></p> <p><span style="font-family: Arial, sans-serif; font-size: medium;"><br></span></p> <p><span style="font-size: medium; font-family: Symbol; text-indent: -36px; color: black;">· </span><span style="font-size: medium; font-family: Arial, sans-serif; text-indent: -36px; color: black;">From</span><span style="color: rgb(0, 0, 0); font-family: Arial, sans-serif; font-size: medium; text-indent: -36px;"> the job order, go to the bottom right hand side, next to 'Short Listed Candidates' click on 'manage short list'</span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346752/original/blob1430939251328.png?1430939252" class="inline-image" data-id="4013346752" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Symbol; font-size: medium;">· </span><span style="font-family: Arial, sans-serif;"><span style="font-size: medium;">Here you can narrow your search by using 'Keyword Search' or the new 'Schedule Search'. Click on 'Schedule Search' to see the</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif;"><span style="font-size: medium;">   short listed candidates that also have a matching shift schedule</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif;"><br></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif;"><span style="font-size: medium;"></span></span></p> <p><b>   * Short Listed Candidates showing all</b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346806/original/blob1430939376683.png?1430939378" class="inline-image" data-id="4013346806" style="cursor: default;"></p> <p><b>   * Short Listed Candidates - Search Schedule Results</b></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346808/original/blob1430939392315.png?1430939393" class="inline-image" data-id="4013346808" style="cursor: default;"></p> <p><br></p> <p><span style="font-family: Arial, sans-serif; font-size: medium;"><b>ESS Users</b></span></p> <p><span style="font-family: Arial, sans-serif; font-size: medium;"><br></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol;">· </span><span style="font-family: Arial, sans-serif;">The 'Availability' menu needs to be enabled for ESS users to give them the ability to Shift(s)/Scheduling. Go to Admin </span><span style="font-family: Wingdings;">à</span><span style="font-family: Arial, sans-serif;"> User</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif;">   Management </span><span style="font-family: Wingdings;">à</span><span style="font-family: Arial, sans-serif;"> User Preferences.</span></span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346917/original/blob1430939648975.png?1430939650" class="inline-image" data-id="4013346917" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">Once the 'Availability' menu has been activated, under 'My Profile' an ESS users availability details will no longer display under the</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;">   'Status' screen. There will be a new menu titled 'Availability' that will now show those details. Below are the changes:</span></span></p> <p></p> <p> </p> <p>  <b>* Status Screen</b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346933/original/blob1430939674452.png?1430939675" class="inline-image" data-id="4013346933" style="cursor: default;"></p> <p></p> <p><b>   * Availability Screen</b></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346946/original/blob1430939687357.png?1430939688" class="inline-image" data-id="4013346946" style="cursor: default;"></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">ESS User would go to 'My Profile' - 'Availability' to input/edit their shift schedules.</span></span></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Arial, sans-serif; color: black;"></span></span></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346959/original/blob1430939706526.png?1430939708" class="inline-image" data-id="4013346959" style="cursor: default;"></p> <br><p></p> <p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-size: medium;"><span style="font-family: Symbol; color: black;">· </span><span style="font-family: Arial, sans-serif; color: black;">ESS Users can't add/update their shift schedules in the following scenarios and will receive a pop-up alert if they try to do so:</span></span></p> <p><span style="font-family: Arial, sans-serif; color: black; font-size: medium;"> 1 - Assignment is 'Active' and any one of the assignments has 'No End Date'</span></p> <p><span style="font-family: Arial, sans-serif; color: black; font-size: medium;"> 2 - Assignment has a status of 'Needs Approval'</span></p> <p></p> <p>  <img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4013346966/original/blob1430939721382.png?1430939722" class="inline-image" data-id="4013346966"></p> <br><p><br></p> <p></p> <br><p style="margin-left: 27pt; text-indent: -27pt;"><span style="font-family: Arial, sans-serif;"><br></span></p> <br> 266155 438 4000052207 2015-05-06T15:28:21-04:00 10 2 2 4 CRM - Shift(s)/Scheduling 2015-06-15T13:47:10-04:00 12054499 1 2016-06-23T15:35:54-04:00 1 0 Within Akken you have the ability to notify other internal users of a note that has been entered. The first step would be to make sure within Admin-->User Management-->User Preferences that the recipient has the following enabled: If you're sending the notes notification via e-mail you would need to enter a valid primary e-mail address within the employee record within HRM-->Employee Management: If you're sending the notes notification via SMS(texting) you would need to enter a valid mobile number as well as selecting 'Enable VMS Access' as well as selecting the recipient's phone carrier within the employee record in HRM-->Employee Management: <div dir="ltr"> <p><span style="font-size: medium;">Within Akken you have the ability to notify other internal users of a note that has been entered.</span></p> <p><br></p> <p><b>The first step would be to make sure within Admin--&gt;User Management--&gt;User Preferences that the recipient has the following enabled:</b></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4027778269/original/blob1466708787969.png?1466708803" class="inline-image" data-id="4027778269"></p> <br><p></p> <p><b>If you're sending the notes notification via e-mail you would need to enter a valid primary e-mail address within the employee record within HRM--&gt;Employee Management:</b><b><br></b></p> <p><b></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4027778346/original/blob1466708990128.png?1466709005" class="inline-image" data-id="4027778346"></b></p> <b><br></b><p></p> <p><b>If you're sending the notes notification via SMS(texting) you would need to enter a valid mobile number as well as selecting 'Enable VMS Access' as well as selecting the recipient's phone carrier within the employee record in HRM--&gt;Employee Management:</b></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4027778217/original/blob1466708675920.png?1466708691" class="inline-image" data-id="4027778217"></p> <br><p></p> </div> 266155 275 4000082871 2016-06-23T15:35:54-04:00 4004241107 11 2 1 0 CRM - Notes Notifications 2016-06-23T15:35:54-04:00 4004241107 1 2017-02-08T17:08:50-05:00 0 1   <p> </p> 266155 206 4000097158 2017-02-08T17:08:50-05:00 4018930412 12 2 0 1 Job Postings (CRM) 2017-02-08T17:08:50-05:00 4018930412