The RTS Databases

askSam RTS is made up of several databases. This sections describes these databases.

Applicant Profile and Resume Database

The Applicant Profile and Resume Database manages your applicant information along with the full text of the resumes. This database also contains several predefined reports and Mail Merge letters.

NOTE: askSam RTS gives you two options for managing your resumes. The Detailed Resume Form contains more fields for classifying and organizing your resumes. The Simple Resume Form contains a minimal amount of fields - so it's faster to fill out. The ability to search the resume text is the same in both the Detailed and Simple forms. You can look at both options and choose the one that works best for you.

To open the Applicant Profile and Resume Database:

Click on Applicant Profile and Resume Database from the askSam RTS Main Menu.

     or

Choose FILE ® OPEN and select the resume.ask file.

The Applicant Profile and Resume Menu

When you open the Applicant Profile and Resume Database, the following menu will appear on your screen:

From this menu, you can access many of the important features of the Resume database. Click on an underlined menu option to execute it. The menu options have the following functions:

Menu Option     Description

Add Detailed Profile      adds a detailed applicant record to your database. You can enter specific information about the applicant and the applicant's resume.

Add Simple Profile      adds a simple applicant record to your database. You can enter minimal information about the applicant and the applicant's resume.

Power Search     lets you combine searches using the Search dialog.

Run a Report     displays a list of predefined reports that you can run. See the Report section of this manual for a full list of reports.

Mail Merge     allows you to print, edit and create Mail Merge letters

RTS Menu     returns you to the RTS Main Menu

Requisitions Database     opens the requisitions database (requisitions.ask)

Clients Database     opens the clients database (clients.ask)

Skills Database     opens the employee skills database (skills.ask)

Help for this File     access instructions and documentation for this file

Exit askSam     closes this file and exits askSam.

Close This File     closes the current file.

Fields in the Detailed Resume Form

Most of the fields are self-explanatory.  Some are automatically filled out. Others display a Pick List (pop up window) when you enter the field.  It is not necessary that you enter data into every field.

The following is a description of the fields:

Field     Description

Applicant#[      assigns a number to each applicant. This number is automatically generated.

Original Date[      the date that the applicant is entered into the system. The date is automatically inserted.

Requisition_# [     tells you what job requisition (if any) this person applied for.

Status[      defines the status of the applicant either open or closed. When you enter this field, a pop up Pick List will appear. It contains the options OPEN and CLOSED. You can select one of the options and choose ENTER. It will be inserted in the field. If you press ESC, the Pick List is removed and you can enter any text in the field. You can create your own Pick Lists or add options to the lists which we've predefined.

Source[     indicates where a resume came from: fax, Internet, OCR. A Pick List appears when you enter this field.

Assigned_To[     lets you assign an applicant to a specific recruiter.

Last_Name[     applicant's last name.

First_Name[     applicant's first name.

MI[     applicant's middle initial.

Address[     applicant's mailing address.

Address2[     second mailing address (if any).

City[     applicant's city.

State[     applicant's state.

Zip[     applicant's zip or postal code.

Salutation[     salutation such as Mr., Mrs., Dr, Miss.  A Pick List appears when you enter this field.

Work_Ph[     applicant's current work phone number

Home_Ph[     applicant's home phone number

Fax[     applicant's fax number

E-Mail[     applicant's electronic mail address.

Callback[     date when you wish to make a followup call to the applicant.

Todo[     any type of Todo item you have for the applicant.

Notes[     this field lets you enter notes about the applicant. We have left space for more than one line of text in this field. Just type in your information. askSam will automatically wrap the text to the next line when necessary.  Pressing ENTER in the Notes[ field adds lines to the field. Press the TAB key to move to the next field.

Experience[     records the applicant's work experience.

Skills[     records the applicant's job skills.

Education[     records the applicant's educational background.

Certification[     records the applicant's certification.

Key_Words[     enter any key words you would like to associate with this applicant. This field is useful when you want to find the applicant based on terms that do not appear in the resume.

Sent_To[     keep a record of the firms who've received copies of this resume.

Resume[     you can scan, import, copy & paste, or type the contents of the resume into this field.

Fields in the Simple Resume Form

Most of the fields are self-explanatory.  Some are automatically filled out. Others display a Pick List (pop up window) when you enter the field.  It is not necessary that you enter data into every field

There are few fields in this database. This makes it quick and easy to add resume documents. The following is a description of the fields:

Field     Description

Applicant#[      assigns a number to each applicant. This number is automatically generated.

Original_Date[      the date that the applicant is entered into the system. The date is automatically inserted.

Last_Name[     applicant's last name.

First_Name[     applicant's first name.

Notes[     this field lets you enter notes about the applicant. We have left space for more than one line of text in this field. Just type in your information. askSam will automatically wrap the text to the next line when necessary.  Pressing ENTER in the Notes[ field adds lines to the field. Press the TAB key to move to the next field.

Resume[     you can scan, import, copy & paste, or type the contents      of the resume into this field.

NOTE: the fields from both form are completely customizable as are the contents of the Pick Lists. See Customizing Your Databases for more information on how to reformat, add, and delete fields and Pick Lists in each of your askSam RTS databases.

You can also add specific groups of fields to your document as needed by using shortcut keys while adding or editing a document. The following field groups are available to add to your Simple Resume Form:

Contacts (Alt+3)      add contact information fields for address, phone numbers, etc.

Qualifications (Alt+4)      add applicant qualification fields such as experience, skills,      education and certification

Keywords (Alt+5)      add a keywords field to your form

Sent To (Alt+6)      add a field to record clients who have received a resume

Tracking (Alt+7)      add fields for tracking resume status, source and who an      applicant is assigned to

Address2 (Alt+8)      add an additional set of address fields

Todo Item (Alt+9)      add a set of fields to track todo items for the applicant.

For more information on how to insert fields as you add or edit see Entering Information Into Your Databases.