Advanced AutoEntry Using Resume Parsing with Version 9 of PcHunter/Tempus Fugit Advanced AutoEntry...

Advanced AutoEntryAdvanced AutoEntry

Using Resume Parsing with Using Resume Parsing with Version 9 of PcHunter/Tempus Version 9 of PcHunter/Tempus

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Advanced AutoEntry © Advanced AutoEntry © 2008 Micro J Systems, 2008 Micro J Systems, Inc.Inc.

Advanced AutoEntry © 2008 Micro J Systems, Inc.Advanced AutoEntry © 2008 Micro J Systems, Inc.

What is resume parsing?What is resume parsing?

In a grammatical sense, parsing is defined In a grammatical sense, parsing is defined as:as: To analyze syntactically by assigning a To analyze syntactically by assigning a

constituent structure constituent structure In the context of resume “parsing”, it is:In the context of resume “parsing”, it is:

Analyzing a resume to extract specific Analyzing a resume to extract specific information about a candidate and populate information about a candidate and populate that information into corresponding fields that information into corresponding fields within a people recordwithin a people record


How does resume parsing How does resume parsing work?work?

A resume is uploaded from your computer A resume is uploaded from your computer to an online serverto an online server

Within the server, the resume is converted Within the server, the resume is converted to a format called HR-XMLto a format called HR-XML

The HR-XML version of the resume is The HR-XML version of the resume is downloaded back to your computer and downloaded back to your computer and used to create a people recordused to create a people record


What is HR-XML?What is HR-XML?

HR-XML is a group of formats adopted by HR-XML is a group of formats adopted by an industry consortium to standardize the an industry consortium to standardize the interchange of employee related datainterchange of employee related data

When a resume is converted into an HR-When a resume is converted into an HR-XML format, information within the resume XML format, information within the resume is placed into clearly defined and labeled is placed into clearly defined and labeled areas so that it can be exported to create areas so that it can be exported to create a database recorda database record

Example of an HR-XML formatted resumeExample of an HR-XML formatted resume



What can be parsed from a What can be parsed from a resume?resume?

Candidate Name Candidate Name Contact InformationContact Information Job TitleJob Title Current and Previous EmployersCurrent and Previous Employers Educational BackgroundEducational Background Relevant SkillsRelevant Skills Other KeywordsOther Keywords


How to use Advanced How to use Advanced AutoEntryAutoEntry

Advanced AutoEntry can be run in three Advanced AutoEntry can be run in three different modes:different modes: Parse specific resumes selected from a Parse specific resumes selected from a

browse document windowbrowse document window Parse a single resume copied into the Parse a single resume copied into the

Windows clipboardWindows clipboard Parse an entire folder of resumesParse an entire folder of resumes

What file formats can be What file formats can be parsed?parsed?

Microsoft Word, all versionsMicrosoft Word, all versions Rich Text Files (RTF)Rich Text Files (RTF) Corel Wordperfect, all versionsCorel Wordperfect, all versions Adobe Acrobat (PDF)Adobe Acrobat (PDF) HTMLHTML XMLXML Text (TXT)Text (TXT) Microsoft Excel Microsoft Excel



Parsing specific resumesParsing specific resumes

The following screen shots will show how The following screen shots will show how to parse one or more resumes (without to parse one or more resumes (without parsing the contents of an entire folder)parsing the contents of an entire folder)

Resumes to be parsed must have been Resumes to be parsed must have been saved as files on your hard drive or serversaved as files on your hard drive or server

Using this method, resumes that were sent Using this method, resumes that were sent as email attachments must have the as email attachments must have the attachments saved to files before startingattachments saved to files before starting

Setting up your parsing keySetting up your parsing key

If your system administrator has not set up If your system administrator has not set up your resume parsing key, the first time you your resume parsing key, the first time you try and run AutoEntry you will be prompted try and run AutoEntry you will be prompted to enter the parsing keyto enter the parsing key

This process is also covered within the This process is also covered within the following sequence of screen shotsfollowing sequence of screen shots



Start from the people screenStart from the people screen


Click on the People pull down Click on the People pull down menumenu


Find the AutoEntry submenuFind the AutoEntry submenu


Choose the Advanced Choose the Advanced AutoEntry optionAutoEntry option


If your resume parsing key is not set up and you If your resume parsing key is not set up and you are not an administrator, you will see this:are not an administrator, you will see this:


If your resume parsing key is not set up and you If your resume parsing key is not set up and you are an administrator, you will see this instead:are an administrator, you will see this instead:

If you click yes from the previous screen, the If you click yes from the previous screen, the parser key entry window will appearparser key entry window will appear



If you aren’t an administrator, or don’t have If you aren’t an administrator, or don’t have your resume parsing keyyour resume parsing key

If you are not an administrator, contact If you are not an administrator, contact your Micro J database administrator for your Micro J database administrator for help in setting up the resume parsinghelp in setting up the resume parsing

If you are a database administrator but If you are a database administrator but don’t have your resume parsing key, don’t have your resume parsing key, contact Micro J Systemscontact Micro J Systems

Once you have the resume parsing key you Once you have the resume parsing key you can also change it from administration can also change it from administration



From within the Administration screen, click From within the Administration screen, click on the Utilities pull down menuon the Utilities pull down menu


Find the Reserialization option Find the Reserialization option from the menufrom the menu


Choose the Resume Parsing option Choose the Resume Parsing option from the Reserialization submenufrom the Reserialization submenu


Click on Change Key once the parser Click on Change Key once the parser reserialization window appearsreserialization window appears


Then click within the blank PID Then click within the blank PID (Parser ID) field(Parser ID) field


Type or paste your 28 digit resume Type or paste your 28 digit resume parsing key (including dashes)parsing key (including dashes)


Click the Save option when Click the Save option when finishedfinished


Once the key is saved close the Once the key is saved close the window to exitwindow to exit

Once saved, the parsing key is Once saved, the parsing key is linked to your datafilelinked to your datafile

All users logging into the same datafile All users logging into the same datafile can use the same parsing keycan use the same parsing key

If you use multiple datafiles, the parsing If you use multiple datafiles, the parsing key needs to be set up in each datafilekey needs to be set up in each datafile

Any computer that is being used to parse Any computer that is being used to parse resumes must have an internet connectionresumes must have an internet connection



After the parsing key is entered, you can return to After the parsing key is entered, you can return to the people screen and the AutoEntry menuthe people screen and the AutoEntry menu


You will notice a slight pause as the You will notice a slight pause as the parsing account is verifiedparsing account is verified


To parse individual resumes click To parse individual resumes click on the Add Document optionon the Add Document option


Browse to the folder where your Browse to the folder where your resumes are storedresumes are stored


Once in the correct folder, find the Once in the correct folder, find the resume you are looking forresume you are looking for


Once you’ve found the resume, Once you’ve found the resume, highlight ithighlight it


Then click on the Open buttonThen click on the Open button


You can parse this resume or You can parse this resume or select additional resumesselect additional resumes


To begin parsing, click on the To begin parsing, click on the Parse Resumes buttonParse Resumes button


You will see a confirmation dialog box with a time You will see a confirmation dialog box with a time estimate. Click Yes to begin parsing the resumeestimate. Click Yes to begin parsing the resume


While the resume is being parsed you While the resume is being parsed you should see a screen like this oneshould see a screen like this one


Once the parsing is complete you will Once the parsing is complete you will see the Create Record screensee the Create Record screen


You can make changes from this screen, or accept You can make changes from this screen, or accept what is displayed. Click Create Record when donewhat is displayed. Click Create Record when done


The confirmation screen displays the The confirmation screen displays the outcome of the parsing processoutcome of the parsing process


You can double check the You can double check the created record by looking it upcreated record by looking it up


If the person’s name was parsed correctly a lookup If the person’s name was parsed correctly a lookup by last name should display the record that was by last name should display the record that was

just createdjust created


If you look at the people notes of a parsed record If you look at the people notes of a parsed record you should see the entry “Record created by you should see the entry “Record created by

resume processing engine”resume processing engine”

Parsing a resume from emailParsing a resume from email

You can parse a resume attached to an You can parse a resume attached to an email in one of two ways:email in one of two ways: Right click on the attached resume, choose Right click on the attached resume, choose

the “Save as .. “ option, save the resume as a the “Save as .. “ option, save the resume as a file and follow the steps in the previous slides file and follow the steps in the previous slides to parse that documentto parse that document

You can open an email attachment, select the You can open an email attachment, select the entire document, then copy it to the clipboard entire document, then copy it to the clipboard and parse the resume directly from the and parse the resume directly from the clipboard (see the following slides)clipboard (see the following slides)



Parsing from the clipboardParsing from the clipboard

Open a resume attached to an email. Open a resume attached to an email. Within the resume:Within the resume: Press Ctrl + A to select the entire documentPress Ctrl + A to select the entire document Press Ctrl + C to copy the selected Press Ctrl + C to copy the selected

information to the clipboardinformation to the clipboard Within PcHunter/Tempus, open the Advanced Within PcHunter/Tempus, open the Advanced

AutoEntry windowAutoEntry window Click on the Paste from Clipboard optionClick on the Paste from Clipboard option Create the RecordCreate the Record


Parsing an entire folder of Parsing an entire folder of resumesresumes

Instead of parsing individual resumes, you Instead of parsing individual resumes, you can choose to parse an entire folder of can choose to parse an entire folder of resumesresumes

Only a folder of files can be selected, not Only a folder of files can be selected, not folders that only contain other foldersfolders that only contain other folders

When batch parsing resumes, only 4000 When batch parsing resumes, only 4000 resumes at a time can be processedresumes at a time can be processed

Use the Bypass Confirmation screen option Use the Bypass Confirmation screen option when batch processing resumeswhen batch processing resumes


Open the Advanced AutoEntry windowOpen the Advanced AutoEntry window


Choose the Add Folder optionChoose the Add Folder option

Browse to the folder with your Browse to the folder with your resumes and select itresumes and select it


The file list will begin populating and you will see a The file list will begin populating and you will see a screen like the one belowscreen like the one below


By default, the Bypass Confirmation Screen option By default, the Bypass Confirmation Screen option is not selectedis not selected


The Bypass Confirmation The Bypass Confirmation Screen OptionScreen Option

If you don’t select this option, you have to If you don’t select this option, you have to confirm the record creation on each confirm the record creation on each parsed resumeparsed resume

Batch AutoEntry processing is not fully Batch AutoEntry processing is not fully automated unless this box is checkedautomated unless this box is checked

The trade-off is between “eyeballing” the The trade-off is between “eyeballing” the records to be created and allowing the records to be created and allowing the system to create the records unattendedsystem to create the records unattended



To fully enable automated batch processing, select To fully enable automated batch processing, select the Bypass Confirmation Screen optionthe Bypass Confirmation Screen option


The Discard Duplicates optionThe Discard Duplicates option

This option is only available when Bypass This option is only available when Bypass Confirmation Screen is checkedConfirmation Screen is checked

Because the duplicate checking is limited Because the duplicate checking is limited to first and last names, it may delete to first and last names, it may delete records that are not actually duplicatesrecords that are not actually duplicates

Because of the prevalence of common first Because of the prevalence of common first and last names, use the Discard and last names, use the Discard Duplicates option at your own risk Duplicates option at your own risk


To avoid potential loss of records, uncheck the To avoid potential loss of records, uncheck the Discard Duplicates optionDiscard Duplicates option


When ready, click the Parse When ready, click the Parse Resumes buttonResumes button

How long will the process take?How long will the process take?

The time estimate screen assumes that The time estimate screen assumes that roughly 10 resumes can be processed roughly 10 resumes can be processed every minute (one every six seconds)every minute (one every six seconds)

The actual processing speed may vary The actual processing speed may vary based upon your computer resources and based upon your computer resources and the speed and quality of your internet the speed and quality of your internet connectionconnection



Once you click Yes from the confirmation dialog Once you click Yes from the confirmation dialog box with the time estimate, parsing will beginbox with the time estimate, parsing will begin


The Create Record screen is bypassed and will be The Create Record screen is bypassed and will be replaced by this screen as records are replaced by this screen as records are

automatically createdautomatically created


The confirmation screen shows the results for the The confirmation screen shows the results for the entire batch of processed recordsentire batch of processed records


If you look up one of the records identified as a If you look up one of the records identified as a possible duplicate, you will see this noted in the possible duplicate, you will see this noted in the

Highlight fieldHighlight field


Adding Datacodes automatically using Adding Datacodes automatically using AutocoderAutocoder

AutoCoder is a function that allows you to AutoCoder is a function that allows you to automatically add datacodes to people automatically add datacodes to people recordsrecords

AutoCoder can be used in conjunction with AutoCoder can be used in conjunction with AutoEntry, or on a standalone basis by AutoEntry, or on a standalone basis by using the AutoCoder option from the using the AutoCoder option from the People pull down menuPeople pull down menu


How does AutoCoder work?How does AutoCoder work?

Keywords found in resumes that Keywords found in resumes that correspond to datacodes are identified and correspond to datacodes are identified and added into the Datacode Thesaurus as added into the Datacode Thesaurus as synonymssynonyms

When resumes are AutoEntered the When resumes are AutoEntered the datacode synonyms are identified and the datacode synonyms are identified and the corresponding datacodes are added to the corresponding datacodes are added to the records created from those resumesrecords created from those resumes

Keycodes, Subcodes, and Keycodes, Subcodes, and AutoCoderAutoCoder

Only datacodes that are defined in the Only datacodes that are defined in the system as keycodes can be autocodedsystem as keycodes can be autocoded

If you have subcodes that you want to be If you have subcodes that you want to be autocoded, they must be converted to autocoded, they must be converted to keycodes firstkeycodes first

Contact the Micro J Technical Support Contact the Micro J Technical Support department for help in converting any department for help in converting any subcodes to keycodessubcodes to keycodes



To add synonyms to a datacode, select To add synonyms to a datacode, select that code from the datacodes screen in that code from the datacodes screen in

AdministrationAdministration


Click on Modify Thesaurus to Click on Modify Thesaurus to open the thesaurus windowopen the thesaurus window


Click the Insert button to begin Click the Insert button to begin adding synonymsadding synonyms


Enter the synonym in the blank Enter the synonym in the blank field to the rightfield to the right


Click Add to insert the new Click Add to insert the new synonymsynonym


For short synonyms and synonyms that are For short synonyms and synonyms that are acronyms, you may need to check the Complete acronyms, you may need to check the Complete

Phrase box to ensure codes are correctPhrase box to ensure codes are correct

The Complete Phrase check The Complete Phrase check boxbox

If a synonym is so short that it may be If a synonym is so short that it may be found embedded within another word, found embedded within another word, check the Complete Phrase boxcheck the Complete Phrase box

A synonym entered as a phrase is only A synonym entered as a phrase is only coded if the entire phrase is found, so coded if the entire phrase is found, so checking Complete Phrase in this situation checking Complete Phrase in this situation is unnecessaryis unnecessary



Once finished adding synonyms to a Once finished adding synonyms to a datacode, click on the Finished buttondatacode, click on the Finished button


Importing datacode synonymsImporting datacode synonyms

If you have enough synonyms to make it If you have enough synonyms to make it worthwhile, you can create a list of worthwhile, you can create a list of datacodes and matching synonyms that datacodes and matching synonyms that can be imported into your databasecan be imported into your database

Contact the Micro J Technical Support Contact the Micro J Technical Support department for help in creating and department for help in creating and importing a list of synonymsimporting a list of synonyms


Synonyms and the people notes Synonyms and the people notes sectionsection

Once datacode synonyms are set up, only Once datacode synonyms are set up, only keywords that have no matching keywords that have no matching synonyms will be inserted into the people synonyms will be inserted into the people notes section (which can be searched notes section (which can be searched using DocSearch)using DocSearch)

All keywords with matching synonyms will All keywords with matching synonyms will generate datacodes on the records that generate datacodes on the records that are created from the parsed resumesare created from the parsed resumes


Skills extracted in People Notes vs. Skills extracted in People Notes vs. Datacodes generated from synonymsDatacodes generated from synonyms


ResourcesResources

Following this training session you will Following this training session you will receive a package containing:receive a package containing: This PowerPoint presentationThis PowerPoint presentation A spreadsheet that will help you set up a list A spreadsheet that will help you set up a list

of synonyms and match them to your of synonyms and match them to your datacodesdatacodes

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