Search and Save Searches in AppTrack

Summary

On any page that presents a list of items in the HR Suite, search tools and column filtering tools are available. You can create saved searches in any area that you can search.

Every page that presents a list of items also provides search tools to help you find the item or set of items you need to work with.

If you search for an item that your permissions do not allow you to see, it will not appear in your search results.

Searches allow you to assemble information in a report-like format. You can run searches on items for which reports are not available, such as titles, pools, and HR Suite users. After you define and run a search, you can export the search results as a spreadsheet to capture a snapshot of current data. Saving the search allows you to name and store the search parameters so that you can run the same search repeatedly. Searches are available to anyone who can log in to the HR Suite.

If you expect to need the same set of information repeatedly, you can save a search after you set it up. This allows you to use it whenever you need to, without reconstructing it.

Search Tips

• Text search is not case sensitive.
• Enter whole words or use the * character as a "wild card". For example, if you are looking for Janice MacCullough's profile but you are not sure how to spell her name, you might enter jan* (which will return all names that start with the letters Jan) or *ccull* (which will return all names that contain that string of letters). You must supply at least three letters in a row for any search that uses the wildcard character.
• Searches normally return items that contain all your search terms. For example, if you enter facilities manager, the search returns items that contain both these words.
• To exclude search results, use the ! or - character. For example, to search for postings that contain the word "director" but not "coordinator", enter director !coordinator or director -coordinator.
• To search for one or more out of a set of search terms, use the | (vertical bar) character. For example, to search for postings that contain either of the words director or coordinator, enter director | coordinator.
• You can't do a search that only specifies what not to return, such as !coordinator.
• You can't do a search for a word or phrase that was selected from a drop-down list, such as the name of a state, but you can use filtering to find the information. The procedure below for viewing applicants who reside in a specific state gives an example of how to do this.

Procedures

To search for items on a page:

1. The text search box allows you to search for specific words or names.
2. Select More search options to expand the search tools area.
3. Use the searching and filtering tools to narrow down the results that the system presents:
   • You can add columns if the information you need is not included on the page.
   • Use advanced filters (if any are available) to narrow down the results.
4. Use the column controls to organize and sort the search results:
   • Move a column to the left or to the right using its left and right controls.
   • Delete a column using its delete control if you do not want to display it. If you need to add it back later, use the add columns control to do so.
   • Order the search results by sorting a column in ascending or descending order using its up and down controls.

You can use all these tools in any order. If you rearrange the columns, they remain in the order in which you place them. Reordering the columns on one page does not change the column order on other pages.

Example: To search for a specific applicant:

In place of applicant, your organization may use the term candidate.

1. In the APPLICANT TRACKING module, select Applicant Search from the Applicants menu.
2. Select More search options to expand the search tools area.
3. Use the searching and filtering tools to narrow down the results that the system presents:
   • You can add columns if the information you need is not included on the page.
   • You can select specific workflow states of interest.

If your organization uses position types, the list of workflow states includes states for each position type, so there may be more than one state with the same name. Your searches may be more effective if you select all instances of the desired workflow state.

1. Use the column controls as you would in any other search.

When you search for applicants by name, your search results include all applicants who included the name anywhere in their applications. Sorting the results by applicant name can help you find the person you are searching for.

Example: You search for John Smith. Your search returns all applicants named John Smith and all applicants who included John Smith as a former supervisor, reference, or other job contact.

Example: To view applicants who reside in a specific state:

1. In the APPLICANT TRACKING module, locate and select the desired posting.
   In place of posting, your organization may use a term such as announcement, requisition, workforce request, or open position.
2. Follow the Applicants link to present a list of people who have applied to this posting.
3. Select More search options to open the advanced searching controls.
4. From the Add column menu, select (Applicant Detail Parent) Lookup State. This adds a column to the table of applicants, showing the state listed in each person's address.
5. Use the ascending or descending order sorting control associated with the new Lookup State column to group applicants by state.

To clear your search results:

To return to the full list view, close the search tab or select the Clear Search link in the search control area.

To export search results:

1. Set up the search or open a saved search.
2. From the Actions menu, select Export Results. The search results are saved in .xls format. Depending on your browser, the file may automatically download to your computer's download folder, or you may be prompted to choose whether you want to open or save the file.

To save a search:

If you have administrative privileges on the system, you can share your saved search by tagging it as a global or group saved search. Non-administrative users can only save personal searches.

1. After you have used the search and filtering controls to present the search results the way you want to see them, select Save this search. The Saved Search area expands.
2. Give the search a name that will help you remember its purpose.
3. If this search presents the information you will normally want to see when you navigate to this page, you may want to select Make this the default search.
4. Select Save this search. The search tab refreshes to present the name you have given the search. This tab remains available for the rest of your session. The next time you log in, the search is available from the list of saved searches in that area.

You can delete your personal saved searches when they are no longer useful to you.

To run a saved search:

1. Access the list of items you need to search.
2. From the Open Saved Search menu, select the search you want to run. A new tab presents the search results.