iCIMS Hacks: Smarter Reporting with Scheduled Reports (5/2/25)

Learn how iCIMS pros use scheduled reports, naming conventions, Power Automate, and smart limits to streamline reporting. Real tips from system admins who’ve done it all—plus new insights even the experts didn’t know.

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Transcript

00:00 Alex: Welcome. Welcome, everybody, to System Admin Insights. I'm so glad to see you here. As always, we like to kick off the session with a little bit of gratitude, so please drop something in chat that you are grateful for today. Today, I am grateful for Sunshine. 00:18 Alex: And hamburgers. I just took a very, very fast lunch break. I had the world's most delicious burger from Seven Street Burgers. 00:25 Alex: It's a chain in New York, so you don't know if they have them elsewhere. Uh, but the sun is shining. 00:28 Alex: It's perfect weather in New York. Finally, uh, nice way to end the week. Let's see what else we have over here. 00:36 Alex: We have, Paul is grateful for 3D printers because they're just so cool. Paul, can I plug your TikTok? 00:41 Paul Day: You can if you want, yeah. 00:44 Alex: Uh, so, so Paul has a, uh, uh, another endeavor where he 3D... prints these fidget animal toys and they are so cool. 00:53 Alex: What's your TikTok channel, Paul? 00:55 Paul Day: It's, uh, filament, fantasy. 00:57 Alex: Filament, fantasy, on TikTok. TikTok, I'm telling you, they are just amazing. Like, all these crazy dinosaurs and all sorts of, On things, um, and Paul makes some really great videos there, too. 01:07 Alex: And, uh, yeah, check it out. Grateful for Cat-Angle, Cat-Angle Network? What is Cat-Angle Network? C-Angle. Cat-Angle Network, okay. That makes sense. 01:17 Alex: What do they do? do 01:18 Vivian Larsen: phrase show up and they are all getting. 01:20 Alex: Oh, okay, great. Great, great. They're a great little local charity. Very nice, very nice. 01:27 Paul Day: Yeah, that's a really awesome. 01:29 Alex: And, uh, good neighbors, yes indeed. Uh, Cordell, the steak was awesome, but I left behind two umbrellas. It to. Really nice umbrellas. 01:36 Alex: It didn't rain all day long. And, of course, I went to the park with my brother and then I was playing chess and it started pouring rain and the umbrellas were at the steakhouse. 01:45 Alex: Oh, well, so it goes. Oh 01:47 Paul Day: my 01:47 Natalie Duncan: life. Get into 01:51 Alex: the rain. Alright, so move. I've been right along. Umm, reminder that we are recording this session and we'll post the recording in circle. 01:59 Alex: The transcript of the session is incorporated into the chatbot to enrich its responses and circle is really shipping some cool functionality. 02:07 Alex: You can now use their chat assistant to interact. Not just with the content in the items, like, like everything, everything that we have put into circle, whether it's transcripts of calls or conversations posts in the items discussion space. 02:19 Alex: It's referencing all of that. Really, really cool 02:21 Paul Day: stuff. My favorite is really the when you're reading a comment or mm 02:25 Alex: hmm. 02:25 Paul Day: And there's a lot of comments. The AI now sam summarizes all the responses for you at the very top of all the comments, which is just amazing. 02:34 Paul Day: It blows my mind. 02:35 Alex: Yeah, yeah, really, really cool. I'm glad we chose circle because they're really doing a great job. And the, uh, the audio of the full episode. 02:43 Alex: It will be shared via our new podcast called System Admin Insights. That podcast is going to have, uh, items calls, but it's also going to have interviews that we do with folks in the space. 02:53 Alex: It's going to have member spotlights and all sorts of other interesting stuff. Uh, to. Good. Today, our agenda is we're going to do, now you know, with Vivian. 03:01 Alex: Vivian's mic is a little low, so you're going to have to listen closely. Um, but, uh, I think it should work. 03:06 Alex: Uh, we're going to talk about Vivian, what's the subject today? 03:09 Vivian Larsen: Today's subject is scheduled reporting. 03:11 Alex: Schedule reporting. Great. Okay, then we're going to, uh, tee up our secret candidate. So Julie, Chef, for Chases on the call today from Devereux, we are going to do another secret candidate installment with Julie's portal and we'll share that information with you later in the call. 03:25 Alex: We have some announcements and then we'll do general questions. Networking breakouts and what we learned video. What that means is that before we go to breakout, if you don't want to participate in breakout, feel free to drop. 03:36 Alex: Um, and after breakout, if you would like to stay on to talk about one thing that you learned today that was really cool, we do a little like. 03:42 Alex: Three minute video where we share one thing and then we post it to LinkedIn. Just let the world know what great conversations were having here. 03:49 Alex: And, uh, with that. Oh, we got our seven day leaderboard. So, uh, Tonya and Chelsea have both climbed up to the top of the leaderboard this week. 03:59 Alex: You get the. Dancing parrot awards. Well done. And we have some coming events here. So we've got our office hours coming up. 04:07 Alex: These are great opportunities to get small group attention with I.R.D. consultants. Everybody at I.R.D. has sat in your seat. Both as a. 04:15 Alex: I really think supplier in the United States administrative. Cruder in some way. And there were no more than like two or three people participating in any one of these office hours. 04:22 Alex: It really is a fantastic opportunity to get items consulting. Uh, at a uh, in a in a very targeted way, and in a droper. 04:30 Alex: So whatever works for you. Okay, actually we're gonna talk about secret candidate right now. So I'm gonna grab that link. 04:37 Alex: Give me one moment. So Julie has set up a test job in her platform. And the link is coming up right. 04:47 Alex: Now, there we go. I'll post this in circle two. And we have a feedback form as well. And so the idea is, is that you will have a week and a half to, if you want to participate, you can apply. 05:04 Alex: For this test job and use that form link that I put in chat to give Julie feedback. And so after everybody has given their feedback, we will aggregate that information. 05:15 Alex: We will prepare an executive summary for Julie. And. Then we will have a call in two weeks where we go over the results and have a conversation around it. 05:25 Alex: We did it with NYU a few weeks ago. And I know Greg got some really great actionable feedback that has already taken back the leadership to make changes in the system. 05:32 Alex: This is just something we do for S. A. I. members, uh, as part of a benefit of being a part of this community. 05:38 Alex: If you're interested in signing up, I forgot to ask somebody to drop links. Is somebody Paul or Vivian? Can you drop links? 05:46 Alex: Okay, great. Uh, if you're interested in signing up, we have a. A link where you can express your interest. We do one of these a month, so space is limited in its first come, first serve. 05:57 Alex: Alright, with that, I will turn it over to Vivian. Alright, 06:03 Vivian Larsen: so thanks everybody for joining today. Uh. We're trying to build on the different topics that I've been doing as far as now, you know. 06:10 Vivian Larsen: And so we've been talking about reporting and how to report dynamically and filter profiling fields and all that fun stuff. 06:16 Vivian Larsen: I'm over the last couple of weeks in the natural- really kind of lead into how are you going to use some of these reports that you've built. 06:22 Vivian Larsen: Um, and one of the things that I've often seen customers struggle with a little bit is how to use scheduled reports and scheduled reporting as a whole. 06:32 Vivian Larsen: Um, some of the things that you can and can't do in scheduled reporting, um, some of the things that you didn't know that you could do in scheduled reporting. 06:41 Vivian Larsen: Um, so overall, I'm gonna start, like always, with the basics and show you- how to run a scheduled report for those who are, uh, newer to ISMs and don't know how to run a scheduled report in your system. 06:51 Vivian Larsen: And then we'll talk about some of the pros and cons of them. So here you are in an ISMs admin user database. 06:56 Vivian Larsen: This is a strictly admin feature. Um, and you're gonna go to tool- tools and schedule reports. Now, just like building event notifications and security rules and system, uh, other forms of report-based functions in ISMs dashboards, you gotta build the report first. 07:14 Vivian Larsen: So, I've already built the report that I'm gonna use for the sake of today's conversation, and I'm gonna start by showing you before we go here the report that I'm building, because there's a naming convention I highly recommend when you're doing anything in the system. 07:29 Vivian Larsen: Um, so you see you've got dot, um, DB for dashboard, SR for- scheduled report. Um, so scheduled report is my SR is typically how I use it. 07:39 Vivian Larsen: And the reason that I put a naming convention in the beginning of the report, and this is a gotcha, is that you can no longer edit this report in the system once you have it scheduled. 07:51 Vivian Larsen: So, I often, when I would set up schedule reports for a customer, would get the question of how do we prevent someone from going and changing this if it's a scheduled report without our knowledge. 08:01 Vivian Larsen: Well, the system very intentionally does not let you edit schedule report. Umm, if they're actually actively scheduled, so we'll talk about changing them out. 08:10 Vivian Larsen: That's a completely different process, but just know if you build a report in the system and it's sent to the schedule report is no longer editable. 08:18 Vivian Larsen: Until you- you'd have to create a new report if you want to make a different iteration of it. So the other thing that I'm showing here is the forms, if you'll go- I actually put a post in circle for today where we've got a lot of detailed information about what you can and can't do. 08:33 Vivian Larsen: Thank In schedule reports, but one of the gotches that people often really struggle with with schedule reports is that they offer center and offer reporting specifically isn't available in the schedule reporting engine. 08:46 Vivian Larsen: But what is is the recruiting workflow search type recruiting workflow search types. Yes. I give you the ability to get to offer information. 08:55 Vivian Larsen: So this is a workaround for the fact that offer itself. So this offer search type isn't available in schedule reporting, but you can still get to all of the information. 09:06 Vivian Larsen: Any recruiting workflow search. And that is by going to, um, 09:10 Paul Day: adding your filters and working workflow 09:12 Vivian Larsen: search and doing recent offers. It's ever been a gotcha for anybody else. You ever run into meeting offer information and schedule reports using the offer management tool and not be able to find them? 09:27 Vivian Larsen: So essentially, um, I've created a report called S.R. Our recent offers and I'm scheduling that offer accepted and the offer accepted. 09:37 Vivian Larsen: Like, these are just the basic filters of this report. As with any other report, you can have up to 10 filters. 09:42 Vivian Larsen: The output is what your end user is going to see. So when I run this scheduled report, just like if I would run a search in the system, um, what you would export into Excel is what. 09:53 Vivian Larsen: Ultimately, we'll go to your users. They won't see these filters. They'll see the scheduled, um, the grouping and then they'll also see the output, just like with anything else if you're extracting. 10:04 Vivian Larsen: So if we go to scheduled reports, and I'm going to add a new one, this is what is the report name. 10:11 Vivian Larsen: Name is part of what's going to actually go out in the subject. So that is something to also keep in mind is what you name the report as far as the scheduled report. 10:20 Vivian Larsen: Um, is part of the information that gets sent. So we're going to call this offers accepted this week. And there is a total report name limit of characters. And that report names up to- two hundred characters. 10:45 Vivian Larsen: So you can go out something 10:47 Paul Day: pretty expensive if you want to. It can be very descriptive. 10:51 Vivian Larsen: But know that you do run out of characters at two hundred. And then so again here, you'll notice that that offer is not available as a- a value- you come. 11:02 Vivian Larsen: Contact notes searches aren't available either, so I couldn't schedule a report to send all of the notes that someone has been creating this week. 11:10 Vivian Larsen: Um, or anything that's contact notes based. The next thing that we're gonna pick is the template itself. So I'm gonna say it's a recruiting workflow search. 11:20 Vivian Larsen: And then I'm gonna quick look for SR because that is the main convention I'm using for scheduled reports. Also makes life a little bit easier when you're searching for things that you're putting in as scheduled reports. 11:32 Vivian Larsen: Just also know you have a limit of 30 of these available. So use them judiciously. Uhm, one of the reasons for this is a little bit of backstory. 11:44 Vivian Larsen: Uhm, when I simply originally built, customers were trying to use this to, create immigration fees. So it's very intentionally not available in CSV format. 11:57 Vivian Larsen: It's only available in Excel format. And the reason for that is because of the fact that you could create your own, Umm, um, file integrations if you were able to do CSV format. 12:11 Vivian Larsen: So that is, 12:13 Alex: ehm, 12:13 Vivian Larsen: from a support perspective, that would have been a support night there for ICIMS because customers would, lose the fact that they wrote their own reports and their own scheduled integrations and then call in a panic that their integration wasn't working on something was changed on the, the recipient 12:28 Vivian Larsen: side, not knowing that they created the report and caused the pain themselves. So it was, it was in- potentially decided to not allow CSV as a format to prevent people from writing their own reports, this, or their own integrations this way. 12:43 Alex: That's really fascinating because I know sometimes we run up into things that we feel like should be, we should be able to do and we can't. 12:48 Alex: Do them and we don't know why and we're like, why can't you just do this one thing? That's very interesting. 12:52 Alex: Uh, Greg had a, uh, question. He said, is there a way to set up a scheduled report that is sent to the jobs recruiter? 12:58 Alex: But for that person, the output is unique to that person. 13:03 Vivian Larsen: Not necessarily. Um, this also, a schedule reports ignores any, um, well, you could schedule, you could, let me think about that for a second. 13:14 Vivian Larsen: You could set up a scheduled report specific to that user and only that user. Umm, that would have its own output that would be specific to that user, but you couldn't, like, modify the column titles or anything along those lines. 13:26 Vivian Larsen: It does not take modified column titles in a scheduled report to my knowledge. Umm. So I think the answer to your question is, if you created a scheduled report specific to that particular user, but not one that could dynamically look at where recruiter is myself. 13:44 Vivian Larsen: So that's one other little gotcha that you've got to think about. You'll notice that when I created that report, I didn't use any dynamic filtering. 13:51 Vivian Larsen: I did that on purpose. There really isn't a way for the system to blast and email out to different users. 13:57 Vivian Larsen: And no, Joe Smith gets this data and see. Uhm, it ignores dynamic filtering. So, is that into your question, Greg? 14:07 Greg Mendez: Doesn't it? Uh, I mean, I had a funny feeling that was one of the answers, but I wasn't hoping, I was hoping maybe I missed something. 14:13 Greg Mendez: I missed a feature. Cause I have a, uh, somebody I. That's what to them in passing say, hey, you know, we'd like to have this report. 14:19 Greg Mendez: It's great. But we'd like it to go out based on this sequence to everyone on, uh, who are job recruiters for this. 14:26 Greg Mendez: And I was like, hmm, I mean, we're gonna do this a dashboard. We're gonna do it, you know, as, as. 14:30 Greg Mendez: As a widget, uh, you know, educate people. But I think sometimes it was just the idea of sending an email for some people they thought, you know, would be front and center. 14:37 Greg Mendez: Uh, but hey, you know, we work what we've got. Appreciate it. Yeah, 14:41 Vivian Larsen: it's very intentionally doesn't use dynamic filtering because that. That would be very, in resource intensive 14:47 Greg Mendez: for it to 14:48 Vivian Larsen: create a unique report for every single potential recipient. That, yeah, that would be a lot. But you can create a re, an individual unique report for the rec- tippians, if it's like, you have two people that need this report create two versions, but you're eating into your 15:04 Greg Mendez: 30 totally that way. 15:07 Alex: So I'm gonna launch a quick poll here. I'm curious to hear how many folks here have used catch reports. And Vivian, you can keep going while he's come in. 15:15 Alex: All right. 15:17 Vivian Larsen: All right. So, and now the other thing, the next thing to think about that, and this is also a gotcha that a lot of people really struggle with. 15:24 Vivian Larsen: The times that are available in here is Eastern Standard Time Only. So if you are Pacific Time and you're going to schedule this. 15:33 Vivian Larsen: 6 a.m. It's not 6 a.m. Pacific Standard Time. It's 6 a.m. Eastern Standard Time. Um, so that's also one thing that you've really got to know about scheduled reporting is when you're setting this, it's all times are in ESC and just a little It's a little funny anecdote in the background we on the inside 15:51 Vivian Larsen: . implementation team side were fighting for years to see if there was a way we could get next runtime. EST only or something instructive here, but for some reason it never materialized. 16:02 Vivian Larsen: Um, so it's a it's a known issue with scheduled reporting. It doesn't for a long time. We thought it went off of. 16:08 Vivian Larsen: Your system time. So there is a way in profiles to set up your system time, but this part of the system ignores that and only works in Eastern standard. 16:18 Alex: So that's really good to know. So it looks, uh, looks like four out of five. Uh, call attendees have used scheduled reports. 16:25 Alex: Four, one out of five have not. Greg, Greg asks, Greg asked, is the 30 max include disabled reports? I think so. 16:34 Alex: I 16:34 Vivian Larsen: think you have to delete ones that are no longer active in there. I think it's 30 total. I'm pretty sure you. 16:40 Vivian Larsen: I'm pretty sure. It is including disabled ones because the ideas that you want this to be something that you can go and look at. 16:48 Vivian Larsen: And these are all the ones that could be going out. We, we would want you to delete them if you weren't using them anymore. 16:55 Vivian Larsen: Alright, the next thing to look at is the recurrence. Um, so these are pretty set, but you can do custom. 17:03 Vivian Larsen: So the place I often struggle with with this piece is if you think about custom, if you're a very heavy, I sense reporting user. 17:10 Vivian Larsen: These are, And you're used to custom being that you can put in, like, a sequel string that gives you a specific timeframe that you determine that is not this. 17:18 Vivian Larsen: Their idea of custom is just picking a couple of days a week that are specific, and there is no- No other customization. 17:27 Vivian Larsen: So I can't say run at, you know, only run this, you know, minus 20 days, or something along those lines. 17:33 Vivian Larsen: I have to pick a specific timeframe daily, weekly, um, monthly, quarterly, et cetera, or custom is just, I want to run this on Monday, and I want to run this on Friday. 17:45 Vivian Larsen: So that's as far as we can get for customization. Now, email addresses is also, um, another piece where people struggle with this piece a little bit. 17:54 Vivian Larsen: Um, so you can look at system profiles. You can, uh, not necessarily get two system profiles from here. So if I start typing in. 18:05 Vivian Larsen: And then Alex. It's not gonna find Alex's profile. So when you're creating these kinds of reports, you want to create them with the knowledge of the individual user's emails. 18:17 Vivian Larsen: And this is a, a good and a bad thing. Um, the reason it's a good and a bad thing is, because I can send this to somebody who's not a system user. 18:25 Vivian Larsen: So if I have, um, a secondary person 18:28 Alex: who 18:29 Vivian Larsen: doesn't need access to items, I don't need to create a contact for them and put them in here in order for them to have a scheduled report. 18:35 Vivian Larsen: I can send them to just about anybody. Um, so for instance, here's, I use the op mail. For testing, it's a really cool little tool. 18:42 Vivian Larsen: It lets you create a whole bunch of, like, very low, um, configuration email addresses. All I just do is, you know, put in my name and it gives me a new email address and it's a really cool tool for testing. 18:55 Vivian Larsen: Um, and so here's an email address that I'm going to throw in and schedule this report to go to. Um, and then here's the fine. 19:02 Vivian Larsen: The final consideration is who do I want to run this as? So, this is the permissions that are configured as the user. 19:13 Vivian Larsen: So, if I'm going to run this as hiring manager, then it's going to honor fields that are hidden on that hiring manager profile. 19:22 Vivian Larsen: So, if I have a search-locked field for that hiring manager profile, where they can't see taste scale, or whatever it would be, it will automatically honor those con- .'s in the background. 19:35 Vivian Larsen: So, that's why you pick this. But I often found that this was really difficult from a support perspective, because you need to know, in depth, all of those individual things that might be hidden for your particular user groups, and if you have multiple user groups, It's only going off the parent. 19:54 Vivian Larsen: You'll notice that parent, and like, in this case, like, the main thing you can use parent, you can, you can go to the individual, I'm sorry, I'm gonna retract that. 20:02 Vivian Larsen: It's, it's going off of the individual logging groups configurations, if I would have hiring manager. I could go off the parent, or I could go off the individual logging group. 20:12 Vivian Larsen: Um, so if I had ten different types of hiring managers with different types of permissions, and those types of things, I could pick them individually. 20:19 Vivian Larsen: Um, I almost always preferred to go parent user admin. And the reason that I did that was so that I didn't run- I'm going into issues in the background where I created an output and it was a field permission I was unfamiliar of for a specific logging group. 20:39 Vivian Larsen: That way the user would get the report and I wouldn't have to troubleshoot, why can't they see this particular column down the road. 20:47 Vivian Larsen: That's an individual personal preference, but it did make life easier when you're trying to run the schedule reports that way. 20:55 Vivian Larsen: So any questions on that? Okay, so that's kind of it. It, it's really that simple. Um, and then you can come in here and you can see what the individual runtimes are for your different reports. 21:10 Vivian Larsen: You can, you can see, um, the schedule and you can see which reports are running. But as I said before, now I don't have any ability to edit or modify this report. 21:20 Vivian Larsen: If I would go in here and go to SR, scheduled reports. reports. And try to make a change, even the simplest one, just reordering. 21:28 Vivian Larsen: I'm not adding anything. If I would go to over right existing template, I'm going to get an error. And that is because it is in a scheduled report. 21:36 Vivian Larsen: It will not let you do it. So what you will find in databases that are a little older, um, is you'll find this version plus one or V one. 21:45 Vivian Larsen: Or V two or V three as the needs from the scheduled report evolve. So in this particular instance, if I would just create a new template of SR. 21:56 Vivian Larsen: The, um, recent offers. One, um, also a little 22:09 Alex: tip. 22:09 Vivian Larsen: Always share it with absolutely everybody so that you don't run into a sharing issue on the report. Now, if I would go to modify that scheduled report, I have run into users who delete their original schedule and just rebuild them. 22:25 Vivian Larsen: You don't necessarily have to. I can come in here and just pick my second one and save. It isn't one of those areas of the system where it doesn't let you change the schedule report and that's nice. 22:38 Vivian Larsen: Um, but overall, that is kind of one of the things that you just want to consider. that Now you're going to, if you're going to create 30 of these, think about 30 different versions of them. 22:48 Vivian Larsen: B1, B2, B3, B4, B5. That could eventually become a little bit cluttered as far as your reports are concerned. Which is another reason that SR is really important. 22:57 Vivian Larsen: So you know what this report was used as and why it's still in. So any other questions in regards to the basics of schedule reporting? 23:06 Alex: Well, I was curious. What are the most common use cases for schedule reports? And my second question is. What is an uncommon use case that you've seen? 23:18 Vivian Larsen: I've seen a lot of different use cases for scheduled reports. The most common ones are simple things like who are my onboarding hires starting this week? 23:28 Vivian Larsen: So. So if you think about your onboarding team is very often not an ATS user that it's sending an email to those folks that these are all the starts this week. 23:39 Vivian Larsen: That's a really common one. Um, I've also seen no higher, like higher no shows. As another report that's pretty common, because you like your IT security team. 23:48 Vivian Larsen: Those folks all need to receive that information and be informed in the loop, but they don't necessarily need to log in to ICIMS and see a dashboard or something around those lines. 23:56 Vivian Larsen: Um, so the- probably be two most common. Um, one of the most uncommon ones that I've seen in scheduled reports used for, um, is I had a- a very large customer that was in the automotive industry. 24:10 Vivian Larsen: Um, and they had a vendor who- needed to understand, like, what their turnover rate was, because it directly impacted what the vendor was able to supply to them, like, whether there were people on their side to receive it. 24:23 Vivian Larsen: So, there was this one critical role within their or- organization, it was a specific person that received this particular role, and it just was a really high turnover, high pain point role, and they created a scheduled report to send to the vendor, because you can send any email, um, to let them know 24:40 Vivian Larsen: , you know, that- the- the role was open, like, whenever this particular title came up, they sent them an email, but that particular title was actively in- in recruiting, and the status of the job was open. 24:51 Alex: Uh-huh. So that 24:52 Vivian Larsen: they knew that that person wasn't there anymore, and they needed to hold their horse- and getting the contact information that they needed. 24:58 Vivian Larsen: I don't really recommend that. That's really using the system out of its intended functionality. Um, so that was probably one of the most left field ones that I've ever seen. 25:07 Alex: About it. And, uh, I saw Rob just jumped on the call here. Welcome, Rob. We're talking about scheduled reports right now, and Vivian just did a presentation on, on, uh, different, uh, things to look out for. 25:19 Alex: We're talking about use cases for scheduled reports. Shari, um, you said that you get data to people who do not have licenses to pull data themselves. 25:27 Alex: Do you want to say more about that? I'm curious who that is. 25:29 Shuree: Um, we've had our training team. You find my buttons. Um, our talent development team gets involved in some of the on board. 25:41 Shuree: We have process to make sure that all of the information is completed and we get it into workday. So they help out on that middle ground. 25:51 Shuree: And we want them to have contact information. Um, statuses so that they can continue to follow up without having to log into items at all. 26:04 Shuree: We don't want to build a license just for somebody that needs to get, you know, maybe a couple of phone numbers. 26:10 Shuree: Or, you know, who's on the list today. So we use it for that. And our sourcing team also, they do have licenses, but there are summaries, reports that are, umm. 26:24 Shuree: Pretty system intensive because they pull data from iForms and they take a while to run. So on a regular basis, we scheduled these to run overnight and send it to a couple of the managers that. 26:38 Shuree: And then divvy it up and share it with their team. So it's very handy. I think I have come across the 30 limit and, um, it was because we had some that were instead of deleting them, we would change the frequency. 26:54 Shuree: To once a year and then decide if we want to change the time frame of it. One thing I did learn from Vivian was instead of making a whole new report and items and giving it the naming convention. 27:09 Shuree: Um, how to leave this whole thing the same, tie it to a different report quickly, then undo it and put it back. 27:18 Shuree: So a lot of these little, um, tidbits of efficiency have been really helpful. Thank you, 27:24 Vivian Larsen: Vivian. I'm not you of that one, um, because I forgot. Um, but one other thing that you can do is say you have an existing report and you want to, to change the report that's associated with it and you're stuck with the fact that you don't need that V1-V2. The reason that V1-V2 is often helpful is because 27:42 Vivian Larsen: if something happens and it doesn't work the way you expect it to work or it doesn't give the data you don't want. 27:46 Vivian Larsen: Um, you can immediately revert it back to the old one. But if you know without a shadow of a doubt that it's, it's fine, you can just quickly save it with a different report, um, set the reference to, like, yearly for a minute so it doesn't run in the interim, go make your changes to the report and then 28:03 Vivian Larsen: come back and fix it. So, yeah. 28:06 Alex: Now, is there a role limitation? Cause I seem to remember, I, not, you said the thing about integrations. I think that's kind of what I did, the last time I did a Power BI project. 28:13 Alex: Um, we had to contact, uh, tech support to get them to set up a schedule report that was larger than whatever you. 28:20 Alex: You can usually get out of the system. Is that the case? Yep. 50,000. 50,000. Yep. Yep. Yep. Got it. Greg, Greg, you, you said you've used it as a pseudo integration yourself. 28:31 Alex: Want to talk about that? 28:33 Greg Mendez: Yeah. I'm. I'm not particularly proud of it, but you got to do what you got to do sometimes. Um, either because the client doesn't want or doesn't have the resources to build out an integrate, a full-on integration, or maybe it's a queen or someone's a queen. 28:48 Greg Mendez: You're like, yeah, I can do that, but it's just not going to be worth the resources. Um, so a lot of sometimes we'll do is, well, if the client is able to accept the output format and the scheduling as it. 29:03 Greg Mendez: Uh, we will send, you know, specific fields, certain information over to the client vendor and then they'll go ahead and process it. 29:11 Greg Mendez: Um, more of the common ones have been like certain job portals, certain situations where they need to. There might be have a bot that needs to compare the actual real data that's, that's there. 29:22 Greg Mendez: Um, so we've also even used it to, um, to work with a client vendor that maybe didn't actually support. Integrations at all. 29:33 Greg Mendez: I mean, they did certain things. They didn't do it. I mean, it's, it's rare, but we run into that. And so this is the kind of closest thing that we'll do with them. 29:39 Greg Mendez: But we, well, when we do that, we tend to be very conservative of what we're outputting. And to who. And, you know, we don't. 29:46 Greg Mendez: Don't allow, like, aliases that we don't control. Um, and, and that kind of, that kind of stuff. It has to be a very specific use case. 29:56 Greg Mendez: Yeah, it's 29:57 Vivian Larsen: definitely not how they recommend that you use it. But I've seen cause. The customers do it too. So, um, one of the final little tips that I want to give you, and this isn't something I've personally done. 30:06 Vivian Larsen: Um, it's something that I discovered in some research. But, one of the other gotchas with this is that there's no way, because it has to have to go to an e-mail address. 30:16 Vivian Larsen: There's no way for this to go to an SFDP or any, um, folder automatically. But Microsoft has a tool called Power Automate, where you can send it to a Microsoft inbox, and then- using Power Automate in Microsoft, automatically import it into a OneDrive, or a SharePoint. 30:36 Vivian Larsen: So that is something that some customers have used as a workaround to the fact that you can't save it to a folder. 30:43 Vivian Larsen: There. Automatically without user manual interaction because it is set to go to an email address. Um, so I'm gonna post another little quick tip on some basic information I found on using Power Automate. 30:55 Vivian Larsen: Again, I've not personally done this. Um, but it is something that is an option for, if you want to automate receiving the file and then saving it to a folder. 31:05 Alex: And part of that Power BI project was using. So Power Query is a feature of Power BI. It's also an- uh, but we use Power Query to convert the file format from, uh, the conventional output to a CSV, and then that got ingested. 31:21 Alex: And Power Automate also deleted the previous file. So the file will get dropped over Power Query w- would do its thing. 31:27 Alex: The previous file will get deleted and it was just hands off. Yeah. Cool. So 31:32 Vivian Larsen: automation isn't native, but it is something you can do with a little bit of, uh, 31:36 Alex: trick 31:36 Vivian Larsen: needs in elbow grease. So 31:38 Alex: that's, that's 31:39 Vivian Larsen: my, any other questions on schedule? I'm reporting for today. Nope. Alright. I'm going to stop sharing and back to you, 31:50 Alex: Alex. Okay. Thank you, Vivian. Alright. Time for our mid-meeting break. System We Have An Insights Is Brought To You by IRD, the Isense ROI Experts. 32:00 Alex: We have a professional services division over here in addition to doing SAI. We do Dashboard Customization, one-on-one consulting lifeline with our consultants here to always have somebody to talk to. 32:11 Alex: Uh, we do system optimization, we have temporary managed services, and a strategic ROI advisory engagement. You can speak to Jenny Fair at Jay Fair at integralrecruiting.com for more information. 32:23 Alex: Jenny just joined us recently as our enterprise account executive. She spent several years at ISIMS in a similar role as well. 32:31 Alex: So she knows ISIMS backwards and forwards. And she'll be happy to talk to you about how we can help you get the most value out of your system. 32:37 Alex: You can also upgrade. If you're here as a free Friday call member, full membership to SAI includes those live small group office hours that I mentioned earlier, moderated ISIMS discussion space, a way that you can network really effectively. 32:52 Alex: You can search from other members. or is based on the what products they use, uh, what's, uh, what industry they're in, company size, and a lot of the engagement that we see when we look at the metrics on the back end, it's folks DMing each other. 33:03 Alex: That's a lot of the engagement. Like, people are really getting value, being able to find somebody who's going to- Most likely have an answer, or be able to have a conversation about their specific need. 33:12 Alex: We love that feature. Uh, you get priority access to have your questions answered on our calls. There's a really great AI agent functionality that Paul was talking about earlier. 33:21 Alex: You get access to our Friday recordings library and. And you can also earn Sherman PDCs as part of your membership. 33:27 Alex: Alright, now we're going to jump over to our questions in the platform. I'm going to need a little help from the rest of the team on where we left off. 33:37 Alex: So, uh, cause usually I will heart them on my end and then I'm not sure where we left off. So maybe around here. 33:44 Alex: Uh, Natalie, do you remember? Well, Cordell, did you get this question answered? Job requisition report is skipped 33:53 Cordell Ratner: approvers. We got both of mine. Uh, we got one in the one above it with the ISM's text 33:59 Alex: engagement. Okay, great. Let's see. My participant list up. Christine, are you on the call? 34:08 Christine Hill: Yeah, I'm yes. 34:09 Alex: Great. Okay. 34:09 Christine Hill: Uh, it sounded like from what I posted, people were experiencing similar or even in addition to what we were experiencing. 34:19 Christine Hill: I think the one that, um, we're still working on and not sure why it's happening. Is initial offer sent through, uh, you know, through the offer center or through that process. 34:29 Christine Hill: They're not getting them. They will only get them if we send them yet again. So I'm not even sure how to what to put a ticket into telemed or that than that. 34:37 Christine Hill: I don't know if anybody else is experiencing offer issues. Um, but all of my recruiters are having issues when they send the initial offer letter out. 34:49 Alex: Interesting. Anybody else having that problem right now? Or one of those problems? 34:54 Cordell Ratner: Besides it being really slow, that's the other thing. It's not. The resumes aren't always loading, but that's been improving, but super slow in performance, for 35:05 Alex: sure. 35:07 Cordell Ratner: Mmm. Um, Christine, this is Cordell. We, it wasn't related to offer letters, but yesterday, We noticed that, uh, job requisition, uh, emails, and our, uh, global approval list, were not necessarily going to the people, met people on the list, and, um, those, some, some quarkiness was, happening, but 35:30 Cordell Ratner: later in the day, I did a test, and it seemed to work, but somebody had unchecked a, uh, setting for us, um, on the ice inside that was causing havoc, and I, I didn't realize. 35:46 Cordell Ratner: And so I had a meeting with a T.S.C. this morning. 35:50 Christine Hill: Got it. Yeah, I, yeah, I don't know if what everyone else's experiences with, with releases like this. I mean, is this just, nobody seemed too surprised. 35:59 Christine Hill: So I'm assuming that this is just pop. Or for the course when they push a huge release, I like this. 36:04 Christine Hill: But what, what's the experience been for people? How long does this last once they get these things worked out? Yes, we're in new items, exactly. 36:14 Christine Hill: I mean, we have the option to go back and forth, but trying to encourage my team to. 36:18 Paul Day: And 36:18 Christine Hill: just push through and make it happen, but. Getting a bit of, well, I don't know. On that request. 36:27 Vivian Larsen: Experience add items. It wasn't common, but it also wasn't. One of the reasons why they frequently released to the test environments first. 36:39 Vivian Larsen: Yeah. So you're at, do you know what wave 36:43 Christine Hill: you're 36:44 Vivian Larsen: in? You have different release waves typically. Uh, I'm not 36:51 Christine Hill: sure to be honest. I don't know if I know the answer to that. That's something to look into 36:55 Vivian Larsen: is what wave you're in specifically because some of these other folks that are stating that they haven't had this pain yet may not be in the first wave. 37:03 Vivian Larsen: And. 37:03 Christine Hill: I got it. 37:05 Vivian Larsen: Sometimes wave one customers will get the gotcha and wave two customers won't because they figured it out by then. Um, but again, it's not incredibly uncommon, but it's also not common that there's a gotcha that wasn't seen. 37:18 Vivian Larsen: So I would definitely ticket this, um, and just try to explain or even record what you see happening. 37:24 Christine Hill: Yeah. Okay. Sounds good. Thanks. 37:29 Shuree: I was going to mention the wave thing too. We always ask to be in the very l- last wave, hoping that if there's any little bug, somebody else will find it and fix it before it gets to us. 37:41 Shuree: Um, we, I wouldn't say a lot, but we have found unintended items that We're in the release document at all. 37:52 Shuree: And it seems like sometimes there are downstream repercussions to other changes that just aren't anticipated. And we also use legacy, very, very legacy. 38:04 Shuree: Um, and. And some of the use cases, I think the business analysts are using, uh, don't cover some of the crazy things that we might be doing. 38:15 Shuree: So it does happen where we found, um, little bugs when, you know, everyone else didn't, that it's. It's affected us or maybe other customers didn't notice it wasn't a big deal and it was a bigger deal to our users. 38:29 Shuree: So I think, you know, it's, it's not that everybody thinks this happens every time, but it does happen and it could be a little deal or a big deal. 38:40 Shuree: So that's why I would recommend asking to be in phase four. Yeah. 38:45 Vivian Larsen: And just my days and 38:46 Christine Hill: work. How do we ask that? Or like our customer success person or 38:51 Rob Bursee: Christine, uh, what, which company are you with? 38:54 Christine Hill: Let us entertain your restaurants. 38:55 Rob Bursee: Let us entertain you. So let- Let me, let me look in the back end of the system and I might be able to help you out right here on the spot. 39:02 Christine Hill: Okay. Cool. Thank you. Yeah, I was just going to say this is, 39:09 Vivian Larsen: this is a SaaS software general issue. It's not an ISEMs issue specifically. That's generally how most SaaS software works. 39:15 Alex: Alright, great. Tonya, are you on the call? 39:22 Tawnya Fairchild: Yes, I am. Hi. Alright. Let's 39:24 Alex: talk about your question here. 39:27 Tawnya Fairchild: Yeah, I kept my question pretty short. Um, but basically we're trying to capture the interactions are recruiters and source or schedulers. 39:37 Tawnya Fairchild: Have at career fairs and things like that a little bit better. Um, we don't have CRM or CXM, so we were discussing. 39:45 Tawnya Fairchild: Okay, maybe we create a requisition for each event. And then. We put those resumes in that requisition downside of our recruiters uploading the requisition is then those people don't realize they have profile. 40:00 Tawnya Fairchild: Um, so we were thinking of doing like a shortened application process on a different career. Um, but just wanted to see if anyone else done something like this, any pros cons that people might have come across. 40:17 Alex: So do you have the legacy connect feature in your platform? 40:21 Tawnya Fairchild: We do not. 40:22 Alex: Huh. Interesting. Vivian, I thought that we came with all ATS instances. Is that not the case? Oh, okay. 40:33 Alex: All right. Can't hear you, Vivian. Nope. Switch mic, maybe. No. That. There we go. Okay. I don't 41:05 Vivian Larsen: know. Uhm, stick. Remind me the question. It's just, 41:11 Alex: So the question is, so I asked you about, okay, so Connect doesn't come automatically with ATS. Uhm, but this question is about, uh, using requisitions to track candidates at career fairs or other ways of tracking career fair candidates without having the. 41:26 Alex: ECRM module. 41:28 Vivian Larsen: So I've seen customers create evergreen specific to a career event. And then use that evergreen specific to a career event to. 41:38 Vivian Larsen: Essentially act as a CRM. Umm, not a great way to do it. There's a lot of pros and cons because from a reporting perspective, the system knows it's a job. 41:48 Vivian Larsen: But in those cases, they created a job folder that was specific to career fair hiring. Or something along those lines. 41:55 Vivian Larsen: Yeah, I love to connect to such a great tool. Uh. Um, so basically, um, that's really the best and easiest way for you to do it. 42:03 Vivian Larsen: And then you can use a QR code generator to generate a QR code to the job itself. If you go that route, um, so your, your job link to your portal, you can. 42:14 Vivian Larsen: If you're a career fair, create a QR code for people to scan in order to go apply to that of a green job. 42:21 Vivian Larsen: Um, but creating folder specific to career fair or ever green jobs to do it so you can exclude it in tracking. 42:29 Vivian Larsen: Or you could just. Just go the route of creating a field on the requisition where you can exclude it, but a folder is a better route because you can treat it as you can, you can put it through an approval process if it's necessary. 42:43 Vivian Larsen: Um, and you can also, um, at the. At the end of the day, exclude it from hiring. Um, so if you're, you're moving somebody through the hired status, you make it like a not an on hold or a canceled status so that that way you can't hire to that requisition. 42:59 Vivian Larsen: Um, so that. That's something to, to kind of think about, but there's a number of different ways to do it. 43:03 Vivian Larsen: As long as there's a specific way for you to exclude it from open racks and active rec reporting, um, in your system, that's kind of the biggest gotcha. 43:14 Vivian Larsen: Does anybody else try. Try that, work around for using a actual requisition as a sourcing rec. You have it, 43:28 Shuree: but that way. Okay, I think Vivian knows how we track our prospects, um, from career fairs. But I'll share how, um, we have our setup. 43:40 Shuree: We do use a third party tool at career fairs called yellow and. We gather the basic information there about. We enter the event, so we have the event name, uh, the college or university name and, um, the type of event because. 44:01 Shuree: Some events are not at universities, so we categorize the non-university one separately. And then we collect the candidate's contact information, um, take a picture of their resume. 44:14 Shuree: May and that saves in yellow and every night it feeds into our ATS. We don't use any other module. It's all in the ATS. 44:24 Shuree: It comes in using their email address as the external ID. and builds a new profile for them. And we have a special tab that's called the prospect tab where we have custom fields on there to accept all of the information that we're tracking on the event. 44:44 Shuree: So the type of event, the university name, and any of the other specific information. So we have teams that have dashboards based only on that prospect tab. 44:56 Shuree: They're looking at the new prospects that have come in. Um, we look at how they applied or not. If they've already applied, they're on to a different team. 45:05 Shuree: Um, how many messages have they been sent? So we keep a lot of manual information or like little bulk bulk. 45:14 Shuree: Data changes that some of the teammates can do, but we managed the whole like CRM process through the ATS, just using a custom tab and custom fields. 45:27 Alex: I'm really, I'm interested in yellow. One of our customers. Um. Did a long process of trying to find the best interview scheduling tool or using for interview scheduling as well or just for the collection. 45:38 Alex: Oh, interesting. Okay. 45:39 Shuree: Okay. 45:40 Alex: How do you like it? 45:42 Shuree: We like it. Um, I think the. The best part is the customer service. I think with any tool, you know, either everybody hates the tool or, you know, um, it really comes down to the people and you have the support you need when you need it to talk about anything that doesn't go. 45:59 Shuree: Right, to talk about what's on the road map or there any different ways to do it. So we found the service to be, um, really a good match for us. 46:07 Alex: Great. That's very helpful. 46:10 Tawnya Fairchild: Sure. Do you find that there's a lot of, um, like, do you. Get duplicate profiles or people will use a different profile than the one that was created for them to then apply to a job? 46:21 Shuree: Yeah, definitely. Yeah, definitely. They'll use their school email address when we collect them. And then if they go on to apply. 46:31 Shuree: They'll use a Gmail or Yahoo or something. Um, we, I mean, we have a couple of people that get little merge requests every single day. 46:41 Shuree: So we probably do 50 a day of merges, not just prospects, but. All sorts of different, um, scenarios. If we have someone that has gone to a second event and they're still using their school email address, it will feed in and overwrite that. 47:01 Shuree: So we're okay with that. It's the most up-to-date, um, event that they've attended, but we also have more columns that are tracking which, um, teammate, you know, owns the, these prospects, who has them, who's reaching. 47:18 Shuree: Out to them, where are they in the process? Where are the notes? So when somebody feeds in as new and we have all of the notes already, we know the history and can see that. 47:28 Shuree: So it comes in more as an update because it wasn't created that day. It was just up. I think 47:35 Tawnya Fairchild: that was really helpful. 47:36 Shuree: Sure. 47:42 Alex: Okay, let's open it up to a question from the floor. Who else has a question today? 47:46 Pamela Cable: I'm a non member, but I have a question if I can ask. 47:55 Alex: Sure, Pamela, go ahead. 47:56 Pamela Cable: Okay. Just wondering if anybody has an experience with what I'm gonna call a bad candidate that keeps creating profiles. Keeps applying, very rude, sends inappropriate stuff. 48:10 Pamela Cable: Not finding a way to block that. Just thought I would ask if anybody has had experience with that and what they do in those situations. 48:19 Pamela Cable: Almost daily. 48:21 Shuree: the next We, we don't want to block them necessarily because we want to keep the email chain and case legal action is necessary so that we keep the. 48:37 Shuree: It all in one spot. We found sometimes if you delete their email, they come back with a different email and it's just hard to keep everything together. 48:46 Shuree: So we have a folder type of, you know, the evil, um, candidates. We put them in there. So when. And if they come back and apply to a job, we have the folder status. 48:59 Shuree: They can see that they're not a candidate. They're, they're in that special folder. So the TAs are instructed not to reach out to them. 49:07 Shuree: Don't text them. Don't email them. Uh, um, and most of the time they go away. If they don't go away or continue to send negative messages, we have a HR manager in that group. 49:22 Shuree: Umm, reach out to them and ask them to You know, stop the communication that this isn't gonna happen and we've, we understand their complaint. 49:34 Shuree: It's noted and they should look somewhere else for a job. So that works another percent of the time once they get a note from another, like a voicemail. 49:43 Shuree: Um, that. Often works. If that escalation doesn't work, then we have also sent it to our legal department that sends them like a kind of a cease and desist of, um, can't remember exactly what it states, but it's. 50:00 Shuree: It's something to the effect of harassment and about the repeated contact. And if it continues, that we will escalate to local authorities. 50:09 Shuree: So those are the ways we handle it. And it, it has worked, um, in all but a couple cases. I mean, we, we've had, we have a high volume. 50:20 Shuree: So we've had some really crazy people do some crazy things. It doesn't happen a lot. It's usually just, um, vulgar emails. 50:29 Shuree: Um, they're just angry that they did. I didn't get the position and they take it out on, on the TA person that sent them the note. 50:37 Shuree: So once they vent, once or twice, most of the time they go away. 50:43 Pamela Cable: That was the only thing I could come to the conclusion of was changing their folder. But what they keep doing is creating new emails and applying with different emails. 50:54 Pamela Cable: And then we merge all their accounts together to try to, you know, I'm sure you understand. So thank you. Um, that's the only thing I could come up with. 51:03 Pamela Cable: So I appreciate that I at least was thinking on the right way. 51:06 Shuree: Yeah, 51:07 Vivian Larsen: there are some system features that you can use, but it doesn't overcome the email issue. There's the do not contact folder. 51:13 Vivian Larsen: Like Shari said, but then there's also a limit the number of applications feature on the portal. There's a way within them. 51:19 Vivian Larsen: I don't remember exactly how it's been a minute since I've set it up, but there's a way within the portal. 51:23 Vivian Larsen: The settings themselves, if they're using the same profile, to say that they can't apply to another job for a period of time. 51:31 Vivian Larsen: So it just limits the number of times that they can apply to you. 51:35 Pamela Cable: And I feel like that was, um, something along the line. The lines of candidate restricted. Uhh, I feel like that was what I was reading, that that limits their ability to keep applying on that,ot rack, but it wouldn't help them creating you! 51:54 Pamela Cable: to be able take those and, you know, that kind of thing. But yes, thank you so much for the information. 51:59 Pamela Cable: I do appreciate it. 52:02 Alex: Thanks for the question. Ok, so if you don't want to join breakout rooms will fLearn. Say goodbye now. I hope you have a wonderful restful and restorative weekend. 52:11 Alex: If you do want to do a little networking, we're going to give everybody five minutes to connect. And I'm going to open up those rooms and shuffle people around. 52:19 Alex: So I see. Some people moving around, moving around. If you end up in a room with nobody else, just give it a couple seconds and I'll get somebody in your room. 52:26 Okay, here we go.