Beyond - Advanced Searching

Searching

The goal of any database is to collect as much information as possible. As a record becomes more and more detailed through data entry and tools like HRCenterTM, it becomes easier and easier to find the right employees later on. The better your data, the easier and more variable your searching can become. 

The goal of this article it to walk the user through the basics of searching within BeyondTM. In addition, we will also examine our more advanced options.

This article reviews: 

  1. Basic Searching vs. Advanced Searching
  2. Basic Searching Options
  3. Advanced Searching Options
  4. Search Results

Basic Searching vs Advanced Searching

In Beyond, Basic Searching is used to typically find  a singular record, whereas an Advanced Search is run to create a list of results or multiple records that adhere to a set criteria. 

To conduct either of these searches, locate the five principle records in the upper left hand corner of the screen:

From left to right, the five principle records are:

  1. Employee- Records of individuals who could be placed on assignment in your system.
  2. Customer- The clients and businesses your company services.
  3. Contact- The individuals associated with Customer records in your system who are not considered your employees.
  4. Assignment- The record of an employee's employment. This will always be tied to a Job Order.
  5. Job Order- The request of a customer for employees, typically defined best by worksite and job title.

*Note* If you do not see the record type searches in the upper left, you can find them in the B for Beyond menu. 

To perform any search, select the record type of the desired search. For example, a recruiter might select to search Employee records for an employee that recently called in as 'Available' in a logged message:

Once selected, this will usher the user into the searching area. The user can first select whether they would like to conduct a Basic or Advanced search:

*Note* Depending on the type of search, the screen layout will appear differently. The screen shot above is a Basic search.


Basic Searching

Basic searching is just that- designed to find a specific record. Options include searching by:

  • Last- The last name of the record.
  • First- The first name of the record.
  • ID- The individual ID of the record. 
  • SSN- The Social Security Number of the Employee.
  • Assigned- A drop-down filter allowing the user to select only those that are assigned, unassigned, or either.
  • Status- A drop-down filter allowing the user to select only those that are active, inactive or either.

*Note* Depending on the record type being searched, the above fields may vary.

When a search returns results, those results will be posted in the lower half of the screen:

*Trainer Tip* When searching for a record, partial information can be be searched on. In addition, a "wildcard search" can be performed if you are unsure of a name. A wildcard is represented by the % sign beside the text. See the example below:


Advanced Searching

Advanced searching in Beyond is designed to allow users to find records in their database based on detailed criteria. Every advanced search is built on a set of rules and groups that form a statement.

  • Rules- A specific field to add as searchable criteria.
  • Group- A series of rules that are first searched for and then compared to the remaining statement. 
  • Statement- The entirety of all rules and groups of rules that make up a search. 

Rules

To add a rule, select the 'RULE' button. This will add a blank rule to be added to the statement. The newly added rule will have a field that can be entered to search on.

*Trainer Tip* If you are unsure what fields can be searched for in Beyond, select the caret beside the field, this will add the category field as well. This can be useful for learning about new searchable fields.


Those rules will be connected by the group concept of "AND."  This says that any record must have all listed criteria in the statement to appear in the results:

 For example, in the statement above, a user might look for employees that are {active "AND" unassigned "AND" have the interest code of 3rd shift}. 

Groups

Groups act as sections of rules within a statement that are to be run first when compared to the rest of the rules within the statement. Within a group, you must first define the kind of group.  There are three basic kinds of groups:

  1. 'AND' Groups
  2. 'OR' Groups
  3. 'NOT' Groups


AND

This is an exclusive group and will only return results for records that posses all the criteria within the group. Let's look at an example statement:

In the example statement above, the user is looking for records that are actively seeking direct hire placement 'AND' have a desired salary less than $45,000. Then it will search for records that are active AND fit the grouped criteria.


OR 

This is an inclusive group and will return results with records that qualifies for any of the criteria within the group. Let's look at an example statement:

In the example statement above, the user is looking for either people who have been marked that they are actively seeking work  'OR' they have a message action that indicates they are drawing unemployment. Then it will search for records that are active AND fit the grouped criteria.


NOT

This allows the searcher to locate information that does not exist. This is used primarily to audit records for missing information. Lets look at an example statement:


In the example statement above, the user is looking for people who have never had a background check document. Then it will search for those who are currently assigned 'AND' fit the grouped criteria:

Look at the statement in the screen shot below: 

First, the search will look for employees with an activation date after the given date and also those that are Bilingual- Spanish based on interest code. After that, the search will check to see if that list is active, unassigned, and have the 3rd shift interest code.



Saving an Advanced Search

Once you have set up an advanced search the way you like it, you can save this search to save yourself time.  It is important to note that saving a search does not save the results of a search but instead saves the rules and groups established for the search.

To save an advanced search: 

  1. Create the search criteria exactly as you want it saved
  2. Select the save button in the lower left 
  3. Enter a name for the search
  4. Optionally, enter a description to help remind you what the search is used for: 
  5. Select Create

To find a saved search, select the white bar at the top of the advanced search options: 


You can search for a saved search by typing a name or scrolling through the list. 

Select the star icon to mark a search as a favorite. Favorite searches appear in the favorite tab. 

The mine tab will limit your list to searches you have created. 


Sharing an Advanced Search

By sharing an advanced search you are allowing other users to utilized one of your saved searches.

To share an advanced search:

  1. Select a saved search you want to share
  2. Select the Share button
  3. Choose the Team you want to share with (teams are set up by your administrators)
  4. Select Submit to share

A shared search can be identified by the share icon located next to the name of the search.



Search Results

Once a search has been ran, regardless of  whether it was a basic or advanced, the results will display below. 

Organizing Search Results: 

Organizing these results is incredibly important with regards to viewing this information:

The columns displayed will provide the user identifying criteria with regards the Employee's record. Additional columns can be viewed by scrolling the results to the right:

These columns may also be rearranged by the user as they prefer by selecting the column and dragging it into the correct position:

By selecting a column you can reorganize your results and order them alphabetically.  The up arrow indicates the list is being sorted A-Z the down arrow indicates they are being displayed Z-A:


When highlighting a column, selecting additional options will be available.

Individual employees can be filtered out of results by selecting the 'filtering' icon and removing the check from the check box beside their last name.

Individual columns can be filtered out by selecting the 'columns' icon and removing the checkbox beside the column name.


Functionality with Search Results

Not only can a record be opened within the results of your search, but a myriad of other functionalities exist. Currently, from the results of your search, you can:

  • Add candidates directly to a recently viewed order one at a time or en masse.
  • Create assignments one at a time or en masse.
  • Assign workflows.
  • Assign individual HrCenter pages Add hoc.

To begin first look at your results, a column can be found on the left side that displays a check box. Selecting a check box on a line of an employee will select that employee. Multiple check boxes can be selected:

Alternatively, a user may select all by interacting with the check box that displays in the column header in the selection column:

This function will only select the currently displayed results. To truly select all, click the 'Select all "" results?' option:

Once you have selected the records you would like to interact with, select the 'more options' button represented by three vertical dots:

This will open the available functions you can perform.

To learn more about Beyond assignments: Beyond - How to Create an Assignment.

For more on workflows and HRCenter pages: Beyond - Onboarding.

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