Find jobs that match a candidate’s criteria and add a Process / send a Job recommendation email

*This page was machine-translated from Japanese and may contain inaccuracies.

• Matching
• Pattern ① [Bulk mail send] Send job information to a candidate by email
• Pattern ② [Individual mail send] Send job information to a candidate by email
• Pattern ③ Perform [Bulk add Process]
• Pattern ④ Perform [Individual add Process]

Matching

With PORTERS' Matching feature, you can match Jobs based on a “Candidate” record,
or match Candidates based on a “Job” record.
This page explains the procedure for matching Jobs based on a “Candidate” record.
 

To match Jobs based on a single Candidate, first search for the Candidate to use as the matching basis from the “Candidate List”. Then click the action menu [⋯] button and select “Job Search”.

After clicking “Job Search”, the “Job List Search Criteria” screen appears.
If “Display Candidate details in Quick preview” is checked, the Candidate’s detailed information will be displayed on the left side of the screen.
Enter the items required for the search and click “Search”.

Also, by clicking “Save Search Condition”, you can save the search criteria as the Candidate-specific Matching condition for the Candidate shown in the quick view.
Candidate-specific Matching conditions are added to the top of the saved Candidate’s detail screen and also to the lower section of the action menu.

After clicking “Search”, the matching results Job list opens in a separate tab.
The Candidate record used as the basis for matching is displayed at the top of the screen. Below it, a Job list showing the matching results appears with wording like “Matching to RESUME (Candidate ID)”.

If “Show already matched records” is checked, Job records that already have a Process for this Candidate–Job combination will be displayed grayed out.

Pattern ① [Bulk mail send] Send job information to a candidate by email

You can send job information to a candidate by email.
In the matching results, check the Job records you want to share with the Candidate and click “JOB Mail”. (You can select up to 20 Jobs.)
You can also select “Selected Items” or “All items that match the search criteria” from the ▼ button at the top left.

*Note: “All items that match the search criteria” targets all results returned by the search. If you have unchecked “Show Matched”, Jobs that already have a Process will be hidden, but hidden data will still be included as targets—please be careful.

You can also send the same Job Mail for the same Job(s) to other Candidates. You can select up to 20 Candidates as recipients. When selecting recipients, you can search by Candidate ID or Candidate name.
After selecting recipients, click “Next”.

*Note: The feature to create/update a Process at the same time as sending email is available, but you cannot use it when you select two or more recipients.

The “To” screen opens to select recipients, so check the Mail-type field(s) you want to use as the recipient address(es).
(The number in parentheses indicates the number of email addresses. If there is no email address entered in a Mail-type field, it will not be counted.)
After checking the recipient Mail-type field(s), click “OK”.

The mail composition screen opens, so apply a template, check recipients, and configure any other required settings.
After you finish composing and setting each item, click the “Send” button.
 

*Recipients display the Mail-type field name and the number of data entries in each field, so check the field(s) you want to include as mail targets.
*For bulk mail send, parts where tags are applied remain displayed as tags ({{ }}) on the mail composition screen, but in the actual sent email they will be replaced with the values that exist in the database.
*Where a JOB block is inserted, the data content will be reflected and displayed.

*Note: If there are multiple recipients, you cannot use the Phase Update feature.

*For details on various advanced settings, see Bulk mail send and Create mail templates / create signatures.

Different messages are displayed depending on whether Phase Update is configured. Please read them, and if there is no problem, click “Yes”.

Email sending begins. Click “OK”.

An icon indicating the execution status of the bulk mail send appears at the top right of the screen.
While running, the icon blinks; when processing finishes, it turns blue.
Click the icon and then click “Download Results of the Mail Send Bulk Operation File” to check the sending results.

If you configured “Phase Update” when sending the email, a Process will be created at the same time as the email is sent.

Pattern ② [Individual mail send] Send job information to a candidate by email

In the matching results Job list, check the Job record(s) you want to propose to the Candidate and click “Copy ID”.
After clicking “Copy ID”, click the Candidate action menu “...” button and select “Job recommendation email”.

This is the screen where you specify the Job(s) to introduce.
You can search and specify by Job ID, Position name, or Client name.
You can select up to 20 Jobs.
If you want to change the display order, you can reorder by dragging and dropping up and down.

As an example, paste the Job ID(s) you copied in the previous step using an operation like “Ctrl” + “V”, specify the applicable Job(s), and click “Next”.

The “To” screen opens to select recipients.
Check the Mail-type field that contains the email address you want to use as the recipient value.
You can also add recipients from tabs such as “User”, “Department”, “Contact”, or “Personal-Data”.

Click “OK”.

The mail composition screen opens, so apply a template and configure any other required settings.

*For details on various advanced settings, see Send email and Create mail templates / create signatures.

After you finish composing and setting each item, click the “Send” button.

When a message appears, sending is complete.

If you configured “Phase Update” when sending the email, a Process will be created at the same time as the email is sent.

Pattern ③ Perform [Bulk add Process]

After deciding which Jobs to propose, you can perform only “Add Process” without sending an email.

To bulk add a Process to multiple Jobs, on the Job list screen after matching, check the Job records you want to target and click “Add Process”.
 

When selecting target Jobs, you can also specify “Selected Items” or “All items that match the search criteria” from the ▼ button at the top left.

*Note: If a Process record already exists for the combination of the Candidate record used as the matching basis and the Job record targeted in this operation, you will receive an error saying “A Process has already been registered”.

On the “Job - Bulk add Process” screen, enter values for each displayed item and click “Run”.

Click “Yes”.

Click “OK”.

An icon indicating the processing status of bulk Process creation appears at the top right of the screen.
While running, the icon blinks; when processing finishes, it turns blue.
Click the icon and then click “Confirm results”.

Check the processing results.

Pattern ④ Perform [Individual add Process]

After deciding which Job to propose, you can perform only “Add Process” without sending an email.

If there is only one target Job, from the Job list after matching,
click “Add Process” in the action menu “...” button for the target Job record.

The “Add New Process” screen opens.
With this procedure, the Job record and Candidate record are already linked at this point.
Enter the required information and click “Save”.