User Guide
This is the user guide for ClientVision Recruiting CRM system.
ClientVision Recruiting CRM is an On-Demand enterprise CRM built for global recruting operations. It is designed for high volume sales and services activity-based sourcing. This system will dramatically improve your management results.
User Guides
This guide assumes that the resources needed to access the ClientVision system are available to you and that you are familiar with how to use them. If you are not sure whether your system meets the requirements or how to use required third-party tools, such as a Web browser, talk to your manager or system administrator.
Desktop
After you login CRM successfully, you will go to personal desktop by default. Please take a look at what you can do on desktop
Navigation Tool Bar
Anytime you could fast find features on the left side. The navigetion tool bar allows you to manage module data, do system administration and check online users.
Top tool bar
A tool bar to show login user name and utility buttons as below
- My Account - login user account setup, you can change your password here
- Preference - provide some preference settings for login user
- Online support - a protal to link up with sysvision support system
- Help - CRM help library
- About - ClientVision CRM version and some related information
- Logout - Click to logout the system
Tool Bar Menu
The navigation tool bar localed on the left side which contains three collapsible sections,
Data Management - general user menu are listed here
System Management - admin user menu are listed here
Active users - have a look at the user and group hierarchy of CRM and see who is active now.
It allows you to access different modules to view, create and manage records. Please note that the menu item is clickable when the permission is granted. Otherwise, it is gray.
Switch Data Language
Since ClientVision supports multiple language, that each data record has multiple version for languages. You don't need to logout and login again to switch different language. Just click the select box on navigation tool bar on the left hand then change the language.
Note: system could not refresh the data immediately but since next action after you change language.
Central Work Place
Active Client/Position List
The list of active client and related open positions allow you to view and manage all clients and positions in an embed view. You could
- Filter the client list by status
- Check open positions for each client
- Double click the row of a client to preview client details
- Click position link to preview position details
Activity calendar
You could see the calendar with shared activites among the team. Calendar is on the bottom in central work place. By default it shows week days with activities subject.
Check week view and day view
On calendar tool bar,
click "Today" button to go back today
click "dayview" button to see day view with activities
click "weekview" button to see week view with activities
click "Add Activity" button to create new activity
Add new activity
Click "Add Activity" button on calendar bar, then you see a popup screen to allow you input new activity entry. You could add activity for today, for the past or plan a future activity.
See more details about >>Activity Edit View
My favorites
Shortcut to your favorite items group by module. The favorite items are updated automatically by ClientVision backend when you manipulate the system.In the favorites items, you could
- Faster access the module record currently you opened
- Faster add activity with the references among these favorite items
See more details about >>Add Activity from Favorite
PopUp Today's Activties
When you login ClientVision, you should see a popup message to show all team member's today activities. Anytime you just click on the ClientVision logo on top-left corner, you get it.
In this popup message, you could see the team members' names and manpower for each. Try to draw the slider to change your manpower. It is useful to let your teammate know you are available for help or not.
You could also see the activities for today group by team member, it could improve team work with this feature.
Using ClientVision Modules
This chapter describes how to use ClientVision to manage information on client accounts and contacts, positions and contracts, plus activities such as calls, emails, and assigned tasks.
The ClientVision application consists of several interlinked modules. Typically, each module represents a specific type of record such as clients or candidates. For each record type, you can create one or more records. For example, in the Clients module, you can create individual clients for your customers. Each of these modules is described in this chapter.
Viewing and Managing Record Information
Every module represents a record type such as accounts or opportunities. ClientVision provides three types of views for every module:
- List View
- Detail View
- Edit View
List View: The List View displays, in table format, links to individual records. The list view also displays, in columns, other relevant information such as names, Email addresses, phone numbers, and account names for each record. You can click a record link to drill down to its detail information. You can double click the view icon to navigate to the detail view and the Edit icon to navigate to the edit view, if you have edit permissions. The system paginates long lists. To sort the list, click any column title which has the icon beside it; to reverse the sort order, click the column title again.
Detail View: The Detail View displays the detail page with all the available information for a record such as name, modified date, and related records. The related records are displayed in the appropriate sub-panels.For example, a contract’s detail page lists sub-panels for contacts, products, and quotes. The detail page provides options to edit, delete, and duplicate record information. Similarly, you can create, edit, and delete related records that displays in the sub-panels.
Edit View: The Edit View allows you to revise the information that you viewed in the detail view.
Client Module
Client module maintains your clients' profiles and manage all stuffs that from the client.
Each client record nets the following parts:
Master informations - provide vary rich different type of information of a client. Like main profile, billing/shipping contacts, market references, suppliers and other information.
Position - the position list that are issued by the client. Facilitate consultant to track job vacancies of a client.
Contact list - contact point list of the client. Could assign to specific consultant/group to follow if share the client information within a team but want to secure some key contact point for someone only.
Contract list - contract list that signed with client. Could assign to specific consultant/group to follow if share the client information within a team but want to secure contract details. CRM supports contract expired alarm mail.
Activity list - archive the related activities of the client. Facilitate consultant to share all sales histories among the team.
Document list - archive the related documents of the client.
Modification history - archive the history creation and updates for this client and its cascading recodes.
Master Information
Master information is the main profile of a client when it is registered. When preview a client the system then show client's master information.
See more details about >>Client Master Information
Position list
Click "Position" tab, then goes to positino list screen. Here list out all positions that related to this client.
Double click
Double click the item on the list, then open the position preview screen
Edit position
Click the edit icon on the first left column of the item, then open the position edit screen
Add new position
Click "Add new position" button to open an empty position edit form. You could create new position for this client.
Contact list
Click "Contact" tab, then goes to contact list screen. Here list out all contacts that related to this client.
Double click
Double click the item on the list, then open the contact edit screen
Add/Edit Contact
Edit contact
Click the edit icon on the first left column of the item, then open the contact edit screen
Add new contact
Click "Add new contact" button to open an empty contact edit form. You could create new contact for this client.
See more details about >>Contact Edit View
Contract list
Click "Contract" tab, then goes to contract list screen. Here list out all contracts that related to this client.
Double click
Double click the item on the list, then open the contract edit screen
Add/Edit Contract
Edit contract
In contact list Click the edit icon on the first left column of the item, then open the contract edit screen
Add new contract
Click "Add new contract" button to open an empty contract edit form. You could create new contract for this client.
See more details about >>Contract Edit View
Activity list
Click "Activity" tab, then goes to activity list screen. Here list out all activities that related to this client.
Double click
Double click the item on the list, then open the actvitiy edit popup screen
Edit activity
Click the edit icon on the first left column of the item, then open the activity popup screen
Add new activity
Click "Add new activity" button to open an empty activity edit form. You could create new activity for this client.
Check reference of activity
You could see the reference for each activity in the list. Click the reference link then open the preview screen for client, position or candidate.
Modification history
Click "Modification history" tab, then goes to modification history list screen. Here list out all activities that are related to this client.
Key changes - you could click the drop-down button on the left of each history record to see the updated fields.
Document list (Upload/Download)
Click "Document" tab, then goes to document list screen. Here list out all documents that related to this client.
Download
Click the document name on the list, then download it to local
Delete
Click the delete icon on the right column of the item, then remove it from the list
Add/Update document
Click "Add document" button to open an upload dialog screen. You could update files to this client.
Client Search
Client record search support keywords or predefinced criterias.
Keyword search
Open client list from the tool bar menu on the left hand, you should see the client list and preview screen. On the top tool bar of client list,
You could type in the client id, client name, company name, product & service, etc. to search the client. The search could cover almost all field of a client record.
The filter drop-down list beside the keyword search button allows you to fast filter the client by status.
Advance search
Use with advance search, you could define customer searching criterias when search client data.
CRM system allows you to choose the criterias from drap-down menu. You could type the search keyword, then execute the search when you finish defining the search criterias. You could save the search criterias as a filter so that can reuse the same search criterias many times.
Candidate Module
Candidate moduel maintains candidate's profiles and manage all the related stuffs.
Each candidate record nets the following parts:
Master informations - outline different type of informations of a candidate. Like main profile, current work/seeking work, contacts, self assessment and other information.
Working experience list - Candidate's working experiences.
Education list - Candidate's eduction backgrouds.
Language skill list - Candidate's language skills.
Evaluation list - Recruiting consultant could rank the candidate personality skills. For instance, management concept, aggressiveness, confidence, communication skills.
Reference check - The candidate's performance review or comments from his/her supervisor. This information is useful for recruting company to provide value-added service to the target employee. The reference check includes general staff and manager.
Training - The trainings that the candidate toke before.
Activity list - archive the related activities of the candidate. Facilitate consultant to share all sales histories among the team.
Document list - archive the related documents of the candidate.
Modification history - archive the history creation and updates for this client and its cascading recodes.
Master Information
Master information is the main profile of a candidate when it is registered. When you preview the candidate, CRM system shows candidate's master information and lists of netting records.
More details about Candidate Master Information
Keep rolling your mouse wheel. See the netting data lists on the bottom. You could maintain candidate's work experiences, educations, language skills, etc.
Work experience list
List out all work experiences that related to this candidate.
Edit work experience
Click the record, then open the work experience edit screen to modify the work experience
Add work experience
Click "Add work experience" button to open an empty work experience edit form. You could create new work experience for this candidate.
Education list
List out all education background that related to this candidate.
Edit education
Click the record, then open the education edit screen to modify the education background
Add education
Click "Add education" button to open an empty education edit form. You could create new education for this candidate.
Language skill list
List out all language skill that related to this candidate.
Edit language skill
Click the record, then open the language skill edit screen to modify the language skill
Add language skill
Click "Add skill" button to open an empty language skill edit form. You could create new language skill for this candidate.
Evaluation list
List out all evaluation that related to this candidate.
Edit evaluation
Click the record, then open the evaluation edit screen to modify the evaluation
Add evaluation
Click "Add evaluation" button to open an empty evaluation edit form. You could create new evaluation for this candidate.
Reference check list
List out all reference check that related to this candidate.
Edit reference check
Click the record, then open the reference check edit screen to modify the reference check
Add reference check
Click "Add reference check" button to open an empty reference check edit form. You could create new reference check for this candidate.
Training list
List out all training that related to this candidate.
Edit training
Click the record, then open the training edit screen to modify the training
Add training
Click "Add training" button to open an empty training edit form. You could create new training for this candidate.
Activity list
Click "Activity" tab, then goes to activity list screen. Here list out all activities that related to this candidate.
Double click
Double click the item on the list, then open the actvitiy edit popup screen
Edit activity
Click the edit icon on the first left column of the item, then open the activity popup screen
Add new activity
Click "Add new activity" button to open an empty activity edit form. You could create new activity for this candidate.
Check reference of activity
You could see the reference for each activity in the list. Click the reference link then open the preview screen for candidate, position or candidate.
Modification history
Click "Modification history" tab, then goes to modification history list screen. Here list out all modification records that are related to this candidate.
Key changes - you could click the drop-down button on the left of each history record to see the updated fields.
Activity - Some key changes trigger CRM drop an activity. This is a customized feature.
Document list (Upload/Download)
Click "Document" tab, then goes to document list screen. Here list out all documents that related to this candidate.
Download
Click the document name on the list, then download it to local
Delete
Click the delete icon on the right column of the item, then remove it from the list
Add/Update document
Click "Add document" button to open an upload dialog screen. You could update files to this candidate.
candidate Search
candidate record search support keywords or predefinced criterias.
Keyword search
Open candidate list from the tool bar menu on the left hand, you should see the candidate list with tool bar on screen.
On the top tool bar,
You could type in the candidate id, candidate name, or any content of candidate master information to search. When the search is done, you get a list of search result.
Key word search is a search to allow you find some candidates with the same keyword content in all candidate information. That means the search is rough search. But if you want to narrow the scope of search result, better look at the advance search.
Advance search
Candidate advance search provide tools to allow you run exact search in candidate records. Open the "Advance search" under Candidate menu. You could see the advance search screen as below
Please follow the below steps to add criterias and run the search
- Add criteria - client "Add criteria" and choose the criteria from the drop-down list
- Set value - when choose one criteria from the drop-down, the criteria goes to the list table and you could set the search value to it. Some of criteria allows you choose from the list, some is plain text or number. It depends the searching field data type.
- Modify operator - This step is not MUST since CRM already choose the right operator for a criteria. But you could amend for your purpose.
- Add more criteria - you could add more criteria for the search. More criteria the easier you could find exactlly the candidate you want.
Using operators
Sometimes, you could choose different operator to make the search result a different
*[ in ] - search in between <keyword>,<keyword>... *[ = ] - search by equal *[ != ] - search by not equal *[ > ] - search by larger then (for number only) *[ >= ] - search by larger equal (for number only) *[ < ] - search by less then (for number only) *[ <= ] - search by less equal (for number only)
We say sometimes is because the operator is setted when you choose a criteria, you change it only when you need to make a different comparison.
More advance search samples
Search candidates whose current job is "Financial Manager", "Financial Director" or "Financial Supervisor" with working year between 5 to 10 years. Know English is plus
Save criterias
You could save the criterias as filter so that reuse it when you want to search with the same criterias. When save as a filter, you could just click the play button to run the search.
Position Module
Position moduel maintains position's profiles and manage all the related stuffs.
Master Information
Master information is the main profile of a position when it is registered. When you preview postion, CRM system shows position's master information and availavbe tabs.
More details about Position Master Information
Activity list
Click "Activity" tab, then goes to activity list screen. Here list out all activities that related to this position.
Double click
Double click the item on the list, then open the actvitiy edit popup screen
Edit activity
Click the edit icon on the first left column of the item, then open the activity popup screen
Add new activity
Click "Add new activity" button to open an empty activity edit form. You could create new activity for this position.
Check reference of activity
You could see the reference for each activity in the list. Click the reference link then open the preview screen for client, position or candidate.
Document list (Upload/Download)
Click "Document" tab, then goes to document list screen. Here list out all documents that related to this position.
Download
Click the document name on the list, then download it to local
Delete
Click the delete icon on the right column of the item, then remove it from the list
Add/Update document
Click "Add document" button to open an upload dialog screen. You could update files to this position.
Position List Filter & Search
Position record list can be filtered or keywords search.
List Filter
Position record list can be filtered by status. Open Position > List all positions in ClientVision menu, you see a list with pages of all positions in ClientVision. Initially system show "open" position records, if you want to see all positions or other different status position, click "Filter - Status" and select status in the drop-down.
Keyword search
Open candidate list from the tool bar menu on the left hand, you should see the candidate list with tool bar on screen.
On the top tool bar,
You could type in the candidate id, candidate name, or any content of candidate master information to search. When the search is done, you get a list of search result.
Key word search is a search to allow you find some candidates with the same keyword content in all candidate information. That means the search is rough search. But if you want to narrow the scope of search result, better look at the advance search.
Activity Module
Plan or mark tasks that happens every day. CRM activity links up other business modules like client, candidate, postion etc. in CRM.Using with activity, user could keep checking the history of marketing events among all users and do some in-depth analysis for team.
The benefit of using activity is that you could link up all business modules like client, candidate, job all togather for a sales envent and share to all team members.
See more details about >>Activity
Email Module
Report Module
Document Module
External website interface Module
Managing ClientVision System
To manage ClientVision system, you need to login ClientVision as admin user.
Managing User & Group
Open menu > System Management > User & Group > List all users & groups
You should see User Group Setup screen as below
ClientVision has a root group and admin user when first setup the system. You could create groups and users under root group.
* Please note that you could rename root group and admin user, but DO NOT delete this default group and user
since you may lose the system control if there is no root and admin user account.
Create user group
Click "Add group" button on User Group Setup screen. Then type group name, descrition and parent group of the new group. When finish, click "Save group".
For instance, you create "consultant" group under root group. Please choose the root group as parent group.
Create user
Click "Add user" button on User Group Setup screen. Then type user name, email, user group of the new user and then passsword. When finish, click "Save user".
For instance, you create "consultant b" user under "consultant" group.
Reset password
ClientVision system administrator can reset user password. Click a user in the user group tree. In user setup screen, reset account password.
Activate/Deactivate user and group
You can block a user login ClientVision by activating/deactivating the user. Click user in user group tree, in setup screen, change status. Same, you can set group status between activated and deactivated.
Please note that when you deactivate a user, system doesn't block user using ClientVision immediately but next time when user login.
'''Suggestion for deactivating user''' When you want to deactivate user account for some reason, maybe he quite the company, or just block his login for long time you could set the status to deactivated and move the user account to a group that is deactivated as well.
Permission Configuration
When you finish setup group and user in ClientVision, you need to setup permissions on groups and user to let login account has rights to do the job.
Permission Module and Action
ClientVision allow permission control base on module and action. You could set right for each permission
Modules - activity, client, contact, contract, position, candidate, document, etc
Actions - list, view, save, delete, assign, mail, etc
Rights - inherited/denied/granted
For example, set
activity - list - granted
to allow user or group to see list of activites
client - delete - denied
to block user or group to remove client recrod
When finish setup permission, press "Save permissions" button to store the changes
Permission Inheritance
To save your effort to setup permission for a large group and user tree, you could use permission inheritance feature in ClientVision.
All the permissions are inherited in root group initially. That means all rights are granted to root
When you create user or group under root group, the subgroup or user inherites root group permission, then all rights are granted as well. You could set the permission on subgroup or user to apply specific permissions.
When you create user under a subgroup, the user permissions do not inherite root group but subgroup.
You could set permission on subgroup to control the rights in different group and user in ClientVision by this feature.
Secure Login IP
ClientVision could control user login through different IP address on internet or intranet. Initially ClientVision doesn't check login IP so you need to enable the "ipcheck" in permissions for group or user.
In "user & Group" screen, click the group or user you want to enable secure login IP. Apply the following setting in permissions
user - ipcheck - granted usergroup - ipcheck - granted
Please make sure user and usergroup permission are both set "granted". You could see "Permission Inheritance" for reference.
In "Secure Login IP", type in the IP address that your computer gained from internet or intranet. If you don't know your IP address, please contact network admin for help
You can input multiple secure ip address, ClientVision verify the login IP and if it match one the secure ip address then user can login the system.