Tips & Tricks

WHAT IS THE TIP?💡 Searching is now easier! Use shortcuts for quick, numeric searches. Need to find a specific skill across an entire candidate application? Try our full-text search shortcut.WHAT IS THE TIP? But First… Some Information…  Numerical Wildcard Searching Navigate Directly to an Application Navigate Directly to a Vacancy Full Text Searching BENEFITS CONSIDERATIONS  COSTS NEXT STEPS ADDITIONAL INFORMATION:But First… Some Information… We’ve improved how the quick search processes certain searches. From now on, if you type in a number then the quick search will ONLY search IDs which makes the search run significantly faster. This will work for an exact or partial match of say an Application ID or Vacancy ID.  It will no longer search for numerical values as a wider search in a field such as a vacancy title for example.This will help our larger customers with their speeds as the system is now no longer having to return several results.  Example of a numerical search returni

WHAT IS THE TIP?💡 Did you know that the ‘+’ symbol could open up your email address to a world of possibilities? That’s right, adding ‘+’ and some additional text between your email prefix and the ‘@’ symbol will create a ‘new email’ as far as our system is concerned, but all emails will be directed to your actual inbox!WHAT IS THE TIP? Create a Proxy Email Address for Testing BONUS TESTING TIPS! BENEFITS CONSIDERATIONS  NEXT STEPS ADDITIONAL INFORMATION: Create a Proxy Email Address for Testing💡 Proxy email address? What is that and what use is it to me?Some changes on your system will call for multiple scenarios to be tested, which can often mean you need to create multiple candidate registrations to test your changes out.Setting up a new email address each time is not sustainable, but with this tip you don’t have to! Instead try adding a ‘+’ and then some text after your email prefix and before the ‘@’ symbol to create a proxy email address. The system will consider this to be a

WHAT IS THE TIP?💡 When you are just viewing a form within an applicant record, the best way to close the form, is to click the ‘Close’ button.WHAT IS THE TIP? BENEFITS CONSIDERATIONS  COSTS NEXT STEPS💡 Closing a form? Sounds simple right?Using the ‘Close’ button is a good habit to get into as some forms create multiple versions of the same form. For example, when multiple screeners or interviewers provide individual feedback, properly closing the form ensures that you don’t accidentally create a blank version. This prevents issues with capturing additional user feedback or data.We are all guilty of navigating away from an open form or opening another form and leaving the original form hanging.   Example of ‘close’ button when form is open 🔧 Use case: This is very important when using feedback forms where multiple users are providing individual feedback, which creates multiple instances of the same form.   BENEFITSPrevents blank versions of a form from being created.  CONSIDERATIONS 

WHAT IS THE TIP?💡If you’ve ever found yourself re-adding column filters after leaving a screen or going back from a result, then this tip is going to be a game changer. You can now ensure your table layout filters stay on across sessions and searches - no more starting from scratch!WHAT IS THE TIP? How to Use Column Filters The Time-Saving Development: Filters That Stick! BENEFITS CONSIDERATIONS  COSTS NEXT STEPS How to Use Column Filters💡 In many places across the system (like viewing applications, opportunities, or events), you can add filters to your table layouts for quicker searches.How to Turn on Filters:Open a table layout (e.g. viewing all applications). Click Filter Results and select Show Column Filters. This adds a filter to the top of each column for quick searching. ‘Show Column Filters’ 📌 Pro Tip: You can filter by any column, whether it’s candidate names, status, or vacancy details. The Time-Saving Development: Filters That Stick!💡 We heard you - re-adding filters

WHAT IS THE TIP?💡 Posting vacancies can be time consuming - especially when you’re managing high-volume recruitment and juggling multiple live roles. Every click matters, right? That’s why this week’s tip is a config quick win: Did you know you can automatically post and unpost a vacancy using a process button in the opportunity? With this setup, you can reduce 15+ clicks down to just one! No more navigating through multiple tabs and manually setting up postings - let’s get those roles live faster.WHAT IS THE TIP? Speed Up Vacancy Postings – Here’s How! Speed Up Vacancy Unposting – Here’s How! BENEFITS CONSIDERATIONS  COSTS NEXT STEPS Speed Up Vacancy Postings – Here’s How!💡 Instead of manually activating each vacancy, navigating to the Postings tab, selecting your job board, filling in the details, reviewing, and then finally posting (phew!) - you can simplify the entire process with an ‘Activate and Post’ button that sits with your process buttons at the top of your vacancy. This

WHAT IS THE TIP?💡 Oleeo’s Printbook feature is as well loved as your favourite comfy pair of slippers! But do you ever wish you could screen and compare candidate applications, forms and CV’s (resumes), directly in the system from the same screen - without having to open extra documents or pop-ups? Well, you easily can with ‘View CV Alongside’! WHAT IS THE TIP? Screening applications using View CV Alongside BENEFITS COSTS NEXT STEPS Screening applications using View CV Alongside💡 This tool makes screening applications quick and simple by giving users access to all the information they need on the same screen.To access this feature, you need to navigate to the list of applications you wish to screen, then double click on the first application, to take you to that application’s Application Summary page: Double click on the first application in your list Select the forms tab then select the Application form​​​ Now select the View CV Alongside button You will now have access to all the

WHAT IS THE TIP?💡 Got a long list of applications, candidates, events, or talent pool vacancies to review? Use the scroll arrows to easily navigate between records without needing to go back and forth!WHAT IS THE TIP? Scroll Arrows - How to Use Them BENEFITS CONSIDERATIONS  COSTS Scroll Arrows - How to Use Them💡 These magic arrows often fly under the radar but can save you loads of time when reviewing multiple records. Here’s how to use them:Run a search for the records you want to review. Click into the top result - this will open the individual record. Once the record is open, you’ll see a blue header containing the record details. On the right side, you’ll notice an arrow - click it to scroll to the next result in your list. When you're on the second result, you'll also have an arrow on the left-hand side to scroll back, allowing you to move back and forth between records effortlessly. Magic arrows for speedy scrolling through search results 🔧 Use case: When shortlisting a numbe

WHAT IS THE TIP?💡 Ensuring certain fields are mandatory is a great way to streamline your recruitment process and ensure you’re capturing critical information at every step. In Oleeo, there are three ways to make fields mandatory, all of which are available with Level 1 configuration access.This quick win config tip will show you the steps you need, plus some handy use cases for when to apply these settings!WHAT IS THE TIP? The Classic Approach: Setting Fields Mandatory in Form Editor The Quick Fix: The Red Star Shortcut The Hardcoded Option: Application Items Setting BENEFITS CONSIDERATIONS  COSTS NEXT STEPS The Classic Approach: Setting Fields Mandatory in Form Editor💡 Navigate to the Form Editor and locate the relevant form and section where the item appears. Make sure the section is editable, then hover over the item and click Settings. Tick the box for Mandatory. And voilà, the field is now essential for your candidates to fill out! Making the item mandatory in item settings 

WHAT IS THE TIP?💡 When it comes to reporting, it’s not just about numbers - it's about telling a story with your data. Oleeo’s "View All Reports" or "Standard Reports" functionality allows you to create pivot tables, providing a great first step in building visually appealing reports in Report Hub or for quick, insightful data analysis.Let’s dive into the essential tools and features that will help you craft meaningful reports, keep them organised, and guide you in telling the story you want to share! WHAT IS THE TIP? Demystifying Population and Axis Rollup Lists: Simplifying Complex Data Minimum Percentage Threshold: Filtering Data for Better Insights Grouping Dates: Organising Data for Clearer Trends Mastering Status Group Sets for Clearer Reporting Unlock the Power of Cumulative Reporting with Status Group Sets Sort Your Reports by Lookup List Order for Greater Clarity Sorting Your Data to Uncover Trends Save Time by Copying and Tweaking Reports Control Report Access: Publ

WHAT IS THE TIP?💡 This tip shows you how to ensure your Oleeo links stay functional and frustration-free by bookmarking the right URLs.WHAT IS THE TIP? Keep Your Oleeo Links Working: How to Avoid Broken Bookmarks BENEFITS COSTS Keep Your Oleeo Links Working: How to Avoid Broken Bookmarks💡 Have you ever bookmarked or favourited an Oleeo ATS link, only to find it doesn’t work later on? This can be frustrating, but it’s easily avoidable with the right approach.When you log into Oleeo, your URL might look something like this in the live environment: Live Environment: https://systemname.tal.net/vx/lang-en-GB/channel-1/brand-2/user-17/xf-1da99a6651de/wid-2/spa-1/spa#/vacancy/547/dashboardor this in the config environment:Configuration Environment: https://systemname-config.tal.net/vx/lang-en-GB/channel-1/brand-2/user-17/xf-1da99a6651de/wid-2/spa-1/spa#/vacancy/547/dashboard These URLs are user-specific and, for security reasons, can change over time which means they may not work if shared

WHAT IS THE TIP?💡 Managing your "Push to Live" process should be both smooth and efficient. Changes are made in the Config environment, thoroughly tested, and then pushed to Live. To keep everyone in the loop, we add locks on the system for each change being made.Since we handle the system as a whole rather than in individual parts, it’s super important to make sure those locks are added and signed off before the push. The Oleeo QC team then takes care of the push itself, ensuring everything goes smoothly. Here are some handy tips to help you manage this process like a pro!WHAT IS THE TIP? Schedule Your Pushes – Save Time and Stay in Control Sprint Systems – Perfect for Busy Periods Avoid Friday Pushes – Be Prepared for Any Issues Maximise your Self Config Push Request - Top Tips When Raising Your Cases BENEFITS CONSIDERATIONS  COSTS Schedule Your Pushes – Save Time and Stay in Control💡 Why not schedule your pushes ahead of time? Instead of raising a Sugar case every time you nee

 WHAT IS THE TIP?💡 When working on the Oleeo ATS, it’s often the case that you need to complete simultaneous tasks or that an urgent task requires you to momentarily move away from what you’re currently working on. In these instances, knowing some nifty tips and tricks around browser tab management can come in super handy. This tip will guide you on how to duplicate tabs, reopen closed tabs, and manage multiple environments without interruptions. WHAT IS THE TIP? Duplicate Tabs for Quick Navigation Reopen Closed Tabs to Retrieve Lost Information Work Smarter with Multiple Tabs Avoid Session Conflicts with Incognito Mode Keep Important Tabs Accessible with Pinning Resolve Issues by Clearing Cache BENEFITS CONSIDERATIONS  COSTS Duplicate Tabs for Quick Navigation💡 Duplicating a tab allows you to view multiple sections of Oleeo simultaneously without losing your place. This can be particularly useful when you need to cross-reference candidate information or quickly move between di

WHAT IS THE TIP?💡 Did you know that you can bring statuses together under different groupings to reflect your process stages? You can do this for item values too!You can build status group sets for your application or vacancy statuses and rollup lists for your item values - which you can use throughout the system. For example, are you struggling to tell the right story with your reports? Do you find it hard to see what the data is telling you? Would you like to speed up creating your Talent Engagement (Engage) articles?WHAT IS THE TIP? Create Clearer Reports Time in Stage Reporting Talent Engagement BENEFITS CONSIDERATIONS  COSTS NEXT STEPS Create Clearer Reports💡 Tip - Build much clearer reports using your status group sets and rollup lists - present the granular detail that you capture in a way that tells the story that you want to read.Using these two types of groupings in your reporting can allow you to present the information more clearly; so that the message you want to deli

WHAT IS THE TIP?💡 Did you know that the Selections tool can be used to create lists (or buckets) of applications, opportunities or events of your choosing?WHAT IS THE TIP? Allocating applications to screen Taking ownership of opportunities and events to manage Tracking high potential or diverse candidates Tracking my referrals Compiling a list of applications or opportunities that a colleague will be managing in your absence. Managing your workload - adding applications you have not yet screened to a private Selection BENEFITS CONSIDERATIONS  COSTS NEXT STEPSTo do this you simply need to highlight the ones you want to add to a selection then go to Add to Selection and either add your highlighted applications, opportunities or events to an existing selection or create a new selection to add them to: You can add any applications, opportunities or events into a selection from the relevant lists pages But why use Selections?The main uses for selections are:To allocate applications t

 WHAT IS THE TIP?💡 Did you know that the data dictionary allows you to report on information within your system? By adding your data fields to the dictionaries, you can then view this information in layouts and reports. If you want to add an existing data item to a table layout or a report but it does not show, you may simply need to request for it to be added to the relevant Data Dictionary. An item that cannot be found when trying to add it to a table layout In this example, the item Diversity - Gender from the candidate application form cannot be found when attempting to add it to a table layout or a report: The item cannot be found in the standard reports feature either It’s a good idea to add all form items to a data dictionary - if an item has not been added, please request that your Oleeo supported user updates this.In most cases it is quite easy to add items to a data dictionary, you just need to edit the item and update the relevant field: Add an item to a data dictionary via

WHAT IS THE TIP?💡 Did you know that you can use your public and private Saved Searches in reports? You can save countless minutes by creating a report using a saved search that has already been built.It can also work in reverse, you can create a Saved Search from a report’s population!WHAT IS THE TIP? CREATE A REPORT USING A SAVED SEARCH CREATE A SAVED SEARCH USING A REPORT BENEFITS CONSIDERATIONS  COSTS CREATE A REPORT USING A SAVED SEARCH💡 You can quickly fill in reporting populations using pre-existing Saved Searches ScenarioI have been given the task of reporting on the numbers of active applications from our EMEA region that have been using the Indeed tracking token.In this system the data dictionary item is known as “Ad Hoc Referrer” and the values used may be different on your system. When building my report, I clicked add search criteria from Saved Search to bring up my options Adding a public or private Saved Search from the “Add Search Criteria from Saved Search” buttonIn t

WHAT IS THE TIP?Make your table layouts work for you with the following helpful tips on table layout personalisation. WHAT IS THE TIP? Layout selection Customise your layout ‘Add Field’ Reorder Sort data Rename columns Hide columns Icons / symbols Fix visible columns Save your layout Creating ad hoc reports BENEFITS CONSIDERATIONS COSTS NEXT STEPS ADDITIONAL INFORMATION Layout selection💡 Your system will have been configured with a selection of ready made table layouts so you can quickly select a view that will return relevant information to the task you are working on, at any given time. Click the table layout drop down to show the configured options available for selection If the pre existing table layouts do not provide you with what you need, you can simply create your own.   Customise your layout💡 There are a myriad of customisation options for your personal table layout. Click the cog to edit your table layout.  Click the cog icon to open the edit settings and use th

 WHAT IS THE TIP?💡 Did you know that you can utilise Oleeo’s ‘spreadsheet mode’ function in any results view, and update vacancies or applications in bulk?  Pencil and paper symbol to activate ‘spreadsheet mode.’ When spreadsheet mode is activated, items can be updated by simply selecting into the cell and adding the correct values. Add new information, or update existing fields quickly and without fuss - exactly as you would an Excel spreadsheet! Updating an item in ‘spreadsheet mode.’ NB: Items you wish to update in this mode must be marked as ‘bulk updateable’ within the item settings.  Item marked ready for ‘Bulk Update.’ Spreadsheet mode is compatible with the following types of field:Date Free text (less than 255 characters) Look-up Numeric Boolean BENEFITSIncrease efficiencies by quickly updating fields in bulk. Useful when:Completing shortlisting forms in bulk Inputting interview feedback Updating vacancies in bulk Updating pre-employment check results Updating assessment scor

WHAT IS THE TIP?Test the true candidate experience when changes have been made to forms or the candidate application portal by utilising the following tips:WHAT IS THE TIP? Log in as candidate Multiple testing accounts Quickly complete forms BENEFITS COSTS NEXT STEPS Log in as candidate💡 ‘Log in as Candidate’ to see how the changes that you have made, affect the candidate. When you make a change to the candidate forms or the application portal, it is best practice to test the candidate experience to ensure this has not been adversely impacted. Navigate to your test candidate > Administration > Log in as candidate Example of where to click to log in as a candidateYou can now review any status messages or forms that have been updated.NB: Remember to move your test candidate to the correct status for your tests to be conducted.  Multiple testing accounts💡 Create iterations of your own email address to use over multiple testing accounts. Postfix the front end of your email (before

WHAT IS THE TIP?Streamline your recruitment administration by creating thoughtful searches that you can revisit time and time again. WHAT IS THE TIP? ‘OR’ searches Dynamic searches Saving iterations of a search Create an Alert Assign a Table Layout Search access privileges BENEFITS COSTS NEXT STEPS ADDITIONAL INFORMATION‘OR’ searches💡 Did you know that you can create more complex searches by utilising ‘OR’ expressions?  An example ‘OR’ search, with a submission date and gender OR a submission date and ethnicity ​​​To create complex searches using an ‘OR’ expression, add your criteria to the search and select ‘OR criteria’ located at the bottom right of the window. Switch between ‘AND’ & ‘OR’ criteria via the available radio buttons Please note: As per the example above (picture 1), submission date is added to each ‘OR’ element. Each ‘OR’ element is treated as a separate search. You can only add new qualifications to the bottom of the search so it is advised to write out in a

 WHAT IS THE TIP?💡 Did you know that you can easily keep up to date with everything Oleeo by simply subscribing to the relevant channels on the Community Site? Areas you can subscribe to: News, Blogs & Announcements: which also include quarterly industry update articles, our newsletter, and posts on our customers successes. Tips & Tricks: Learn from other customers, and from Oleeo’s Tip Tuesday!Product Updates: Feature overviews of upcoming products, and the new home of our release notes. On the right hand side of each page, watch out for the following ‘Subscribe’ button. To select this would be to subscribe to that particular topic.  Subscribe button You know you have subscribed when the button turns to the below. Select again if you wish to remove yourself from the updates - although we will be sad to see you go. Unsubscribe button BENEFITSBe in the know about everything that is happening at Oleeo, as they say - knowledge is power!  NEXT STEPSWhy don’t you subscribe now?  

 WHAT IS THE TIP?💡 Navigate directly to an application using the "a: [id number]" or "A: [id number]" prefix. If no results show, you know instantly that there is no match.(The search is no longer case sensitive and will work irrespective of a space after the colon) Example search using “a: [application id number]” 💡Navigate directly to an opportunity using the "v: [id number]" or "V: [id number]"prefix. If no results show, you know instantly that there is no match. (The search is no longer case sensitive and will work irrespective of a space after the colon) Example search using “v: [opportunity/vacancy id number]” 💡 You can run a full text search that will search any free text field on a candidate's applications or attachments such as CV/Resume or cover letter. This is useful if you want to search for specific skills.Type Full Text Search into the search box. Example search using “full text search” Click on the resulting link to bring up the full text search box, enter your search