Search for Resumes that match Job conditions, add Process / send Job inquiry emails

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

• Matching
• Pattern 1 [Bulk Mail Send] Send a job to candidates by email
• Pattern 2 [Individual Mail Send] Send a job to a candidate by email
• Pattern 3 [Bulk Add Process]
• Pattern 4 [Add Process Individually]

Matching

In PORTERS Matching, you can match Jobs based on a “Candidate” record, or match Candidates based on a “Job” record.
This page explains the procedure to match Candidates based on a “Job” record.

First, in the “Job List”, click the action menu “…” button of the Job record you want to use as the basis for the matching search, and click “Candidate Search”.

After clicking “Candidate Search”, the “Candidate List  Search Criteria” screen is displayed.
If “Show Job details in Quick View” is checked, the detailed information of the relevant Job is shown on the left side of the screen.
Enter the items required for the search and click “Search”.

You can also save it as a matching search condition dedicated to the Job record used as the basis for the search via “Save Search Condition”.
Saved matching search conditions dedicated to the Job record can be accessed from the top of the saved Job’s detail information, or from the bottom of the action menu.

When you click “Search”, the matching results Candidate list opens in a new tab.
The Job record used as the basis for matching is displayed at the top of the screen, and below it you will see the matching results Candidate list labeled “CANDIDATE　(Job ID) Matching　Show matched”.

If “Show matched” is checked, Candidate records that already have an existing Process for this Job combination are displayed in a grayed-out state.

Pattern 1 [Bulk Mail Send] Send a job to candidates by email

You can send job information to candidates by email.

Select the candidates you want to inform about the job and click “JOB Mail”.

There are three ways to select candidates.

• Click the checkbox on the left of each Candidate record to select it (check it).
• From the ▼ button at the top left, click “Displayed Items” to select them.
• From the ▼ button at the top left, click “All items matching the search condition” to select them.
  *All search results will be included. Candidates for whom a Process has already been created (candidates that become hidden when you uncheck “Show matched”) will also be included, so please be very careful. 

The “Candidate - Bulk JOB Mail” screen is displayed.
On this screen, select the Job records you want to introduce to the candidates.

By default, the Job record used as the basis for the matching search in the previous steps is selected.
You can also select other Jobs, and you can select up to 20.

Enter a Job ID or a string included in the Position Name or Client Name in the text box to display a filtered list of candidates; click the relevant Job record to select it.
If you want to change the display order of selected Jobs, you can drag and drop within the list to move items up and down.
 

After selecting the Jobs, click “Next”.

*When sending mail, there is a feature to create/update a Process at the same time; however, if you select two or more recipients, you cannot use this feature.

The “To screen” opens to select the mail recipients, so check the Mail-type fields to use as recipients.
(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 Mail-type fields for recipients, click “OK”.

The mail composition screen opens, where you can apply a template, check recipients, and configure other necessary settings.
After completing the message content and all settings, click the “Send” button.

Notes are as follows.

• The recipient list displays Mail-type field names and the number of data entries registered for each field, so check the fields you want to include as recipients.
• For bulk mail send, places where tags are applied remain displayed as tags ｛｛ ｝｝ on the mail composition screen, but in the actual sent mail they will be replaced with the values that exist in the database.
• Where the JOB block is inserted, the data content is reflected and displayed.
• If there are multiple recipients, you cannot use the Phase Update feature.
• For details of various settings, please refer to Bulk mail send and Create mail templates / Create signatures.

Different messages are displayed depending on whether the Phase Update setting is configured or not. Please read carefully, and if there is no problem, click “Yes”.

Mail sending starts. Click “OK”.

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

If you set “Phase Update” when sending mail, a Process is created at the same time as the mail is sent.

Pattern 2 [Individual Mail Send] Send a job to a candidate by email

If you want to send the Job record shown in the matching results to a specific candidate by email,
click the action menu “…” button for the target Candidate record and click “Job Pitch mail”.

The “JOB Mail Send” screen is displayed.
On this screen, select the Job records you want to introduce to the candidate.

By default, the Job record used as the basis for the matching search in the previous steps is selected.
You can also select other Jobs, and you can select up to 20.

Enter a Job ID or a string included in the Position Name or Client Name in the text box to display a filtered list of candidates; click the relevant Job record to select it.
If you want to change the display order of selected Jobs, you can drag and drop within the list to move items up and down.
 

After selecting the Job, click “Next”.

The “To screen” opens to select recipients.
Check the Mail-type fields that have the email addresses you want to use as the recipient values.
You can also add recipients from tabs such as “User”, “Department”, “Contact”, and “Personal-Data”.

Click “OK”.

The mail composition screen opens, where you can apply a template and configure other necessary settings.
(For details of various settings, please refer to Send mail and Create mail templates / Create signatures.)

After completing the message content and all settings, click the “Send” button.

When a message is displayed, sending is complete.

If you set “Phase Update” when sending mail, a Process is created at the same time as the mail is sent.

Pattern 3 [Bulk Add Process]

After deciding which candidates to approach with the job, you can choose to add a Process only without sending mail.

Select the target candidates and click “Add Process”.

There are three ways to select candidates.

• Click the checkbox on the left of each Candidate record to select it (check it).
• From the ▼ button at the top left, click “Displayed Items” to select them.
• From the ▼ button at the top left, click “All items matching the search condition” to select them.

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

In the “Job - Bulk Add Process” screen, enter values for each displayed field and click “Apply”.

Click “Yes”.

Click “OK”.

An icon indicating the processing status of bulk Process creation appears at the top right of the screen.
The icon blinks while running, and turns blue when the process finishes.
Click the icon, then click “Check bulk creation results”.

Check the processing results.

Pattern 4 [Add Process Individually]

After deciding which candidate to approach, you can choose to add a Process only without sending mail.

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

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