Add Profile places the User into the Personal Data section for a new Profile. The only mandatory fields are first and last name. The remaining sections can only be edited after the Personal data is saved.
It is also possible to import personal data and qualifications (Competencies, Tools, Languages, Companies) automatically from the CV (a.k.a. “parsing”). To do this, the User selects “Add Profile” and then first uploads the CV and uses the Scan button alongside the attachment to search through it. The User should check through the data that is imported in this way, before saving it.
Multiple Profiles can be imported and parsed at the same time.
Profiles can be manually activated or deactivated. Deactivated Profiles remain in the system with all their information, but are not taken into account in Matching. The search scope can always be extended to include them though. Applicants can also be automatically deactivated after a specified number of days. This number will be updated by a new process input in the Infobox.
Profile to Need
Profiles can be suggested or selected for a Need. This information will then be displayed in the Matching Selection section of the Profile, under “Already Assigned”.
Selected Profiles can be added to the list of Bookmarks.
Profiles can be manually deleted at any time.
Profiles can be exported in a pre-defined Template (in .docx or .pdf format), with the corresponding information. Multiple individual Profile Templates can be created. If the User has appropriate Permissions, he/she can also define their own Profile templates or alter existing templates.
Status defines the current status of a Profile during the application process. To change the current Status, just select the respective Profile, click on “Status” in the Toolbox, and selected the new Status. For each value of Status, the User can make use of pre-defined emails and send these to the Profile, either immediately or after a time-delay.
Internal users or User Groups can be notified of status changes by this means. This option can be activated, if required, by Admin in the Backend area.
Select the Profile of the corresponding candidate and click on “Interview” in the Toolbox. In the next window, the data for the interview can be entered and a pre-defined email can be sent to the applicant. In this stage, the data will be saved in Unatrix, the candidate receives an email with the data, and the date and time will be entered in the interviewer’s calendar if selected. The entry thus created in the Infobox can be edited at any time, to add further data (e.g. Salary, Assessment). The interview entry can also be edited and postponed, or cancelled. The calendar entry of the interviewer (if sent) will automatically be updated then.
This action defines which User found or “sourced” the corresponding Profile. This option, if required, can be activated by Admin in the Back-end area.
Profiles can be attributed at any time to a User for further processing. This setting can also be shown as a mandatory field when the Profile is created.
Profiles can be assigned to a higher-level Entity, where the term “Entity” can be used, for instance, to define several individual companies within a group of companies. Profiles can thus be attributed to the appropriate Entity by carrying out the action “Attribute (Entity) in the Toolbox. The corresponding filter can be found in the Status Filter.
This action can be renamed and activated in the Backend.
It is used to generally suggest Profiles internally and get a feedback from Users, which should be added in the list of Participants in order to get an email notification. These Users will then be able to give their Feedback or comment.
Empty Profile (Data Protection Law)
This action is used to delete all the data from a Profile, except for a few items that may be retained.
If required, candidates can also be manually assigned to a job advertisement if they didn’t apply for that position using the online form. The information will be filed in the Infobox of the profile and the job advertisement.
If, for example, a suitable Profile for a specific Need is to be sent to the client, this action can either be used for real sending of the profile via email or just filed as Info.
In this way, the User can send a suitable Profile to the client in a selected template (Profile Template) or send related documents from the Uploads of that Profile.
Profiles detailed view
The overall details of a Profile are divided into sections in this view. By clicking on the respective section (Personal Data, Affiliation, etc.) these details are displayed or rolled back up. On the right side of these sections, the User can edit data and add data.
In the upper part of this view, various files can be saved via Uploads, e.g. CV, credentials and other data, and on the left side a photo of the Profile can be uploaded.
A green or red dot above the Uploads area shows whether the Profile is currently “available” (active) or “unavailable” (inactive). If Admin has set (in the Backend area) a counter for automatic deactivation, this will display the time (in days) after which the Profile will be automatically deactivated.
Uploads can be used to upload all current file-formats, e.g. .doc, .docx, .pdf, .rtf, html, etc. The Scan button can be used to search individual or all uploaded documents automatically for relevant keyword “Tags”. The Tags are then imported automatically into the corresponding fields Languages, Competencies, Tools and Companies. While editing the section personal data, the Scan will also add information to the corresponding fields if they are empty.
The order of the Uploads may also be changed using the green arrows symbol (drag & drop).
The personal data for a Profile can be saved here. The only mandatory fields are the first and last name. A warning will appear when trying to save an already existing email address.
For each Profile, an internal description (ID) can be assigned here. A User can also be selected who will be responsible for this Profile.
Other optional settings are “Found” or “Attributed”. These settings, which can be activated or deactivated by Admin in the Back-end area, give information about who found the Profile in question, and to whom it was attributed for further processing.
Details such as Category, Source, Salary, Availability, Mobility etc. can be completed here. A pre-selection of possible Sources is already filed and can be added through “Autocomplete”. The list of possible sources is displayed when mousing over the Source label while editing this section.
To define Mobility, possible inputs are City+ Range, Regions and Countries. Unatrix will make use of geo-data, which will be taken into account when indicating a location in the Profile filter.
This section shows a summary of the qualifications, e.g. Competencies, Tools, Languages, which can be weighted correspondingly by clicking on the tags while editing this section.
Competencies, Tools and Languages are input using Autocomplete from the Skills catalogue. If a keyword is not being suggested, this can be addeed by the User and confirmed with the Enter key. After saving, these keywords will be created and simultaneously included in the Skills catalogue. The ability to input new keyword “Tags” depends on the User’s Permissions.
In the Basic Settings, all keyword “Tags” are set as “basic”, i.e. the skill is present. By clicking once on the respective Tag is half-filled, and by clicking again it is completely filled. For Profiles, this procedure establishes the respective skill status (e.g. basic knowledge, good knowledge or expert). The level of knowledge in the Profile is clearly distinguished, by use of different font sizes.
The overall experience is calculated from the experience on individual projects, but can also be input manually. If project-based experience data is available in the Profile that is greater than the value input manually, then the total experience will be automatically updated.
Education data is taken from the data in the “Education” section.
Various types of Educations and student experience can be entered here. To add an entry, just click on the corresponding link in the section (+ Education or + Other).
College and Field of Study will be input using Autocomplete. The list of possible Education levels available for selection can be edited/expanded by Admin in the Backend area.
Project experience can be input by clicking on “+ Project” in the corresponding section. The description of the project in question can be entered and formatted using the editor. It can also be input in other languages. Using the Scan button in the Editor, data can be extracted from the editor and automatically entered into the corresponding fields.
The individual project experiences are combined and appended to the Total Experience. The Tool experience is calculated over the time-span of the project and entered into Qualifications. By selecting “part-time”, only half the project duration will be taken into account. “Until now” accesses the current date. The duration of the experience is thus automatically adapted and calculated.
This section displays relevant active project Needs, and Needs that have already been assigned. Clicking on the respective link produces a detailed view of the Need.
The sub-section “Auto Matching” lists Needs that Unatrix suggests as relevant. This search is dynamic, and is based on matching criteria such as Competencies, Tools, Languages and Mobility. The list shows the most relevant Needs, and updates itself automatically when anything changes that relates to the specified criteria, either in the Profile or in a Need.
The sub-section “Already Assigned” shows all Needs that have been manually defined as relevant by a User.
The User may also click on “Search in Needs”. This inserts the qualifications of the Profile into the Need filter. In this way, the User can start a targeted search through the Needs and adapt and refine the search criteria.
Profiles list view
Sorting is set by default to “Most recent”. When filtering, this setting can change to the most relevant ordering according to the search performed.
The displayed Profiles can be sorted using the following criteria:
Most recent: lists all recently filed Profiles.
Experience: sorts the Profiles according to overall experience.
Availability: lists the Profiles according to their date of availability.
Matching: indicates the percentage hit ratio for the specified criteria (Competencies, Tools and Languages) and is only displayed when the filter is processed for the specified criteria.
Scoring: shows the total number of points achieved for the specified criteria (Competencies, Tools and Languages), taking account of the weighting and extent of experience in the respective criteria. This display only appears when the filter is processed for the specified criteria.
Hits: this defines the total number of “points” awarded to each Profile during automatic matching for the queries, i.e. if a Profile is matched to 3 Needs, it is awarded 3 points. Unatrix assesses all Profiles once per day for “hits”. The sorting lists the Profiles in descending order of the number of hits.
Full text result: when using the full text search field, this sorting option will take into account the full text search results.
Profiles/page: The User may specify the number of Profiles to be displayed per page. This setting will be automatically saved.
“Clear fields” will reset the active criteria set within the filter.
List View (Short View)
The List View gives the User an initial summary with the main information about the Profiles. The mouseover function (pause the mouse briefly over the respective line) provides access to further details. The check box (alongside the names) allows Profiles to be selected, so as to carry out specific actions from the Toolbox.
The List View consists of three columns:
General information, e.g. current Status of the Profile in the application process, Category, Availability and Mobility. The User can also use the mouseover function (on the name) to obtain further details of the personal data. This column also allows direct access to the Uploads for the Profile.
The centre column gives information about the qualifications of a Profile (professional experience, education, qualifications, etc.). Using the mouseover function, the User can obtain further information on the related weighting of the Competencies, Tools and Languages.
The right-hand column contains all the details of the latest actions (Infobox) listed in chronological order. Here too, the mouseover function provides access to further details within a specific entry. The right-hand column also contains further process-related data, which can be examined using the mouseover function:
Suggested: gives an overview of all needs for which the Profile was suggested.
Selected: gives an overview of all needs for which the Profile was selected.
Process: shows the last process-related Profile status in relation to the specific need.
The Profile filter permits precise searching within the Profile database with various criteria. Several filter options are available to the User, and these can also be used in combination.
In the general area, the “Identification” field allows searching for names, e-mail addresses and the “title” field within the affiliation section.
The Activity filter allows to search for Profiles that are active or inactive (green and red dot).
“Scope” allows to search for Profiles assigned to specific Users (related to the “User” field within the affiliation section)
Different Profile categories can also be included in or excluded from the search. Clicking on the label “Category” will (un)select all categories.
A search for specific qualifications, such as competencies, tools or languages, can be fine-tuned in this area. Automatic completion of keyword “tags” by the “Autocomplete” function simplifies the task of entering data, and also takes account of synonyms, different spellings and languages.
The status filter enables searching for general Profile status (e.g. during the application process). A related time window and further filter options extend the scope of the search.
If using a time range when filtering for a status, results will include Profiles with Infobox status entries within that time range. Without indicating a time range, results will include Profiles that are currently in this status.
In this filter area, the User can filter for specific process input “Actions” and their Validities. In this context, the word “Action” describes the respective process input (e.g. offer Profile). The User can filter, for instance, for Profiles that have been offered to the client within a specified time-period.
This filter area permits searching according to Key Data fields (place of residence, post code, etc.) and with extra fields that have been added.