This article describes the basic functionality of the Product to enable a new user to begin working with and setting up of their Talenture database. This article will help familiarize the user with the important features of the product, build an understanding of the structure and flow in the product, and enable the user to use the application efficiently and effortlessly.
Key goals of this article are:
- To make the user understand the basic working of the Product.
- Getting familiar with the key features of Talenture.
- To assist the user in configuring important system options to be used by all team members.
It covers the following sections where each section addresses one key goal of this article:
- Navigating through Sample Data
- Importing Old Recruitment data
- Adding New data in Talenture
- Working on a new Job
- Configuration options
- Other Important configurations
A. NAVIGATING THROUGH SAMPLE DATA
Whenever a new account is setup, it comes with Sample data of Candidates, Contacts, Clients and Jobs. The purpose of Sample data is to make the user familiar with the product during the initial stages of usage on how to work on the data available. You can Edit and take actions on this sample data to get a hold on the working of the product or even delete it before starting work on your actual data.
The initial step towards Talenture RS application is to navigate through the Sample data given in the Product so that you can get an idea of how to use the Product by browsing through the following objects:
All the Candidates of your database can be viewed by expanding the 'Candidates' folder node in the Workbench. Added candidates are displayed in the list view when you expand Public Pool and click on 'Added' node.
2. Business Relationships Data: Contacts, Clients, and Vendors
All the Clients/Vendors and their related Contacts can be viewed by expanding the 'Business Relationships' folder node in the Workbench. They are further categorized as Current and Lead type.
Note that Vendors are available only in the Enterprise edition, and is used for managing sub-vendors.
In the recruitment process, you majorly work on your jobs. You can view the Sample jobs data, all the jobs added by you or assigned to you by other members of your Recruitment team by expanding the 'Jobs' folder in the Workbench. Your jobs in different states i.e Drafts, Active, Closed etc. are listed there in the list views.
B. IMPORTING OLD RECRUITMENT DATA INTO TALENTURE RS
When shifting from an existing recruiting product to Talenture RS, you would want to migrate your candidate resumes, client details and Jobs etc into our product. Talenture RS supports importing the following types of data in bulk using MS Excel files:
- Candidate Details
- Candidate Leads (Headhunting, Walk-ins)
- Job Details
- Client company details
- Vendor company details
- Contact person details (for client/vendor)
Note that, only CSV and XLS file formats are supported by Talenture’s Import from XLS feature.
Location of the Feature: Go to the Appbar, point to the Tools menu and click on the menu option ‘Import XLS and CSV Data’.
Help-center Article: This Section covers the articles on How to import the objects through XLS
C. ADDING NEW DATA IN TALENTURE RS
To start working on your Recruitment process, you need to first add Candidates, Clients, Jobs etc into the Product. Talenture allows you to add New Candidates, Contacts, Clients, Vendors and Jobs in the most efficient and simple manner.
Talenture allows you to add Candidates manually as well as to import candidates directly into the product. These candidates can then be shortlisted in the relevant jobs according to your requirements.
a. Importing Resume files from Desktop: In the page that comes up after clicking on the ‘Import Resumes from Desktop’ menu option, use the 'Choose File' buttons to select the resume files to import by browsing to the folders. This tool will then automatically parse the candidate details from the given resume files and add them to the database.
Location of the Tool: Go to the Appbar, point to the Tools menu and click on ‘Import from Desktop’ menu option.
Help-center Article: Get more information about How to Import candidates.
b. Adding Candidates Manually: You can manually add and edit candidate information in Talenture RS. The New menu option allows adding new candidates while Power View can be used for editing.
Location of the Feature: Go to the Appbar, point to the New menu and click on the menu option ‘Candidate’ for adding a new candidate.
Help-center Article: Click on this link to learn How to Add/Edit candidates manually.
2. Business Relationships Data: Contacts, Clients, and Vendors
You should first add Contacts, Clients and Vendors (if any) before adding a new Job so that recruitment process can be carried out properly.
These objects can be added manually from the New menu in the Appbar, or can be added in bulk by using Import from XLS/CSV feature in the product.
Location of the Feature: Go to the Appbar, point to the New menu and click on the Client or Contact or Vendor to add them to your database.
Help-center Article: Launch this link to know more about how to add New Contacts.
Help-center Article: Visit this link to know more about how to add New Clients.
Help-center Article: Click on this link to know more about how to add new Vendors.
One of the key objects of your recruitment process is your Job. Jobs can be manually created using the New->Job action given in the product. You will then see a dialog where you need to select a Job Workflow you want to create your job with. In the beginning, it is recommended that you select the ‘Recruiter Basic’ workflow so that you can easily understand the concept of adding a job and assigning job roles to the Recruiter. This is the simplest workflow with which you can make a command over the basics of Job processing. Note that Jobs will be added to Drafts folder when you click on Save button after entering the required details in the Job detail sheet.
Location of the Feature: Go to the Appbar, point to the New menu and click on ‘Job’ to add it to your database.
Help-center Article: Get detailed information about the Job functionality.
D. Working on a New Job:
When you create a new Job you can save it as a Draft by clicking on Save button initially if you do not have full details of the requirement or are waiting for current job requirements to be completed. Draft Jobs are only visible to the User who has created them.
Note that you need to specify Client & Requester of the job in General tab of the job detail sheet before activating it. You can assign different job roles to different users in the Roles tab given in Job detail sheet. After assigning the job roles, now you can ‘Activate’ it by using the ‘Save as Started’ action. This moves the Job into the Active state.
Active Jobs are visible to all the users you have set in different roles in those jobs. They can see the details and start working on the jobs.
You can also make changes to existing jobs such as modifying job details, re-assigning work roles, closing/canceling as well as deleting the jobs from the list views.
F. Configuration Options
The initial configuration involves setting up system settings and options to align with your organization's processes and data requirements.
1. Users and Teams
The following needs to be created in the product to allow other users of your team to be able to use the system:
Each Recruiter user should have a User Account created in the product. The number of user accounts you can create depends on the number of licenses you have purchased.
Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the User Management folder in the Navigator and click on ‘Users’. You can add new Users from the ‘New’ action given in the File menu.
Help-center Article: Get more information on how to Add new Users in the database.
b. Functional Teams
A Functional Team is equivalent to a recruitment team in your organization. Members of such a team work together on a set of Jobs under a manager.
Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the Team Recruiting folder in the Navigator and click on ‘Functional Teams’. To add new functional teams in your database, click on the ‘New’ action given in the File menu.
Help-center Article: Get a broader view of How to Configure New Functional Teams.
2. Email Templates
There are pre-defined email formats for common types of messages sent frequently such as submitting resumes to clients, interview scheduling emails, request for updated resumes from candidates, etc.
Location of the Feature: Expand the Email folder under Configuration->System Configuration and click on ‘Templates’. New menu action is given in the list view to add new Email templates in your database.
Help-center Article: This section covers articles on how to Configure New Email Templates in Talenture.
3. Resume Submission Configuration
This includes the options to automatically generate the following elements when submitting resumes to clients from Talenture RS:
a. Header/Footer using Company Logo:
Your organization’s logo and Contact details can be set in Branding section under System settings of System Configuration. This will be automatically included in the header and footer portion of each resume submitted to clients. You need to add this either as a scanned image in the product (e.g. .jpg, .gif, .bmp etc.) or as Text.
Location of the Feature: Go to the Appbar, point to Configuration menu and click on System Configuration. Now expand System Settings folder and click on Branding. You can specify Header/Footer details on this sheet.
A Face Sheet is a cover information page which is added to the candidate's resume that you forward to a client from Talenture. It is in a table format listing key aspects of a candidate such as name, location, work experience, current salary, screening comments etc.
Talenture can automatically include a Face Sheet in each resume submitted to clients. Facesheets are set in the client detail sheet. Different facesheet formats can be set for different clients. You need to create sample formats of the cover sheets you’d like to set up in Talenture RS.
Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the Recruiting Templates folder in the Navigator and click on ‘FaceSheet’. You can add a new facesheet from the ‘New’ action given in the File menu.
c. Candidate Tracker
A Candidate Tracker summarizes Key details of candidates for candidate submittals to a client from Talenture and acts as quick reference for clients to enable them to give timely feedback on multiple candidates. Talenture RS can automatically include a tracker when submitting candidates to client if you have already specified it for that Client. Tracker can be attached as an XLS file, or included as an HTML table in the mail body.
Location of the Feature: Go to Appbar, point to Configuration and click on System Configuration. Now expand Recruiting Templates folder and click on ‘Candidate Tracker’. To configure a New Candidate Tracker, click on the New action given under File menu.
F. Other Important Configurations
You can also customize your database by configuring the following options given in System configuration:
1. User defined Fields: To add user defined fields, go to System Configuration-> Data Customization
2. File Naming templates: To configure File naming Templates, go to System Configuration-> Recruiting Templates.
3. Invoice Templates: To configure Invoice templates, go to System Configuration-> Recruiting Templates.
Note that ‘Invoice Templates are available in the Professional and Enterprise editions of Talenture RS only.
Below mentioned are the links for some other important functionalities of Talenture RS:
1. Configuring User defined fields: Know about how to Customize the existing views by adding User Defined fields.
2. Configuring new User Roles: Get a clear idea about How to add new User roles in the database.
3. Configuring Portal Addin for importing resumes from Job portals: Learn How to Setup and Configure the PSAN Chrome Extension.
4. Setting up Automatic Mass Mail: Learn about Automatic Mass Mail Configuration in Talenture.
5. Recruiter Training video: ‘https://talenturers.zendesk.com/hc/en-us/articles/115004068665-Talenture-RS-Recruiter-Training-Module-1’
6. Admin Training video tutorial: ‘https://talenturers.zendesk.com/hc/en-us/articles/115004080309-Talenture-RS-Administrative-Training’