1. Autoentry and Autocoder Efficiently creating and coding people records from resumes

2. Autoentry and Autocoder © 2005 Micro J Systems, Inc. This Training Session  Saving attached resumes from email  Formatting resumes to create records  Creating people records using Autoentry  Assigning datacodes using Autocoder  Setting up datacode synonyms for coding

3. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Saving resumes from email  Saving resume attachments from email Opening emails with attached resumes Opening emails with attached resumes Where to save attached resume files Where to save attached resume files What to name saved resumes What to name saved resumes

4. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Saving attached resumes The email containing an attached resume needs to be opened from your email program. The attached resume can then be saved to a folder where you save all of your emailed resumes. The file can be renamed if necessary to match the names of your other resume files.

5. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Converting files for Autoentry  How to convert and where to save files for Autoentry Open resume files in Word Open resume files in Word Converting resumes to text format Converting resumes to text format Where to save the text copy of the resume Where to save the text copy of the resume Batch converting resumes to text format Batch converting resumes to text format

6. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Converting resumes to text files The resume needs to be opened in Word in order to convert it to a text only format. Using the Save As function in Word, the file is changed from a Word document to a text format. The text file is then saved to the resume folder located within the PcHunter or Tempus program folder.

7. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Creating records with Autoentry  Launching Autoentry from the people menu  Previewing the people record  Editing the file to correct the format  Creating the people file from the resume  Batch creating people records

8. Autoentry and Autocoder © 2005 Micro J Systems, Inc. The Autoentry screen When Autoentry is launched, the screen is automatically populated with resumes that are placed in the resume folder in the PcHunter or Tempus program folder. From this screen the resume text can be previewed and edited to ensure that the record is entered correctly. Once the resume previews correctly, the record can be created from the resume file.

9. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Batch entering records  There is an option from the Autoentry screen to “Create All Records”. Choosing this option will create and autocode records from all the resume text files in the Resume folder underneath the PcHunter/Tempus program directory.  Only choose this option if the resume text files are known to be formatted correctly. Batch entering files that are formatted incorrectly will result in records being created with missing name fields or other missing data.

10. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Coding records with Autocoder  Using Autocoder with Autoentry  Previewing the datacodes  Accepting the datacodes  Using Autocoder on existing records

11. Autoentry and Autocoder © 2005 Micro J Systems, Inc. The Autocoder screen After a record is created with Autoentry, the Autocoder screen opens. Autocoder parses the text of the resume for keywords which have been defined as synonyms in the datacode thesaurus section of the Administration screen. When Autocoder matches text in the resume against the synonyms, the matching datacodes appear when the Accept button is selected.

12. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Autocoding existing records  If a record has already been created but has an attached resume, Autocoder can be run by itself to code the record without running Autoentry first.  To Autocode an existing record: Look up the people record you want to code Look up the people record you want to code Click on the People pull down menu Click on the People pull down menu Click on the Autocoder option Click on the Autocoder option Select the file you want to use as input Select the file you want to use as input Accept the codes from the Autocoder window Accept the codes from the Autocoder window

13. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Setting up datacode synonyms  Datacode categories in administration  Modifying the datacode Thesaurus  Creating datacode synonyms  Synonym design considerations

14. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Datacodes and the Thesaurus screens Within the Administration screen, there is an option for every datacode titled Modify Thesaurus. This option allows you to Insert, Edit or Delete datacode synonyms. The synonyms are the keywords that are parsed within each resume that is Autocoded. When the matching keyword is found the corresponding datacode is created in the record.

15. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Designing datacode synonyms  For Industry, Occupation or Location codes, only Keycodes can be autocoded.  For synonyms, use keywords that are unique and specific.  When using acronyms or words that could be embedded within other words, be sure to click the “complete phrase” check box.  Multiple synonyms can be assigned to a datacode

16. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Resources  Following this training session you will receive a package containing: This PowerPoint presentation This PowerPoint presentation Step by step instructions for the examples we saw today Step by step instructions for the examples we saw today

17. Autoentry and Autocoder © 2005 Micro J Systems, Inc. Questions and Answers  The remainder of the hour will be spent answering any questions you have.