Overview
Recruitment Marketing (RM) allows recruiters and sourcers to create Auto-Searches that automatically download candidates from selected job boards and add them to a job or folder overnight. You can set the daily resume credit limit per job board to be used by each auto-search against new matching resumes. Candidates have tags or notes added and are moved to an audience type or lifecycle state.
You can manage auto-searches by prioritizing which searches will run first, getting notifications for search performance, and seeing the history of auto-searches. This tracking visibility allows you to quickly evaluate the effectiveness of their auto-search and monitor the usage of their credits on the resume databases.
Examples:
- Building Talent Pipelines – Build Talent Pipelines by retrieving new candidates and adding them to a Folder.
- Actively recruiting for open jobs – Automatically find matching candidates and send an invite to apply emails.
- Optimize Resume/CV Database Spend – Auto download targeted profiles from online databases.
- Re-engage the existing database of past applicants – Invite them to join the Talent Network.
- Request Profile Updates – Email based on aged profiles.
- Automated Tagging/Audience/Lifecycle States/Notes – Find talent with specific attributes and organize with labels.
Audience
All Users
NOTE: Requires the Auto-Search privilege to be assigned to a user role for setting up Auto-Searches and access to the Search Management page.
Auto-Search Configuration
Please submit a Help Center ticket to enable the Auto-Search functionality in Source/CRM and configure user privileges to authorize specific users to use Auto-Search.
Working with Auto-Search
Once Auto-Search has been enabled, you can establish automated sourcing using already existing searches or by creating and saving new searches. You can choose a destination (a folder and/or a job) where you want to add your auto-search candidates, assign the candidates to a Lifecycle State, one or many Audience Types, and add a note and tags to them.
Auto-Search Navigation
You will see the Auto-Search Context Bar when you are working on folders or searches. NOTE: The context bar displays the resume databases available to you.
You will also see the Auto-Search Criteria menu on a Search, a Folder, and Candidates in a Job.
Under Talent, the Auto-Searches menu option is available, where you will be able to see and manage all your active and disabled auto searches.
Recruiters will be able to see their auto searches, whereas Company Administrators will have access to all auto-searches created by the company.
Set Up Auto-Search
You can create an Auto-Search from a saved or unsaved search, folder, or candidates in a job.
Create Auto-Search from Saved Search
Navigate to the Talent tab, then select Source or Folders.
Open a saved search that you want to convert into an auto search. On the Auto-Search context bar, toggle the switch to ON.
Alternatively, you can select the Auto-Search option from the Search Criteria menu. NOTE: The remaining examples in this article will show the Auto-Search Context Bar.
The Auto-Search pop-up will display. Select the following options in the Add To tab:
- Folder – Select a folder where your found candidates will be added. Start typing the folder name and select from the list of matching options. NOTE: If no matching options are found, you can create the folder with the entered name right from the Auto-Search setup wizard.
- Job – Select a job where your found candidates will be added. Start typing the job name or ID and select from the list of matching options. NOTE: If your user role does not have the Confidential Jobs privilege in Jobs, you will not be able to link auto-searches to jobs flagged as Confidential.
- Optionally, you can select Audience Type and Lifecycle State labels (user privilege required), and/or Tags and Notes to add to all candidates found by this auto-search.
Click the Job Boards tab. Select the job boards where you want to look for candidates. Specify the following for each search target that you want to use on this Auto-Search:
- Limit to Top – This is how many candidates from the top-ranked you want to be screened and processed each run. NOTE: If Auto-Search does not find new resumes within the specified limit, it will not expand the limit beyond the set number. Example: If Limit to Top is set to 50, then 50 candidates will be added to a Folder/Job during the Auto-Search run. On the next night, Auto-Search will scan the 50 top results again. If no new candidates are found in the top 50, then no other candidates will be actioned in that run. Auto-searches created against the Evolve talent pool (without external job boards) can use the maximum limit of 10,000 candidates per auto-search run.
- Start Date and End Date – First and last day the Auto-Search should run. For the Auto-searches created against the RM talent pool, you can select No End Date to let the auto-search run indefinitely.
- Credit Limit – For external Job Boards, select the number of credits you want to use with each run of the Auto-Search. If no new candidates are found, then no resumes will be downloaded, and no credits will be used. The number of available credits is displayed in the brackets after the Job Board name; you cannot save a Credit Limit that is higher than the number of available credits.
- Auto-searches that are set up only against the RM talent pool without external job boards can be configured to run four times a day (i.e., every six hours).
Click Save to complete the setup. The pop-up window will close, and the context bar on the saved search will show an active setup. If you don’t want to set up auto-search, you can click X on the setup wizard to close the dialog and cancel the setup.
As a best practice, when using auto-search to categorize candidates into folders, configure the search criteria to exclude candidates who are already in the target folder. This ensures that candidates processed by the auto-search do not reappear in the results list, and the Limit to Top number always receives a new set of candidates to process.
The drop-down lists of saved searches, folders, and jobs identify the items linked to active auto-searches with an icon.
Create Auto-Search from Unsaved Search
You do not need to save a search before setting up an auto search. If the search is unsaved, RM will save it for you in the first step of the auto-search setup.
Navigate to the Talent tab, then select Source or Folders.
On the Auto-Search context bar, toggle the switch to ON.
In the auto-search pop-up, enter a name for the auto-search and click Next.
The search is saved; the next steps of the auto-search setup are the same as when auto-search is created from a saved search.
Create Auto-Search from Folder
You can create an auto-search from the context of a folder or a job. As the first step, you will have to select a saved search that will be converted into an auto-search.
Navigate to the Talent tab, then select Folders.
Select a folder from the drop-down menu to link to an auto-search.
On the Auto-Search context bar, toggle the switch to ON.
Select a saved search that you want to convert to an auto-search, then click Next.
The Folder field is pre-populated with the name of the current folder. You cannot select a different folder because the auto-search is already linked to the folder you are working from.
Proceed with your auto-search configuration the same as when auto-search is created from a saved search.
Create an Auto-Search from Candidates in a Job
Recruiters looking to build the candidate pool for a specific job in RM can create an auto-search without leaving the context of the job.
Navigate to Jobs and select a job.
Select the Candidates tab.
Next to the Job Candidates header, select the menu icon, then choose Auto-Search.
On the Auto-Search pop-up, select a saved search, then click Next.
The regular auto-search setup dialog opens with the Job field pre-populated with the name of the current job. You cannot select a different job because the auto search is already linked to the job you are working on.
Proceed with your auto-search configuration the same as when auto-search is created from a saved search.
Special case
Auto-searches that are configured against external job boards run once a day. They get queued at the 10 pm time zone of the search owner. The actual run can happen a bit later, depending on the queue and priority of auto-searches (see below how to prioritize your auto-searches). A special case is the auto-searches set up for the RM search target only. These tools are designed to identify and take action on (i.e., add to folder, tag, or add to audiences and lifecycle) candidates already in the company database, eliminating the need to download new candidates from external job boards. Such searches may need to run more often to cover candidates as they come into the system via Apply or ATS sync. To achieve this efficiency, users can select to run RM searches four times a day, i.e., every 6 hours starting at 10 pm user time zone. NOTE: This setting is available only on those searches where RM is the only search target.
Auto-Search Context Bar
Once the auto-search is set up, the Auto-Search Context Bar Search shows an active setup. This includes:
- Name – The name of the auto-search.
- Folder icon – This will show if the auto-search is linked to a folder. You can hover over the folder icon to see the folder name and click the folder icon to navigate to that folder.
- Job icon – This will show if the auto search is linked to a job. You can hover over the job icon to see the job name and click the job icon to navigate to that job.
- Search Targets icons – This will show icons of all search targets available for that auto-search. The targets that are not used are marked with a yellow icon. You can hover over the icon and see the number of credits allocated for this auto-search.
- History icon – This will show the number of downloaded resumes for that auto-search up to date. You can click the history icon to see more details. See the Auto-Search History section for more information.
- Edit icon - Selecting the edit icon opens the auto-search setup dialog, allowing you to make changes to the auto-search.
- On/Off switch – This is where you can toggle the auto-search off or on.
Auto-Search History
You can evaluate the performance of their auto search by reviewing its history.
On the Auto-Search context bar, click the History icon.
The details of the search will appear, displaying the total number of downloaded candidates, the total number of actioned candidates, and the last run details.
A successful run where candidates are found is marked with a checkmark.
If the last run did not find new resumes for a specific search target, or if the job board ran out of available credits, that target is marked with a blue triangle.
If the last run fails for a specific search target, that target will be marked with a red triangle.
Search Management
Search Management provides a dashboard of all active and disabled searches with links to detailed search information. There, you can view the total number of resumes downloaded by each auto search, evaluate the performance of your auto-searches, and prioritize them for more efficient use of job board credits. Company Administrators also have access to the Company Auto Searches page, where they can see and manage all auto-searches created by any user in the company.
Navigate to the Talent tab, then select Auto-Searches.
The default view shows the list of active auto searches with their setup details:
- Search Name – The name of the auto-search.
- Search Owner – The name of the person who owns the auto-search.
- Search targets – Shows the search targets that are saved on that search.
- Daily Credits – The number of daily credits selected to use for each search target.
- Start Date-End Date – The date range when the auto-search is scheduled to run.
- Folder/Job – You can hover over the icon to see the name of the folder or job linked to the auto-search.
- Added & Actioned – The total number of candidates added to the folder or job by the auto-search. The number includes candidates downloaded from job boards and the existing company candidates found by that auto-search.
- Downloaded From Source – The total number of candidates downloaded from job boards.
- Edit - Select the edit icon in the Edit column to open the auto-search wizard to edit the setup.
- Disable - Select the disable icon in the Disable column to turn off that auto-search.
You can use the auto-search menu icon to Edit or Disable setup, or to navigate to the linked Job, Folder, or the Saved Search.
The following actions are also available on the Search Management page:
- You can filter the job boards list and see the number of available credits for a selected board and the number of credits currently allocated for active auto-searches.
- On the Company Auto-Searches, you can filter the list by the search owner's name.
- You can prioritize your auto-searches by clicking the arrow icon
for the auto-search you need to prioritize and selecting to move that search up or down on your list. New auto-searches default to the top.
- You can view the details of the last search run by switching the toggle above the list of searches to Last Run. The previous run details show the number of downloaded or actioned candidates for a search target and the time when the last run happened.
- You can view the list of disabled auto-searches by switching the toggle above the list of searches to Disabled.
Notifications
When your auto search runs, a notification is created in your Notifications Center. NOTE: If your notifications are set to Loud, you will also get an email with the details of the auto search run.
If no new candidates have been found in the last search run, a Warning notification is created.