Using Folders

Created: Jul 16, 2014 04:37PM PDT      Updated: Dec 07, 2015 03:07PM PST
In TalentBin, we use "folders" to keep your bin organized and your workflow efficient. 

A folder is simply an organizational tool, similar to a typical folder on your desktop. You will always want to start your work in TalentBin by creating a folder for the req that you will be working on. That way, you can save all the searches you run for that req inside the appropriate folder.

It's important to remember the rule of folders: 1 req = 1 folder


Figure 1: Creating a folder in the Source page of TalentBin

Once the folder is created, it will contain all of the work that you do on that particular job req:

Managing Folders

You can easily create new folders and show/hide, rename, or delete any of your existing folders, all from the "I'm sourcing for" folder drop-down menu.

TalentBin makes it easy to manage your folders. The best practice is to create a new folder for each job requisition. You also show, hide, rename or delete any folder from the drop-down menu from either the Source or Manage tab in TalentBin.


Let's take a look at how to manage folders in TalentBin:


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Naming a Folder

If you are working on multiple requisitions, we recommend creating multiple folders.

Why?
  • Better CRM functionality: For instance, if you find a candidate in your search that would be a bad fit for one position, but would be a great fit for another req, you want to be able to save that candidate's profile. If you have created multiple folders for each req you are working on, then you are able to stage (ie. save) that candidate in the appropriate folder and reach out to them later.
  • Better pipeline organization: When you are contacting candidates or managing your pipeline for different reqs, it is important to keep the candidates for different positions separated into the reqs they belong. That way you can use the Manage screen in TalentBin (which is also organized by folder) to accurately track which candidates are in which stage of your pipeline for that particular req. Without a folder for each position, things like communication and pipeline management can become disorganized.
  • Make sure you’re not stepping on your colleague’s toes: Since folders and searches are shared in your company's TalentBin account, we recommend each recruiter create their own folders in order to keep his or her recruiting activity separate.
For example, say you have three “Software Engineer - Java” openings, two in Los Angeles, one in San Francisco. Let’s assume the skills needed are the same for all three openings. You also have two seats of TalentBin, one being used by Recruiter X and one being used by Recruiter Y. In this case, for these three open requisitions, we would suggest creating a total of four sourcing folders in TalentBin with the following names:
  • Recruiter X - Software Engineer - Java - Los Angeles
  • Recruiter Y - Software Engineer - Java - Los Angeles
  • Recruiter X - Software Engineer - Java - San Francisco
  • Recruiter Y - Software Engineer - Java - San Francisco

Why not create two more folders for Los Angeles? 

Since the req is the same and the only distinguishing characteristics are location and recruiter, you can use the one folder for both of these reqs.

Why create folders for each recruiter? 

Since folders and search terms are shared in a TalentBin account, this is the recommended way to show ownership in order for each recruiter to keep his or her recruiting activity separate. It’s a great way to make sure you’re not stepping on your colleague’s toes.

 
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Hiding a Folder

If the position has been filled or the req has been placed on hold. Hiding the folder also turns off CRM notifications for that position so you'll no longer receive emails associated with any activity tied to passive candidates in that folder.

Note: By default, TalentBin will show all folders across your bin. You may wish to hide the folders of your fellow recruiters as well to reduce the number of notification emails you receive.

Click on the folder drop-down and click on the eyeball icon with a slash through it. Depending on what browser you're using the folder will either disappear immediately or will disappear once you click away and click back on the drop-down menu again.

Note: The greyed out folder ("ARM - test" in Figure 1 below) is the folder that is currently in use. If that is the folder you wish to hide, you first need to select another folder from the drop-down menu. Then you can access the icons to the right of that folder.

Figure 2: Clicking on the eye icon with a slash through it to hide a folder.


To show your hidden folders, select "show hidden folders" at the bottom of the drop-down menu.

Figure 3: Clicking on "show hidden folders."


Now the hidden folder appears on the drop-down list but it is still inactive, meaning you will not receive emails associated with the activity in this folder.

 
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Unhiding a Folder

To reactivate the folder, click on the eyeball icon once more. The open eye indicates the next state the folder will assume--in this case, it will become visible.

Figure 4: Clicking on the eye icon to activate the folder.

Tip: There are also mouse over tooltips associated with each of the icons so if you don't remember what an icon means, just move your mouse over it to see what action will take place when you click your mouse.

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Deleting and Renaming Folders


To delete a folder

Simply click on the x to the right of the folder name. You will be warned that you will lose all data associated with this folder and asked to confirm. Best practice is to hide the folder if you have staged future possibilities or other candidates in your pipeline whom you may wish to revisit at some point in the future.

To rename a folder
Clicking on the pencil icon and edit the current name or type a new one.


Figure 5: Renaming a folder.

 
See also:

Q​uestions? Thoughts? Either c​ontact your Product Specialist, reach out to us at support@talentbin.com anytime, or leave a comment below!
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