Introduction

Learn how to optimally search your own OTYS database with this manual Search & Match. Your database contains a lot of talents. The trick is in finding that one suitable candidate. And that is what we are going to help you with in this manual. We dive deeper into Boolean and Semantic searching. If a keyword appears somewhere in a profile, from now on you will find that candidate.  

Judge your search results with Hunt & Select. Avoid duplication of effort; even if you update the search, OTYS will still know that you have already viewed the candidate.

2. Search in OTYS Go!

2.1 Introduction

2.2 Searching via quick search & batch panel

2.3 Batch actions via quick search & batch panel

2.4 Batch actions via right click

2.5 Customising items from list views

2.6 Navigating through pages

3. Search & match

3.1 Introduction

3.2 Keyword search

3.2.1 General

3.2.2 Keyword search

3.2.3 Semantic search

3.3 Searching by linked entities

3.4 Search by criteria

3.5 Display match scores

3.6 Customise search

3.7 Save search

3.8 Matching through Hunt & Select

2. List views in OTYS Go!

2.1 Introduction

When opening a module, the list view is displayed. The list view consists of a left panel, results panel and right panel. In this chapter, we explain how to use the left and right panels in daily practice.

This chapter is divided into the following sections:

• Quick search & batch panel search

• Batch actions via quick search & batch panel

• Editing items from list views

2.2 Searching via quick search & batch panel

You can use the left-hand panel to quickly search your database. You can do this, for example, by saving an extended search and then quickly recall it, or by filtering your current results by, for example, status. The quick search works easily:

1. On the left-hand side, click on the section you want to search by (e.g. 'Custom search filters')

2. Then click below on what you want to search for (e.g. 'My candidates')

The search will load immediately and the list will refresh. In addition, you will always see in the panel on the right what your current search is.

Quick search & batch panel search

There are two sections with created search filters: 'Global filters' (which apply to all users) and 'Custom filters' (which only apply to you). Creating these is explained in a later section. If you select one of these filters you always overwrite your current search filter.

Most modules also have additional search options in the left-hand panel. For example, in your Candidates module you can perform a quick search based on active/passive and status. If you search on this then it will be added to your current search. For example, if you have created a search on all active candidates, you can quickly add status 'Availability' to your search on the left-hand side. This way, you can also load a filter and then still search on an (additional) status.

If you search in multiple sections, the search is done in an AND manner by default. For candidates, if you search for active/passive on 'Active' and candidate status on 'Available', you will only search for candidates who are active AND have status 'Available'. If you select multiple options in a section, then OR is searched by default. So if you search for active/passive in candidates on 'Active' and status on 'Available' & 'Via website', by default you will only see candidates who are active AND have status 'Available' OR 'Via website'. Through the search panel on the right, you are able to adjust this behaviour via additional options.

2.3 Batch actions via quick search & batch panel

As well as being able to use the left-hand panel to quickly search for data in your database, you can also use it to perform batch actions. This too works very easily:

1. Make a selection of items from which you want to perform a batch action. You can also use the checkbox in the title bar to directly select all items in the list

2. Select the items whose batch action you want to perform. The icon at the top of the list allows you to select all items from the current page. Note: Your search result may consist of several pages. Via the page navigation at the bottom right, you can increase the number of items per page and thus do a batch action for a larger group.

3. On the left-hand side, click on the section whose batch action you want to apply (e.g. 'Status').

4. Then drag the selected items by using the three dots on the left of one of the items to the batch action you want to perform (e.g. to status 'Available' to give all selected candidates the status 'Available').

5. You will be asked for confirmation. Click the 'Yes' button here.

The batch action has now been performed and the selected items have been modified.

Selecting candidates for batch action

Confirming batch action

2.4 Batch actions via right-click

It is also possible to perform batch actions by right-clicking on selected items in the list. This works similarly to the previously mentioned option.

1. Make a selection of items from which you want to perform a batch action.

2. Select the items whose batch action you want to perform. Using the icon at the top of the list, you can select all items on the current page. Again, make sure that all items are on the current page.

3. Right-click on one of the selected items. A context menu appears with the possible batch actions. To do this, select the desired batch action.

4. Depending on the batch action selected, an additional selection may follow (e.g. to select the desired owner when changing the owner).

5. You will be asked for confirmation. To do so, click the 'Yes' button.

The batch action has now been performed and the selected items have been modified.

Batch action via right click

2.5 Customising items from list views

For some columns, it is possible to edit the data in the list directly from the list view. An example is the status in the Candidates module. You can recognise these columns by the pencil icon to the right of the column name.

Change icon in list view

Clicking on this pencil icon modifies the column in a 'modify' view. By then clicking on a cell in the list (e.g. a status in the candidate list), you are able to modify this entry directly from within the list. Changes will thereby be saved immediately, without having to click a 'save' button.

2.6 Navigating through pages

Of course, a search can include many search results, especially if you have a large database. The search results are therefore not always all displayed on one page, but may be spread over several pages.

At the bottom left of your list, you will see the total number of results for your current search. At the bottom right of your list, you will see which items of these you currently see. For example, if you are in the Candidates module and see '128 results' on the left and '1-25' on the bottom right; so there are 128 candidates matching your current search and you are currently seeing candidates 1-25 of these. To the left and right of this, you will see buttons to 'scroll' through the list in the following order: 'first page', 'previous page', 'next page', 'last page'.

Page navigation in list view

It is also possible to adjust the number of items displayed per page. To do this, click on the indicator of the current items (e.g. '1-25'). Here you can set the number of results per page to '25', '50', '75', '100', '250' & '500'. Our advice is to leave it set to '25' (as loading more data takes longer and is not always necessary), but in specific cases it may be useful to show more items per page.

It is also possible to go directly to a particular page. For this too, you click on the indicator of the current items (e.g. '1-25'). You can then indicate at 'Go to page' which page you want to 'jump' to. Thus, if you display 25 items per page and go directly to page 5, you will see items 100-125 of your search results.
Note! The number of results displayed affects the speed of operation of OTYS Go! We therefore recommend setting the results per page to '25’.

Additional page navigation options

3. Search & match

3.1 Introduction

In the list views, you will mostly search for the right data. You may simply be looking for a company based on the company name, or you may be looking for candidates who match a (complex) search query, which should be a sign that they fit a vacancy. In the previous chapter, we explained how you can quickly search by common items such as 'Status' via the left-hand panel. In this chapter, we explain how you can search your OTYS Go! system for quite a few additional items via the right-hand search panel.

This chapter is further divided into five sections:

• Keyword search

• Searching by linked entities

• Search by criteria

• Modify search

• Save search

• Matching

3.2 Keyword search

3.2.1 General

At the top of the search panel on the right-hand side of your screen, you will see an option to search by keyword. When you open a module, in many cases you will be looking for a specific item (e.g. a specific candidate or vacancy). Therefore, when opening a module, this search field is immediately 'active', allowing you to search by keyword without having to click the field further.

After typing in the keyword(s), you can press 'Enter' to start your search. We will then immediately search the database for you for items matching the relevant keyword.

Keyword search

By default, we only search on 'whole words'. For example, if you search for 'brugge' in your Candidates module, only candidates with the keyword 'brugge' will be found and not candidates with the keyword 'bridges'. If you do not remember whether the candidate you are looking for has 'brugge' or 'bridges' as a surname, you can find out by placing an asterisk '*' ('wildcard') after 'brugge'. Searching for 'brugge*' will find both candidates with the keyword 'brugge' and 'bruggen' (but also 'bruggemans').

If you search on multiple keywords, we will search OR by default. So if you search for keyword 'marcel brugge', we will search for candidates based on keyword 'marcel' OR 'brugge'. Because the results are sorted by relevance by default, if candidate 'Marcel van Brugge' is in your database, it will probably be shown at the top. So if you are looking for candidate 'Marcel van Brugge' but do not remember whether the surname is 'Brugge' or 'Bruggen', you should search for 'marcel brugge*'.

You can choose whether to search by keyword or semantic search:

3.2.2 Keyword search

Left of the keyword filter, you have the option to select additional search options via the arrow.

Additional search options

• Under 'Conditions', you can specify how to search if you search by multiple keywords:

  • All words
    Here, all words must be reflected in the items found. For example, if you search for 'product manager' via all words in your Candidates module, both the word 'product' and the word 'manager' must be reflected in the candidate's data.

  • Exact word combination
    Here, all words in the items found must return in the exact order. For example, if you search for 'product manager' via exact word combination in your Candidate module, the exact word combination 'product manager' must be reflected in the candidate's data.

  • One of these words
    Here, at least one of the words must appear in the items found. For example, if you search for 'product manager' in your Candidates module via one of these words, the word 'product' OR the word 'manager' must appear in the candidate's data.

  • None of these words
    Here, none of the words must appear in the items found. For example, if you search for 'product manager' in your Candidates module via none of these words, then the word 'product' AND the word 'manager' must not appear in the candidate's data.

  • Actonomy operators
    This search option allows you to do a boolean search of your database. More explanations of the options are given below.

• Under 'Search in' you can specify the fields to be searched. This way, you can, for example, ensure that when searching for candidates, the documents (Word & PDF) in the candidate's file are also searched.

• By indicating 'Mandatory', you can make this part of the search mandatory. This is only relevant if you search for other things besides keywords. If you do not make the keyword compulsory in that case, candidates who do not meet the specified options of the keyword can still be shown in the search results (provided they meet one of the other search options).

• By selecting 'save settings', the search preferences entered will be saved as your default. So the next time you search, you won't have to change the settings again.

After specifying your preferences, click 'Search' and your (custom) search will be executed immediately and the custom results will appear in your list.

When searching based on Actonomy Operators, you have the following options:

3.2.3 Semantic search

If you choose 'Semantic search', you have the following additional search options:

Additional search options

• Under 'Conditions', you can specify whether the results must match or not match the specified search query.

• By indicating 'Mandatory', you can make this part of the search compulsory. This is only relevant if you search for other things besides keywords. If you do not make the keyword compulsory in that case, candidates who do not meet the specified options of the keyword can still be shown in the search results (provided they meet one of the other search options).

After indicating your preferences, click 'Search' and your search will be added to your current search and the custom results will appear in your list. With semantic search, it is possible to add multiple semantic queries which will then appear as separate items in the search query.

3.3 Searching by linked entities

Besides being able to quickly search by keyword in a module, it is also useful to be able to quickly search by 'linked entities'. For example, if you are in the Vacancy module, you might want to be able to quickly access all the vacancies of a specific relation.

Therefore, in addition to the keyword filter, you will find one or more 'quick' filters in certain modules. These quick filters are present in the following modules:

In these filters, you can simply type in the name of the item (e.g. the name of the relation) and suggestions will be shown based on 'auto-completion'. By then clicking on a suggestion, it will immediately be added to your search query.

3.4 Search by criteria

Besides searching by keywords, you can also search by criteria. Think of statuses and match criteria, ; but also by distance, for example. To search by criteria, take the following steps:

1. Click on the 'Add criterion' button

2. A list of the available criteria opens. Click on the criterion you want to search for. Optionally, you can use the filter at the top of the list of criteria to easily search for a particular criterion.

3. A screen opens to define how you want to search. This screen may differ for each search criterion (for example, when searching by distance, you must specify the country, postcode and search radius), but in most cases it consists of the following items:

1. After selecting the above options, click the 'Search' button to add this search criterion to the current search. You will then automatically return to the overview screen containing the current search and the list will automatically refresh based on the modified search.

When selecting search criteria, some search criteria can be hidden that have no results in the current search. For example, if you have a search that returns 25 candidates and want to search further within this result based on match criterion 'Job Group', this option will only be shown if at least one of the 25 candidates has a value selected at 'Job Group'. The same applies to the values within 'Function group'. If this is not the case, there is no point in showing you this search option (because we already know in advance that the result will consist of 0 items).

Add criterion to search

Options when searching by criterion

3.5 Display match scores

After performing a search, an additional column will appear in the list view showing the match score for each search result. By default, the search results are sorted so that the best-scoring result is at the top. The bar in the column indicates the match score.

If you then click on this bar you will see (in the case of a keyword search) in which context the keyword(s) were found.

Context at match score

3.6 Customize search

The right-hand panel shows your current search. It can consist of several components (for example, a keyword and three criteria). Each part of your search is in a separate block. It is possible to modify your search via one of the following options:

• To edit a search criterion within your search, click on the block of the search criterion. You will then open the 'details' of the search criterion. These are similar to the options explained earlier. After changing these options, click 'Search' to make the changes to your search filter. The list will automatically refresh based on the modified search.

• To remove a search criterion within your search, click the 'remove' icon within the search criterion's block. The search criterion will then be removed from your search and the list will automatically refresh based on the modified search query.

•  To reset your search to your default search, click the 'Clear' button at the bottom left. Your current search will then disappear in its entirety and your default search will be loaded. In most cases this is 'all', however, you may have chosen to set this in a different way (see the next section).

Remove search criterion

3.7 Save search

If you have done an (extended) search, you can save your search. This can be done in two different ways:

• You can create a 'default filter'. This means that when you open OTYS Go! and open a module, you can load this filter by default. This is useful, for example, if in your Candidates module you want to see only the active candidates in your name by default. This default filter will also be automatically saved to your 'Own Filters' in the left-hand panel.

•  You can save and name several filters. Here it is also possible to make filters available to your colleagues (provided you have permissions to do so). This can be useful if, for example, you have an (extensive) search that you make more often.

Set filter as default

So in both cases, you will first have to create a search query that you want to save (see the previous sections for this).

To set your current search as the default search filter, take the following steps:

1. At the top of the search panel, click the 'Set as default filter' icon.

2. You will be asked for confirmation. Click the 'Yes' button here.

Your current search filter is hereby set as your default search filter.

To save and name your current search (so you can easily recall it at a later time), take the following steps:

1. At the top of the search panel, click on the 'Create filter' icon.

2. Under 'Name', give the search filter a name (recognisable to you).

3. Tick 'Global' if you also want to make this filter available to your colleagues. Note: Only specific users have rights to create global filters.

4.  Click the 'Create' button.

The search filter is hereby created and will appear in the left-hand panel under 'Own filters' or under 'Global filters' (if the 'Global' checkbox is ticked). If you want to delete a custom or global filter, click the 'delete' icon next to the relevant filter in the left-hand panel. If you do not have rights to create global filters, you will also not have rights to delete global filters.

Save search filter

Create filter settings

3.8 Matching via Hunt & Select

In addition to searching your database, it is also possible to match via our 'Hunt & Select' functionality. This process works similarly to searching, but matching uses the match criteria of the item you are in to search for items from another entity with similar criteria. You can match in the following ways:

• Matching from a candidate to suitable vacancies
  By defining match criteria for both candidates and vacancies, if a candidate applies, you can search which suitable vacancies you have for them.

• Matching from a candidate to suitable relations
  By defining match criteria for both candidates and relations, if a candidate reports, you can search for suitable relations you have for this candidate, without there having to be a vacancy.

• Matching from a candidate to suitable contacts
  By defining match criteria for both candidates and contacts, if a candidate comes forward, you can search which suitable contacts you have for this candidate, without the need for a vacancy. This can be an alternative to the previously mentioned option, especially for large organisations. For relation 'ING Bank', all job groups might be applicable, but by defining these match criteria at contact person level, you can directly search which contact person of relation 'ING Bank' is interesting for the candidate in question.

• Matching from a vacancy to suitable candidates
  By defining match criteria for both vacancies and candidates, if a vacancy arises, you can search which suitable candidates you have for this vacancy.

• Matching from a vacancy to suitable business contacts
  By defining match criteria for both vacancies and relations, if a vacancy arises you can search which suitable relations you have for this vacancy. This can come in handy, for instance, if you work with a large number of suppliers.

To start the matching process, click the 'Match' button at the top of a candidate or vacancy and then choose the desired matching method. A new tab will automatically open where the match criteria of where you were in (e.g. the match criteria of a specific vacancy) will be used to search in the relevant entity (e.g. search for candidates with similar match criteria). On the right-hand side, you will see this search and can modify it (as explained in the previous sections). By default, all criteria are made mandatory, but it is therefore easy to customise this.

Matching from a candidate's perspective

You can then review the results of your search. You can do this as follows:

• click on a candidate

• At the top right, you will see additional buttons the displayed: Interesting, not interesting, doubt.

• Indicate how you assess the candidate.

• When you have made a selection, the next candidate will appear.

Hunt & Select options with the candidate

The rated candidates can be found in different 'bins' in the list view. This allows you to filter on candidates you have rated as interesting, not interesting or still in doubt. You can also hide already opened candidates or only show already opened candidates.

Filter your selection

Various batch actions are also possible with this selection. For example, to link all selected candidates directly to the vacancy from which the match was made.

Perform batch action on selection