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IT Insight: DocuSign, Firewall, and Indeed

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IT

Our dedicated IT department has a few announcements they would like to make. Here’s what’s who need to know.

DocuSign

Johnson Service Group is currently in the process of transitioning to DocuSign. DocuSign provides electronic signature technology and digital transaction management services for facilitating electronic exchanges of signed documents. For more questions, please contact the IT Service Desk.

Firewall Upgrades

The IT department is currently working on upgrading our firewalls. The new enhanced security will allow us greater protection of network traffic, and the ability to prevent suspicious attacks. The tool also alerts us of any suspicious activities from your individual computer.

If you have any concerns or questions, please feel free to call the IT Service Desk at 630.590.6545

Indeed and Bullhorn

The IT department would like to send out a friendly reminder of our new Indeed job posting procedures.

Our organic feed (free feed) to Indeed has been terminated by Indeed. We have since signed up with Indeed for their job sponsorship program. This program prioritizes our jobs to be listed in Indeed’s search results. In order to get your jobs to publish to Indeed, you need to enter the department tag at the bottom of your job description before clicking the “publish” button in Bullhorn.

Here’s how to tag your jobs for Indeed.

WHO publishes:

JSG employees who have access to the “Publish” button in Bullhorn.

WHAT is a tag:

A tag is a unique identifier within your job description (eg: #D100 or #D200 or #D999). You should enter #DNNN at the end of your job description to publish your job on Indeed. Your tag and cost per click are attached to this tag and each tag is unique to your department.

WHY tag:

By tagging the job with your correct department tag, the job will automatically be published to Indeed when you press “Publish” in Bullhorn.

HOW it works:

The unique identifier is #DNNN (NNN is the Dept number with no space). A unique identifier must be a set of characters not found anywhere else on our job record. Insert the unique identifier text into your job description to “tag” your job to publish it on Indeed. Remove the unique identifier when you no longer want to publish that job on Indeed.

Bullhorn Best Practices: Customizing Your Start-up Menu

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Bullhorn

Bullhorn is a fantastic tool that helps keep us organized and on task. It gives us the opportunity to check on our clients, candidates, tear sheets, task lists, and so much more. But you already knew that. However, did you know that you can create shortcuts in the Bullhorn “bowling alley” (the left-hand start-up menu) to quickly access all of this data? This little trick will save you a lot of time and make using Bullhorn even easier. Here’s how to customize your bowling alley to streamline your day.

Step 1: Press Preferences

First of all, after you log into Bullhorn, and press Menu. Once you have the Menu pulled up, press preferences at the bottom of your screen.

Bullhorn

Step 2: Start-up Screens

Once you are in the preferences, scroll down to “Start-up Screens.” This is where you will type in the different shortcuts you want in your bowling alley. Type the fields slowly and when they auto-populate, click them. In this example, I have added Contact list and Submission List to be added to my bowling alley.

Bullhorn

Once you’ve added all the fields you would like in your bowling alley, press “save” at the bottom of the screen.

Step 3: Log out of Bullhorn

Once your start-up screen additions have been saved, log out of Bullhorn and log back in. Once you log back in, these new start-up screen fields will be in your Bullhorn bowling alley, as you can see below.

Bullhorn

Step 4: Add Filters and Customize Fields

Once you have you start-up fields customize in the bowling alley, you can add filters and customize the fields to your liking. When you close Bullhorn, your progress is always saved, so you shouldn’ have to customize these fields again! And just like that, your Bullhorn is customized to save your valuable time throughout the day.

Bullhorn Tips: Best Note Taking Practices

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Bullhorn

Adding notes in Bullhorn is an essential way to retain and know details about all of the interactions you have with candidates and clients. It’s a way to stay organized, trace your steps, and know when and where conversations happened. As we enter 2019, it’s imperative we all pay more attention to the tools we have that will help us be successful. Notes are an important part of this conscious change, and here’s how we can implement them better!

Note Email Notifications

Emailing notes is a great way to keep someone on your team in the loop when something changes with a candidate! It will include the note action, who the note is about, the update, as well as share the whole note. Here is what it will look like:

Using this tool will help you stay organized and feel more prepared throughout the recruiting process.

Tagging Records Within Notes

Tagging is a great way to link back to other records you have within Bullhorn. Whether it’s a name, phone number, ID all you have to do is write out the following in the note: @[record name] or @[record phone number] or @[record ID]. When you tag a record, it will automatically be added as an Additional Reference. This then is turned into a hyperlink that will open into a new Bullhorn tab when clicked.

How to Recover a Note You Were Working on

It happens to the best of us! We accidentally close out of our tab or all of a sudden, our internet browser crashes. Well, good news! Bullhorn automatically saves notes you started in draft mode. So, if you were working on it, just head to your drafts and you should be able to locate it. But be careful. Bullhorn will only keep your note drafts if you create them in the note tab NOT the preview slideout.

Hopefully, this month’s Bullhorn tips have been helpful and we look forward to seeing these tips in action this new year!

Bullhorn Best Practices: Favorite Searches

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favorite searches

Favoriting searches is a fantastic way to improve your day’s productivity and improve efficiency. Do you work on similar roles often or even duplicates of the same position? Instead of searching in Bullhorn for candidates each time that role comes up, save your searches so you don’t have to run a new search each time!

Are you a manager and want to see what roles your team are currently working on each week? You can set up a saved search for that, too! Favorite Searches are easy to do and save you tons of time when you’re busy sifting through resumes and making dozens of calls to find that perfect candidate.

How to favorite a search

  • Favoriting searches is easy. first of all, from the Bullhorn menu, navigate to the list view.
  • Once you’re there, click the search box and start constructing your search.
  • Once you started your search, you can add or remove columns from your list to show the exact information you are looking for.
  • After you’ve identified all of your search criteria, you go to the “Favorites” tab in the top toolbar. Then press “save this Search.”
  • Name the search whatever you would like to help you identify it later.
  • Choose the between private or public for the visibility settings and press “Save.”

It’s as easy as Parsing a resume! The best part? You can make these favorite searches private or public so you can share them with your team or use them for personal searches.

Save time and be more productive

Favoriting searches is a great way to improve the efficiency of your searches. Save time, effort, and redundancy with favorite searches and you’ll find yourself with more time recruiting then playing around in Bullhorn

If you need more help or would like step-by-step instructions, please visit this brief Bullhorn walkthrough on how to save your searches.

Parsing A Resume in Bullhorn

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parsing a resume in Bullhorn

Can you believe it’s already November? I don’t know about you, but it blows my mind that we only have about seven weeks left of 2018! Everyone here at JSG is getting busier by the day as the holidays quickly approach. However, don’t create more work for yourself by forgetting one of the most essential Bullhorn tips: parsing a resume into Bullhorn.

It’s super simple to do, especially when utilizing the Bullhorn for Email function in Outlook. This feature allows you to quickly and efficiently add/update records into Bullhorn directly from your inbox, including attaching resumes to a candidate’s record. Don’t just save dozens of resumes on your desktop or print them out and store them for later. Make your life easier and parse them in Bullhorn. This will streamline the recruiting process and allow you to efficiently store and review candidates for your present and future job orders.

Always run a search in Bullhorn first

Since we are supposed to always add our prospective candidates’ resumes into Bullhorn, the first thing any JSG recruiter should do when working on a job order is to do a search in Bullhorn. Why waste your valuable time doing searches on LinkedIn or CareerBuilder when we have thousands of qualified candidates in Bullhorn?

Additionally, by parsing prospective candidates’ resumes in Bullhorn, you can easily add notes. You can notate important things like the candidate’s availability to relocate or their salary requirements. This way, when you’re looking to fill another job order, you don’t have to waste your time calling a candidate that isn’t even willing to take a job in the salary range or location.

And after speaking with a prospective candidate, you should still add them in Bullhorn even if they aren’t the right fit for the role you’re currently recruiting on. Why? Because they may be a perfect fit for a different role in the future. Or even another JSG recruiter may have a great opportunity for them.

They will get our JSG newsletter

One of the most important reasons for parsing resumes in Bullhorn is to continue to help JSG build our newsletter subscribers. Every candidate in JSG’s Bullhorn database will automatically receive our newsletter each month. And do you know what that means? It means they see all of our latest jobs our recruiters are working on! So, remember, even if they aren’t the right fit for your job now, they may be a great candidate for another role in the future.

How to parse a resume in Bullhorn

If you want a reminder on how to parse a resume, check out this short and helpful video walkthrough from Bullhorn.

Bullhorn Best Practices: Bullhorn for Email

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Are you using Bullhorn for Email? You may have noticed the Bullhorn icon in your Outlook desktop app. But what does it do? Well, if you haven’t been using it, the Bullhorn for Email add-in in Outlook is a great feature that allows you to quickly and efficiently add/update records into Bullhorn directly from your inbox. And don’t worry, this cool feature is JSG IT approved!

Using Bullhorn for Email

Using this time-saving feature, you can parse candidates, contacts, and jobs into Bullhorn right from your inbox. It also makes it easy to quickly add notes, tasks, and attach files to existing records in Bullhorn.

For example, if a prospective candidate emails you a resume, you can directly upload it to their pre-existing record in Bullhorn. When viewing the email, all you have to do is press the Bullhorn button within the body of the email to launch the extension. You will type in the name of the contact and then click the resume file under “Email Attachments.” This can be seen in the image below:

Bullhorn Email Attachment

After clicking on the link, you will be taken into Bullhorn where you can complete the necessary steps to update the candidate’s record. From there, you can also easily add a task for that contact to remind yourself of an action to perform at a later date, such as follow up with the contact next week.

Using Bullhorn for email, you can also:

  • Add new candidate records into Bullhorn
  • Makes candidate submissions a breeze (and notates it in Bullhorn!)
  • Add new contact
  • Enter new jobs records
  • Create new notes
  • Attach an attachment to a record (i.e. job offer letter)
  • And so much more!

Bullhorn for Email is designed to make your day easier. You’re making dozens of phone calls each and every day. This extension allows you to save time and make entering data into Bullhorn much more simplistic and efficient.

For questions, please reach out to JSG’s IT Support. If you do not have Bullhorn for Email, you can download the Outlook add-in here.