Recruitment Marketing Public

A static list is a collection of candidates. It can be changed by manually adding or removing candidates to it, or having a workflow step perform that task automatically.

A smart list will continue to update, automatically pulling in any and all future candidates who match the predetermined candidate search criteria that the list is based on. It behaves more like a saved search.

Smart Lists

Creating a Smart List

1. From the side menu, under CRM, click Candidates.
2. From the left side, click the Filters button. Filter the candidates by using the filters and clicking Apply. See Filtering below for further details.

3. Click the Action button and select Create new list.

   

4. Enter a name for the list.

5. Choose Smart List as the kind of list.

   

6. Click the Create button.

Creating a Smart List from a Smart List

1. From the side menu, under CRM, click Lists.
2. Click an existing smart list.
3. The candidates that meet the criteria of that list will be shown, and the filters will be populated. See Filtering below for further details.
4. Adjust the filtering criteria by removing existing filters or adding new ones.
5. When you are happy with the new settings, click the Action button, then Create new list.
6. Enter the name of the list.
7. Choose Smart list as the kind of list.
8. Click the Create button.

Updating a Smart List

1. From the side menu, under CRM, click Lists.
2. Click the relevant smart list.
3. The candidates that meet the criteria of that list will be shown, and the filters will be populated.
4. Adjust the filtering criteria by removing existing filters or adding new ones.
5. When you are happy with the new settings, click the Action button, and then Update this list.
6. Click the Update button to overwrite the settings of the existing list.

Static Lists

Adding candidates to a new Static List

1. From the side menu, under CRM, click Candidates.
2. From the left side, click the Filters button. Filter the candidates by using the filters and clicking Apply.
3. Select the candidates using individual or batch checkboxes and click Add to new list, above the list of candidates.
4. Name the list and click Add.
5. The static list will show all the chosen candidates.

Adding candidates to an existing Static List

1. From the side menu, under CRM, click Candidates.
2. From the left side, click the Filters button. Filter the candidates by using the filters and clicking Apply.
3. Select the candidates using individual or batch checkboxes and click Add to existing list, above the list of candidates.
4. Select the list you are interested in and click Add.
5. The static list will show all the chosen candidates.

Renaming a Static List

1. To update the name of a static list, click the Actions button.
2. Click Rename this list.
3. Enter the new name and click Rename.

Filtering

When filtering candidates, you can use the following methods:

• Filter text fields: Type a partial name or email address into the filter on the left side. Adjust your filter by choosing from a range of operators such as Starts with, Ends with, Equals, Contains, and Blank. There are negative versions of the operators also such as Does not start with, Does not equal.
• Boolean query search: Strings containing Boolean operators can be used to build more complex searches. For example: Software (engineer OR dev*) NOT manager, could be used to find mentions of "software engineers", "software devs", and "software developers", while excluding any mention of "manager". Supported operators include AND OR NOT + | - * ( ) “.
• Choose yes/no values: For example, filter all candidates who are located in the European Union.
• Choose from a list of values: For example, candidates tagged with "Spring recruitment event". There are a number of operators to choose from, and multiple values can be chosen. For example, choosing Has any as the operator and choosing multiple values has the effect of a Boolean OR. 
• Filter by location: Enter a location in the location filter box. A proximity search will be performed based on the proximity value in your company settings. The more specific your location, the more accurate the search.
• Filter numerically: For example, enter the number 3 into the visit count column. Choose from a range of operators such as Equals, Greater than or equal to, and Less than or equal to.

If the column you are interested in is not visible in the grid, click the Columns button on the right and select the columns you would like to see. See below for further details.

Understanding filter conditions

Filters are integral to managing or sorting candidate lists in Recruitment Marketing. They're essential for Smart Lists, as they define the dynamic query that automatically updates the list, providing the primary benefit of continuous, hands-off automation. For Static Lists, the ability to use filters during the candidate search allows you to identify and select a specific, targeted group of individuals, greatly enhancing the efficiency of initial list creation or refinement.

Accessing filters

To refine your candidate list(s):

1. From the side menu, under CRM, click Lists.
2. Click the name of the relevant list to view it.
3. On the left side of the page, click the Filters button.
4. Select the relevant filters that you wish to set and define the condition types. See below for more details.
5. Click the Apply button.

The results in the list will be updated.

Pinned filters

Frequently used filters can be pinned making them more easily accessible. 

To pin a filter, simply hover your mouse over the item you wish to pin, and click the grey pin icon which appears to the right of the item. Once you click the pin, you will see the item move up into the Pinned Filters section at the top of the filter panel. 

To unpin a filter, simply click the blue colored pin located to the right of the item. You will see the filter removed from the Pinned Filters section, and it will then be available in its normal location within the filter panel.

Pinned filters are specific to each user, and they will persist between each login to the system, so you do not need to reselect them each time.

Filter conditions

Depending on the filter selected to refine your list, the following conditions are available:

Boolean search query

You can use Boolean search operators to create more advanced filters that combine multiple keywords or phrases. Supported operators include AND, +, OR, |, NOT, - for logical operators, * for partial matches, parentheses ( ) for grouping, and quotation marks " " for exact phrases.

Example of using "Tags" as a filter

In this example, we’ll explore using Tags to filter the candidate list.

1. From the side menu, under CRM, click Lists.
2. Click the name of the relevant list to view it.
3. On the left side of the page, click the Filters button.
4. Click on the Candidate section to expand it.
5. Select the checkbox next to Tags. 
6. Select a condition type:
   1. Has all of: The candidate has all the tags that have been selected in the filter.
   2. Has any of: The candidate has any of the tags that have been selected in the filter.
   3. Does not have any of: The candidate does not have any of the tags that have been selected in the filter.
   4. Has at least one: The candidate has at least one tag assigned (no specific tags will be selected in the filter).
   5. Empty: The candidate has no tags assigned.
7. Click the Select drop-down list.
8. Select the relevant tags and click Done.
9. Finally, click the Apply button.

The list will refresh with the results refined based on the filter you set. If you would like to save your results, you can do so by creating a new Smart or Static list or adding to an existing list. 

Other examples of filters

Name filtering

Date filtering

Choosing from a list of items

Visit Count filtering

Location filtering, matching on city

Location filtering, matching on country

Location filtering, proximity search

Form Submission Field with options