What’s new?
From the ability to export Perm and Contract Job data, extracting contacts from a job search into a tag file, to the new SMS Mailshot Campaign folder, the April release is full of useful updates.
We are continuing to use ongoing feedback from our customer base on the useability and functionality of Access Recruitment CRM, and in line with Access's strategic roadmap, to add several enhancements to the latest release.
How do I start using it?
Ability to Clear Active Job
We have introduced a new option to help users reset the Active Job in the Access Recruitment CRM flow. This allows users to clear the Active Job setting when needed.
When you navigate to the Contract/Permanent Job Form ; Open the Action Menu ; Select Clear Active Job (located under Set as Active Job), then:
No Job will be flagged as Active.
In the Applicants section (bottom right of the screen):
The Active Job will be set to Not set
The Distance to Active Job will be set to Unknown
In the Applicants Table view:
The Distance to Active Job column will be empty
Ability to Clear Active Applicant
We have introduced a new option to help users reset the Active Applicant in the Access Recruitment CRM flow. This allows users to clear the Active Applicant setting when needed.
When we navigate to the Applicant ; Open the Action Menu ; Select Clear Active Applicant (located under Set as Active Applicant), then:
No Applicant will be flagged as Active.
Under Jobs ; Contract/Permanent Jobs in the bottom right part of the screen:
The Active Applicant will be set to Not set
The Distance to Active Applicant will be set to Unknown
In the Contract/Permanent Jobs Table view:
The Distance to Active Applicant column will be empty
Invoice Filter Categories should appear in alphabetical order
We have improved the filter options in the Finance & Payroll ; Invoices section to display lists in alphabetical order, making it easier to find and select categories.
Ownership category will always appear first, followed by other categories in alphabetical order:
Availability Manager - Reset Sorting option for data grid
We have introduced a new option to help users reset sorting in the Availability Manager, making it easier to manage applicant availability.
When user navigates to Availability Manager ; config cog ⚙ ; Reset Sorting (above Settings):
All sorting applied to columns to the left of the vertical slide bar will be removed.
Default sorting by Applicant Name will be applied.
Data will be refreshed and re-displayed.
Sort arrows will be removed from all columns.
Notebook Entries Hover Over
We have improved the Notebook view under My Actions to handle values that exceed column widths by adding ellipses and displaying the full value on hover.
When user navigates to My Actions ; Notebook:
Where any values exceed the column width, ellipses will be added to the end of the value.
Hovering over the value will show the full value.
All columns are resizable, so the ellipses will appear at different column widths.
Hovering over:
Documentation - Remove the Apply template option for PDF's
We have introduced a new restriction to help consultants clearly see which documents they are allowed to apply a template to.
When a user navigates to an Applicant record ; CVs tab and clicks the 3-dots against a PDF version of a CV, the following options are hidden:
Apply Template
Copy CV and Apply Template
Placement Manager - Saved Tag File & My Tag File options to filter on Applicants and Jobs listed in the file(s)
We have improved the My Tag File and Saved Tag File search options to filter on both Applicants and Jobs in the Placement Manager, ensuring all relevant placements are displayed.
When a user navigates to Placement Manager and uses My Tag File or Saved Tag File options in the search bar, for both files, the grid data is filtered on:
All placements where the applicant matches the applicant in the tag or saved tag files.
All placements where the job matches the job in the tag or saved tag files.
The current and rule is applied if both My Tag File and Saved Tag File are used at the same time.
Expose 'Updated On' for Communications via API
We have exposed new fields/entities in GraphQL to help API users select, update, and insert data into Access Recruitment CRM using the newly available fields.
When user runs the appropriate queries in GraphQL:
The Access Recruitment CRM data is returned.
The inserted data shows in Access Recruitment CRM (where the field supports inserts).
The updated data shows in Access Recruitment CRM (where the field supports updates).
Availability Manager - Add Applicant Preferred Clients/ Excluded Clients Detail to the Config Options
We have introduced two new columns in the Availability Manager to help users manage preferred and excluded clients more effectively.
When the user navigates to Temp Management ; Availability Manager and reviews the configure column options:
There are 2 new columns: Preferred Clients / Excluded Clients (content coming from Applicants ; Preferred/Excluded Tab ; Preferred Clients/Excluded Clients ; Clients Filed As column).
If selected, the columns are added to the grid.
When selected, the details listed on the preferred and excluded tab card are displayed in the column (If more than one value is added, they get displayed as comma-separated values)
They appear on the left-hand side of the Configure Columns pop-up (alphabetical order as standard).
The user can pick them and move them to the right side.
These 2 new columns, Preferred Clients/Excluded Clients, are not selected by default when restore defaults is clicked.
Add 'User Groups' column in Configure Columns window
We have introduced the ability to select User Groups in the config columns across the Access Recruitment CRM, allowing consultants to see any groups assigned to records.
When the user navigates to major entity forms, switches to table view, and clicks config columns:
There is an additional column called User Groups in the Available section.
This column is not selected by default when Restore Defaults is clicked.
In the Configure columns window, if this column is moved to Selected column and Ok button is clicked, the User Groups is displayed as a column in the table (displayed as CSV list if more than 1 User Groups are added).
The User Groups column will display the User Group Name as value.
Add 'Updated On' column to Communication Types added on a record
We have introduced a new column to help partners and IT Systems users log when a communication value is updated.
When the user navigates to Communications sublist and clicks the configure columns option:
There is a new column called Updated On.
This column is not selected by default when Restore Defaults is clicked.
The user can add this column to their sublist.
If user updates any of the Communication types by clicking the Edit button on a row and then saving changes, the Updated On column displays the Updated On date time stamp (date and time of when the communication type was updated).
Placement and Job Documentation Email Pop Up Fields - control from SQL
We have introduced the ability to customise the email process when sending Placement or Job Documentation, giving consultants more control over the content and recipients of their emails.
When a user navigates to Contract/Permanent Jobs or Placements ; Documentation Tab ; + ; Email ... Docs:
Dev Services can customise a stored procedure:
Custom.GetPlacementDocumentEmailDetails
Custom.GetJobDocumentEmailDetails
These stored procedures receive:
The default TemplateId (from the dbo.Registry table or default email template)
The email subject
The initial To email addresses
Other relevant data such as PlacementId, JobId, ApplicantId, ContactId, etc.
By default, the stored procedures return the same data.
By customising these stored procedures, it is possible to:
Change the TemplateId and subject
Add to or replace the 'To' addresses
Add CC and BCC addresses
If a custom error is raised in the stored procedure (e.g. RAISERROR('message', 16, 1)), the error will be displayed in the front-end and the email window will not open.
The email body will then be merged as usual using the specified template.
Contract Rates Effective & Expiry Dates to be added by default to Overtime Rates
We have introduced enhancements to support businesses that do not use Central Rates Management by allowing effective and expiry dates to be inherited from Contract Rates when setting up Overtime Rates.
When a user navigates to Client record ; Financial ; Contract Rates and adds a new Contract Rate Overtime from an existing Contract Rate with effective and/or expiry dates:
In the Contract Rate Overtime window, the Effective Date and Expiry Date fields display the dates from the Contract Rate.
When the Save button is clicked, the Contract Rate Overtime is saved correctly with the effective and expiry dates.
Adds a new Contract Rate Overtime while in Edit or New mode:
In Edit mode: selects an existing Contract Rate and clicks the ✚ button on the Contract Rate Overtime sublist.
In New mode: clicks the New button on the toolbar, adds Contract Rate details with effective and/or expiry dates, and then clicks the ✚ button on the Contract Rate Overtime sublist.
In both cases, the Effective Date and Expiry Date columns display the dates from the Contract Rate.
When the Save button is clicked, the Contract Rate Overtime is saved correctly with the effective and expiry dates.
Views the Effective and Expiry Dates by default:
When clicking Configure Columns on the Contract Rate Overtime sublist and selecting Restore Defaults:
The Effective Date and Expiry Date columns are selected by default and added to the end of the list.
These columns can be removed if needed.
Reports using Business Growth sub-list columns are not listed as comma delimited lists
We have introduced enhancements to improve reporting by displaying certain Business Growth fields as comma-separated values, helping avoid duplicate lines for the same client.
When the user navigates to Reports ; Create a new report (with the Report Creator role) and selects the Client entity, the following fields are available and display values as comma-delimited lists:
Key Competitors
Peak Periods
Business Growth Users:
The following entities are no longer available:
Client Sales Pipeline Key Competitors
Client Sales Pipeline Peak Periods
Client Sales Pipeline Users
Previously, if a client had multiple entries under these fields, the report would generate multiple lines per client. This update consolidates those values into a single line for easier reading and analysis.
Updating Expiry Date on a Rate period to update Expiry Date on linked Client Rates
We have introduced a new permission to give selected users more control over managing centralized rate periods across linked clients.
When a user with the appropriate role navigates to Options ; Accounts ; Roles, they can now add a new permission called Permission to update Rate Period Expiry Date across linked Clients.
If this permission is applied, and the user goes to Options ; Manager ; Master Types ; Rates Management, selects a contract with a period, and edits the Expiry Date, they will see a confirmation message:
You are updating the expiry date for this period. Would you like to apply this change to all Clients currently assigned this Contract Rate?
Note: Clients with Rates that differ from the Central Rate will not be affected.
Clicking Yes or No will close the message and update the expiry date. If Yes is selected, the expiry date is also updated for all linked client rates (including overtime rates), provided:
Loaded from Central Rate is ticked, and
Different from Central Rate is unticked.
A success message confirms the update:
Client Rates updated successfully.
If the permission is not applied, users can still edit the expiry date, but the change will not flow down to client rates.
Add a new option to Replace existing Contract Rate on a Placement
We have introduced a new permission to allow selected users to replace the Contract Rate on a Placement, helping businesses that don't use Central Rates Management to ensure the correct rates and dates are applied.
When a user navigates to Options ; Accounts ; Roles and selects a role, they can now add a new permission called Permission to replace Contract Rate on Placements.
If this permission is applied (and the user doesn't have the Contract Placement Create restriction), a new Replace Contract Rate option appears under Placements ; Contract Placements ; Action. This option is only enabled when:
A Contract Rate is already set on the Placement
No records are selected using tick boxes in list view
The required permission is applied and the restriction is not
If the user clicks this option:
If they don't have edit access, a message appears:
You cannot edit this Placement.If shift-level rates exist, a message appears:
You cannot replace the existing Contract Rate as there are Shift Level Rates added.If timesheets exist and the Use default Placement Shift Rates for Timesheet creation feature toggle is enabled, a message appears:
You cannot replace the existing Contract Rate as the Placement contains Timesheets which use the default Placement Shift Rates.If the toggle is not enabled and timesheets use existing rates, a message appears:
You cannot replace the existing Contract Rate as the Placement contains Timesheets which use the existing Rates.If timesheets exist but don't use the existing rates, a warning appears:
The Placement contains Timesheets. If you update the Rate, the new Rate will be applied to any Timesheet hours added going forward. Do you still wish to proceed?"
Clicking Yes opens the Contract Rates window.
Once a new Contract Rate is selected and confirmed, the following updates occur:
Contract Rate, Charge Rate, Charge Unit, and Pay Rate fields are updated on the Placement
Any existing Overtime Rates are removed and replaced with those from the selected Contract Rate
Overtime Effective and Expiry Dates are updated accordingly
If no timesheets are linked to the Placement, the warning does not appear and the Contract Rates window opens directly.
Export process from Table View after applying Column Filters
When navigating into table view for any screen throughout Access Recruitment CRM and applying one or more column filters, this will reduce the list based on the filter criteria.
The subsequent export of records now respects the applied filters and will only export records that are currently visible.
Export process from Table View after applying Quick Search
When navigating into table view for any screen throughout Access Recruitment CRM and applying a quick search to filter the list, this will reduce the list based on the search criteria.
The subsequent export of records now respects the applied search criteria and will only export records that are currently visible.
Add Contact Mail Priority in configure columns
When a user is in the Contact Form (table view) and clicks Configure Columns, a new column called Mail Priority is available.
This column shows the Mail Priority value from the Contacts ; Details tab.
It is not selected by default when clicking Restore Defaults.
If no value is set for a contact, the column will appear blank.
Add Placement Cost Centre on Timesheet Config Columns
When a user is in the Timesheet form (table view) and clicks Configure Columns, a new column called Placement Cost Centre is available.
When selected, it displays the Cost Centre from the associated Placement ; Details tab.
This column is not selected by default when clicking Restore Defaults.
If no value is set, the column appears blank.
Add additional columns in Placement Table view
When a user is in the Placement form (table view) and clicks Configure Columns, the following columns are available:
Job ID: displays the Job ID from the Job linked to the Placement
Job Ref No: displays the Job Ref from the Job linked to the Placement
Placement Type: displays the Placement Type from Placement ; Details tab
When selected, these columns show their respective values in the table view. If no values are present, the columns appear blank.
Job ID and Job Ref No are not selected by default when clicking Restore Defaults.
Placement Type is selected by default and already exists as a default column for Permanent Placements, no changes have been made to its configuration.
Add 'User Groups' column in Configure Columns window
When a user switches to table view in any major entity form (Applicants, Clients, Contacts, Contract Jobs, Permanent Jobs, Contract Placements, Permanent Placements) and clicks Configure Columns, a new column called User Groups is available in the Available section.
This column is not selected by default when clicking Restore Defaults.
If moved to the Selected section and confirmed with OK, the User Groups column appears in the table view.
If multiple user groups are linked, the column displays them as a comma-separated list.
The column shows the User Group Name based on entries added in the Consultants tab of each form:
Applicants: Consultants tab ; User Groups sublist
Clients: Consultants tab ; User Group sublist
Contacts: Consultants tab ; Groups sublist
Contract Jobs: Consultants tab ; User Group sublist
Permanent Jobs: Consultants tab ; User Group sublist
Contract Placements: Consultants tab ; Placement Consultant User Groups sublist
Permanent Placements: Consultants tab ; Placement Consultant User Groups sublist
Each entry is added by selecting a User Group and User Relationship, then saving. If no user groups are linked, the column appears blank.
Control user access to HireAra tab
When a user navigates to Tools ; Integrations ; HireAra (tab), a new sublist called HireAra User Mappings appears below the existing fields. This sublist includes two columns:
User: displays the user's full name
Email: displays the user's email address
To add a user, click the ✚ button. This opens a pop-up titled HireAra Users, which includes:
A mandatory User field with a magnifying glass icon to open the user picker
The picker shows: User ID, Display Name, Job Title, and Email Address
Only one user can be selected
Validation messages:
If no user is selected:
You must enter the userIf the user is already in the list:
User has already been mapped. Please select a different user
Clicking Save and New adds the user and reopens the form.
Clicking Save adds the user and closes the form.
A dustbin icon allows removing the selected user and choosing a new one.
The sublist also includes:
A Refresh button to reload the list
A Settings button with options:
Configure Columns:
Default columns: User, Email
Optional columns: Created On, Created User, User ID
Clear Criteria: removes all filters
Reset Sorting: clears any applied sorting
Each row has a 3-dot menu with a Delete option. Clicking it opens a confirmation pop-up:
Are you sure you wish to delete the record?
Clicking Delete removes the user from the list.
When a user navigates to Applicants ; More (tab), the HireAra tab is only visible if their user is listed in the HireAra User Mappings sublist.
If not, a pop-up appears with the title HireAra Required Fields and the message:
Please request your email to be mapped in (Tools ; Integrations ; HireAra ; HireAra User Mappings)".
Clicking Ok closes the message, and the iframe displays:
Incomplete HireAra setup in (Tools ; Integrations ; HireAra). Your Email Address and Username needs to be added against your Access Recruitment CRM user account in the HireAra User Mappings sublist.