Merlin CRM Reference Guide

MERLIN CRM REFERENCE GUIDE PHASE 1 IMPLEMENTATION

Confidential TABLE OF CONTENTS SYSTEM OVERVIEW AND NAVIGATION ......................................................................................................... 3 LOGGING IN ............................................................................................................................................... 3 SETTING PERSONAL OPTIONS ................................................................................................................... 4 NAVIGATING THROUGH OPTIONS AND COMMANDS ............................................................................... 7 VIEWING CONTACTS .................................................................................................................................. 9 PERFORMING A GLOBAL SEARCH............................................................................................................ 12 CREATING A VIEW ................................................................................................................................... 15 Applying Filters .................................................................................................................................... 15 Grouping by Columns .......................................................................................................................... 20 Using Editable Grids ............................................................................................................................ 22 Naming and Saving the View .............................................................................................................. 23 NAVIGATING WITHIN A RECORD ............................................................................................................. 26 DISPLAYING A VIEW’S BUILD DEFINITION ............................................................................................... 28 SEARCHING FOR CANDIDATE RECORDS ...................................................................................................... 30 SEARCHING FOR A RECORD IN CRM USING A CANDIDATE’S NAME ....................................................... 30 SEARCHING FOR A RECORD IN CRM USING A CANDIDATE’S EMAIL ADDRESS ....................................... 33 CREATING NEW CANDIDATE RECORDS ....................................................................................................... 36 CREATING A NEW CANDIDATE RECORD IN CRM ..................................................................................... 36 TRACKING REFFERALS IN THE CANDIDATE’S PROFILE ............................................................................. 56 CREATING TASKS IN CRM ............................................................................................................................. 59 CREATING A TASK .................................................................................................................................... 59 SEARCHING FOR JOBS BY LOCATION AND SPECIALTY ................................................................................. 67 SEARCHING FOR JOBS BY LOCATION ....................................................................................................... 67 Searching for Jobs by City ................................................................................................................... 67 Searching for Jobs by State ................................................................................................................. 69 Searching for Jobs by Using an Advanced Filter .................................................................................. 71 SEARCHING FOR JOBS BY SPECIALTY ....................................................................................................... 74 USING ADVANCED FIND IN YOUR SEARCHES .............................................................................................. 77 USING ADVANCED FIND IN YOUR SEARCHES .......................................................................................... 77 LOCATING A SAVED VIEW ........................................................................................................................ 83 USING SPECIALTY CONCATENATION IN YOUR SEARCHES ........................................................................ 86 BUILDING A VIEW USING A BOOLEAN SEARCH ....................................................................................... 95 5/25/2017 Merlin CRM Reference Guide 1

Confidential ARRANGING COLUMNS IN A SAVED VIEW ............................................................................................ 117 SHARING A SAVED VIEW ....................................................................................................................... 128 DOWNLOADING NAMES AND PHONE NUMBERS FOR TEXT BLASTING .................................................... 136 EXPORTING A VIEW TO EXCEL ............................................................................................................... 136 USING MAIL MERGE .................................................................................................................................. 138 CREATING A NEW EMAIL TEMPLATE ..................................................................................................... 138 SENDING BULK EMAIL ........................................................................................................................... 154 CREATING AN ASSIGNMENT RECORD ....................................................................................................... 157 CREATING AN ASSIGNMENT RECORD ................................................................................................... 157 5/25/2017 Merlin CRM Reference Guide 2

Confidential SYSTEM OVERVIEW AND NAVIGATION This section shows how to log in and navigate the Merlin CRM system. LOGGING IN 2 3 1. Access https://login.microsoftonline.com/. 2. Enter your Healthcare User Name and Password. 3. Click Sign in. The Dashboard displays. 5/25/2017 Merlin CRM Reference Guide 3

Confidential SETTING PERSONAL OPTIONS 1 2 1. Click the Settings icon. 2. Select Options. 5/25/2017 Merlin CRM Reference Guide 4

Confidential 3 4 5 6 7 The Set Personal Options window displays with the General tab open. 3. From the Default Pane drop-down list, select Recruiters. 4. From the Records Per Page drop-down list, select 250. 5. For Advanced Find Mode, select the Detailed option. 6. From the Time Zone drop-down list, select (GMT-05:00) Eastern Time (US & Canada). 7. Click OK. 5/25/2017 Merlin CRM Reference Guide 5

Confidential Now that the Dashboard has been built with the new personal options you just entered, the system will default to this screen after login. TIP: This will be the landing page that automatically displays each time you log in. 5/25/2017 Merlin CRM Reference Guide 6

Confidential NAVIGATING THROUGH OPTIONS AND COMMANDS 1 2 1. Hover over and explore the options and icons at the top of the screen (on the black banner).  Default Pane: You may change your default pane by selecting another option from the drop-down list. For this example, the Default pane is Recruiters.  Default Tab: You may change your default tab by selecting another option from the drop- down list. For this example, the Default pane is Contacts.  Start Search: This displays the search Dynamics 365 data search field.  Recently Viewed Items: This allows you to take a shortcut back to recent work and pinned favorites.  New: Use this icon to add new information and activities.  Advanced Find: This allows you to create advanced search queries.  Settings: This allows you to set up personal options and view the privacy statement. You may also print records when viewing a list.  Help: Use this to find help and training. 5/25/2017 Merlin CRM Reference Guide 7

Confidential 2. Hover over and explore the Command options on the gray menu bar.  New: Use this command to create a new Contact record.  Show As: This allows you to switch between a Read-only Grid and an Editable Grid.  Email a Link: Use this command to send a link to a selected record in an email message.  Run Report: Use this command run a report on a record or all records.  Export to Excel: This allows you to export data to a static or dynamic Excel worksheet or to an Excel PivotTable.  Chart Pane: This allows you to display a chart together with a view. 5/25/2017 Merlin CRM Reference Guide 8

Confidential VIEWING CONTACTS 1 2 3 4 5 TIP: The Group By field only displays in an Editable Grid. TIP: … fields indicate that no data exists for To display an Editable Grid, that record. click the SHOW AS command at the top of the screen and select Editable Grid. 1. Click the System Views drop-down list to view available systems. The current view is set to Active Contacts. 2. To search for records within a specific entity (Contacts, Assignments, Job Orders and Activities), use this search field. 3. Click the Group By drop-down list to see available grouping options. Currently, this option is set to no grouping. NOTE: You must have the Editable Grid display in order to access and use this field. 4. To change the order of names in the Full Name column to descending order, click the up arrow. To change the order of names back to ascending order, click the down arrow. 5. To select a contact, click the blank area to the left of the contact’s name and a checkmark will display. To select all contacts, click on the checkmark to the left of the Full Name column heading. 5/25/2017 Merlin CRM Reference Guide 9

Confidential 6 6. To access the Filter icon, you must switch the view to a read-only grid by clicking SHOW AS and selecting Read-only Grid. 5/25/2017 Merlin CRM Reference Guide 10

Confidential 7 TIP: The Filter icon only displays in a Read-only Grid. To display a Read-only Grid, click the SHOW AS command at the top of the screen and select Read-only Grid. The Filter icon displays. 7. Click the Filter icon to display drop-down icons next to each column name. 8. Click the drop-down icon next to the column you wish to filter and enter filter criteria in the pop-up box. 5/25/2017 Merlin CRM Reference Guide 11

Confidential PERFORMING A GLOBAL SEARCH 1 1. Click the Start Search icon at the top of the page. 5/25/2017 Merlin CRM Reference Guide 12

Confidential 2 The Search Dynamics 365 data field displays. 2. Enter the search criteria in the search field and click the magnifying icon. You may search for a candidate, job order, assignment, etc. 5/25/2017 Merlin CRM Reference Guide 13

Confidential The results display. In this example, we searched for candidate John Doe. 5/25/2017 Merlin CRM Reference Guide 14

Confidential CREATING A VIEW There are two types of Views:  System View: This view is set up by the system administrator and is a company-wide view that everyone can see.  My View: You may create this custom view that only you will see. You may also share this view. You may customize a view by applying filters, grouping columns, and using editable grids. Name and save the customized view to reference later. APPLYING FILTERS Apply filters to columns to create a customized view. You may apply as many filters as you want to create the view you need. 1 TIP: The Filter icon only displays in a Read-only Grid. To display a Read-only Grid, click the SHOW AS command at the top of the screen and select Read-only Grid. 1. Click the Filter icon. 5/25/2017 Merlin CRM Reference Guide 15

Confidential 2 NOTE: After the Filter icon has been selected, drop-down icons display next to each column heading.  To filter a column, click the drop-down icon next to the column and enter search criteria.  To hide the drop-down icons, click the Filter icon again. Drop-down icons display next to each column heading. 2. Click the drop-down icon next to the column heading that you wish to filter by specific criteria. For this example, we are filtering on Primary Specialty. 5/25/2017 Merlin CRM Reference Guide 16

Confidential 3 A drop-down list displays with filter options available. 3. Click the desired option. For this example, we chose Custom Filter. 5/25/2017 Merlin CRM Reference Guide 17

Confidential 4 5 A Custom Filters pop-up box displays. 4. Enter criteria to filter your search. For this example, we added a filter of Equals ER. 5. Click OK. 5/25/2017 Merlin CRM Reference Guide 18

Confidential TIP: You may pin a list to save any modifications in the view as the default view. The filtered results display. 5/25/2017 Merlin CRM Reference Guide 19

Confidential GROUPING BY COLUMNS Another way to customize the information displayed in the view is to group by columns. TIP: The Group By field only displays in an Editable Grid. 1 To display an Editable Grid, click the SHOW AS command at the top of the screen and select Editable Grid. 2 1. Select the Group By drop-down list. 2. Select a column in which you want to group your lists. For this example, we are grouping by Created By. 5/25/2017 Merlin CRM Reference Guide 20

Confidential The view refreshes with the columns grouped by who created the records. 5/25/2017 Merlin CRM Reference Guide 21

Confidential USING EDITABLE GRIDS Use the Show As command to toggle between a Read-only Grid and an Editable Grid. An Editable Grid allows you to make changes in the view without leaving the page. 1 1. To toggle between a Read-only Grid and an Editable Grid, click the Show As command and select the desired grid. 5/25/2017 Merlin CRM Reference Guide 22

Confidential NAMING AND SAVING THE VIEW Name and save your customized views to reference at a later time. 1 2 1. After you have customized your view, click the View drop-down list. 2. Click Save Filters as New View. 5/25/2017 Merlin CRM Reference Guide 23

Confidential 3 4 The Save as new View pop-up box displays. 3. Enter a name for the view. 4. Click Save. 5/25/2017 Merlin CRM Reference Guide 24

Confidential The view is saved and the name of the view displays on screen. 5/25/2017 Merlin CRM Reference Guide 25

Confidential NAVIGATING WITHIN A RECORD 1 1. Locate candidate and double-click to open the candidate’s record. For this example, we are opening Adrian Christian’s record. 5/25/2017 Merlin CRM Reference Guide 26

Confidential 2 The record displays. 2. To navigate within the record, click the pancake icon next to the candidate’s name and select the desired option from the drop-down list. 5/25/2017 Merlin CRM Reference Guide 27

Confidential DISPLAYING A VIEW’S BUILD DEFINITION Display a view’s build definition to see the search criteria in which the view was created. 2 1 1. Select a view. For this example, we have selected Contacts Modified Feb 2017. 2. Click the Advanced Find icon. 5/25/2017 Merlin CRM Reference Guide 28

Confidential The Advanced Find window displays with the search criteria in which the view was created. 5/25/2017 Merlin CRM Reference Guide 29

Confidential SEARCHING FOR CANDIDATE RECORDS This section explains how to search for candidate records in CRM. Make sure you search for a candidate in CRM by name or email BEFORE entering in a new record. SEARCHING FOR A RECORD IN CRM USING A CANDIDATE’S NAME 1 1. From your dashboard on the CRM Homepage, select Recruiters, then select Contacts. All active contacts will populate on the screen. 5/25/2017 Merlin CRM Reference Guide 30

Confidential 2 2. Type the candidate’s name in the search bar and press Enter. You can search by first name, last name, or both. The more specific criteria you enter, the better the results you will receive. 5/25/2017 Merlin CRM Reference Guide 31

Confidential 3 TIP: If your candidate has a common name, CRM will pull all records associated with that name. You will have to locate and select which record is accurate. It is suggested that you search by something more distinctive, such as an email address. 3. Double-click the contact (highlighted in blue) to open the record. 5/25/2017 Merlin CRM Reference Guide 32

Confidential SEARCHING FOR A RECORD IN CRM USING A CANDIDATE’S EMAIL ADDRESS 1 1. From your dashboard on the CRM Homepage, select Recruiters, then select Contacts. All active contacts will populate on the screen. 5/25/2017 Merlin CRM Reference Guide 33

Confidential 2 2. Type all or part of the candidate’s email address in the search bar and press Enter. 5/25/2017 Merlin CRM Reference Guide 34

Confidential 3 3. Double-click the contact (highlighted in blue) to open the record. 5/25/2017 Merlin CRM Reference Guide 35

Confidential CREATING NEW CANDIDATE RECORDS This section outlines how to create a new candidate’s profile. New profiles are created only after you’ve preformed a search and they are not actively in the database. This could be a new lead, referral, or a candidate calling into the main line. Certain information is required when creating a candidate’s profile. The person who creates the record is responsible for entering the candidate’s necessary information (including the candidate’s name, phone number, email, source, address, specialty, and state license). CREATING A NEW CANDIDATE RECORD IN CRM 1 2 1. From your dashboard on the CRM Homepage, select Recruiters, then select Contacts. All active contacts will populate on the screen. 2. Click + NEW command. A new contact record displays. 5/25/2017 Merlin CRM Reference Guide 36

Confidential 3 The New Contact screen displays. Verify 3. Verify that MSO displays in the Contact drop-down list. 5/25/2017 Merlin CRM Reference Guide 37

Confidential 5 4 4. Under Summary, complete the General Info section (First Name, Last Name, Mobile Phone, and Email). 5. Click Save to save the record. 5/25/2017 Merlin CRM Reference Guide 38

Confidential 6 The contact’s name and address information display on screen. 6. Scroll down and locate the Specialties & Sub-Specialties section. 5/25/2017 Merlin CRM Reference Guide 39

Confidential 7 7. Click in the Primary Specialty field to enter the candidate’s specialty. 5/25/2017 Merlin CRM Reference Guide 40

Confidential 8 8. Select the profession from the drop-down list, or click Look Up More Records to locate additional professions. 5/25/2017 Merlin CRM Reference Guide 41

Confidential 9 9. Scroll down and locate the Candidate Details section. 5/25/2017 Merlin CRM Reference Guide 42

Confidential 10 10. Click in the Candidate Source field to enter the source. 5/25/2017 Merlin CRM Reference Guide 43

Confidential 11a 11. To enter the candidate source, complete one of the following options: a. Select the source from the drop-down list, or click Look Up More Records to locate additional sources. (How did the candidate hear about us? What source are they from?). NOTE: If you need a new source added to the list, contact [email protected]. 5/25/2017 Merlin CRM Reference Guide 44

Confidential 11b b. Type the source into the Candidate Source field (for example, enter Monster and select from the available drop-down list). 5/25/2017 Merlin CRM Reference Guide 45

Confidential 12 12. Scroll down and locate the Addresses, Sensitive Info, & Compliance section. 5/25/2017 Merlin CRM Reference Guide 46

Confidential 13 13. Enter the candidate’s address. 5/25/2017 Merlin CRM Reference Guide 47

Confidential 14 14. Scroll down and locate the License & Certifications section. 5/25/2017 Merlin CRM Reference Guide 48

Confidential 15 15. Click the + to add a License/Certification record. 5/25/2017 Merlin CRM Reference Guide 49