Skip to main content

Important system message. Read More

View Alert [ close x ]
Content Starts Here
< Back

Article

Managing Notes within a Profile

Release: 16.1

View As PDF

Overview

The iCIMS Talent Platform enables users to store notes within profiles using the Notes tool. Users are able to create, edit, and delete notes on each profile. Users can also search within notes on a particular profile. All recruiters and user admins have access to the full functionality of the Notes tool. Hiring managers only have access to view and edit notes created by themselves.

The Notes Tab within each Person (and Recruiting Workflow) Profile displays up to three kinds of information:
  • Notes: This panel displays free-text notes recorded by Platform users.
  • Appointments: This panel displays all appointments the candidate has been sent from the system.
  • Other: This panel displays other miscellaneous historic communications for data retention purposes, if applicable.

Other profiles, such as Job and Company Profiles, also support the capture and display of relevant free-text notes within the Notes Panel.

This article will include examples specific to the Notes Panel of the Notes Tab, though many of the features and steps are relevant to other panels as well.


Creating Notes

This section of the article will demonstrate how to create a note on a profile.
The note will automatically be date and time stamped by the Platform and will indicate the name of the user who created the note.
  1. Select the Notes Tab on the appropriate profile.
  2. Click the Add Note button to create a new note for the profile.
  3. Type the content of the note in the Add Note window field box. Click the Save button to save the note to the profile.

Editing Notes

This section of the article will demonstrate how to edit a note on a profile.
  1. Select the Notes Tab on the desired profile. Make sure that the appropriate note panel is expanded, and click the desired note.
  2. Click the Edit button to launch the note editor popup.
  3. Type the text edits to the note in the Add Note window fields. Click the Save button to save the changes.
Tip: An alternative way to view and edit notes on a one-off basis is via the following process:
  • Select the Notes Tab on the desired profile and click the gray arrow on the right side of the correct panel to open the search results view.
  • From the search results view, determine which note should be edited.
    • To preview a note from the search results view prior to launching the note editor, click the expand arrow to the right of the note subject in order to display the current note text within the Contact Note Search Results. This can assist the user in identifying the correct note to edit.
    • To edit the text of a note from the search results view, click the Subject of the note. This will launch the note editor popup.
  • Type the text edits to the Note in the Add Note window field box. Click the Save button to save the changes.

Deleting Notes

This section of the article will demonstrate how to delete a note on a profile.
  1. To delete a specific note, select the Notes Tab on the desired profile. Make sure that the appropriate note panel is expanded, and click the desired note. (Deleting notes in bulk is discussed in the tip below this section.)
  2. Click the Delete button.
  3. Review the popup confirmation message, then click OK to delete all instances of this note. (If you do not wish to delete the note at this time, click Cancel to exit the popup without deleting the note.)
Tips:
  • An alternative way to delete notes in bulk or on a one-off basis is via the search results view. The search results view may be launched from the Notes tab of a Profile:
    • Select the Notes Tab on the desired Profile and click the gray arrow on the right side of the correct panel to open the search results view.
    • Select the checkbox to the left of the desired note(s), then click the Delete button, which may appear as an option within the More dropdown.
    • Review the popup confirmation message and click Delete to delete all selected notes.

Printing Notes

This section of the article will demonstrate how to print one or more note(s) on a profile.
  1. Select the Notes Tab on the desired profile and click the gray arrow to the right of the Notes Panel to open the search results view.
  2. Select the checkbox to the left of the desired note(s), then click the Print Notes button to launch the Print Preview window.
  3. Click the Print button in the Print Preview window to print the note(s).

Searching Notes

This section of the article will demonstrate how to search within notes on a profile.
  1. Select the Notes Tab on the desired profile and click the gray arrow on the right side of the correct panel to open the search results view.
  2. Click the Search Form button to launch the Contact Note Search.
An image that highlights the Show Search Form icon on the Notes tab search results view.
  1. Select the specific data or fields to use in the search by setting the Contact Note Search: Criteria. Click the Search button to view the results of the Contact Note Search.
Tips:
  • The Keyword field of the Contact Note Search can be used to search by keyword on all notes and note subjects. This field can also be used to search on multiple terms through Boolean search phrases when search Type: Boolean is selected.
  • Only notes that display on this profile will be available within search results launched from this screen.
  • An alternative way to run a contact note search is by selecting Search on the menu bar from anywhere in the Platform and then selecting Contact Notes from the dropdown menu. (The Contact Notes option may appear under the More... submenu; select More... and then select Contact Notes to launch the Contact Note search.) This search will include all contact notes in the system that meet the described criteria.
  • To learn more about Contact Note Searching, visit the Other Searches: Contact Note Searches article.
 

iCIMS has created a series of articles to assist iCIMS users in mastering the iCIMS notes tool.