Start Exploring RBox

Summary
This article describes the basic functionality of the Product to enable a new user to begin working with and setting up of their RBox database. This article will help familiarize the user with the important features of the product, build an understanding of the structure and flow in the product, and enable the user to use the application efficiently and effortlessly.

Key goals of this article are:

1. To make the user understand the basic working of the Product.
2. Getting familiar with the key features of .
3. To assist the user in configuring important system options to be used by all team members.

It covers the following sections where each section addresses one key goal of this article:

1. Navigating through Sample Data
2. Importing Old Placement data
3. Adding New data in RBox
4. Configuration options
5. Other Important configurations

A. NAVIGATING THROUGH SAMPLE DATA

Whenever a new account is setup, it comes with Sample data of Candidates, Contacts, and Clients. The purpose of Sample data is to make the user familiar with the product during the initial stages of usage on how to work on the data available. You can Edit and take actions on this sample data to get a hold on the working of the product or even delete it before starting work on your actual data.

The initial step towards RBox application is to navigate through the Sample data given in the Product so that you can get an idea of how to use the Product by browsing through the following objects:

1. Candidates

All the Candidates of your database can be viewed by expanding the 'Candidates' folder node in the Workbench. Added candidates are displayed in the list view when you expand Public Pool and click on 'Added' node.

2. Business Relationships Data: Contacts, Clients, and Vendors

All the Clients/Vendors and their related Contacts can be viewed by expanding the 'Business Relationships' folder node in the Workbench. They are further categorized as Current and Lead type.

Note that Vendors are available only in the Enterprise edition, and is used for managing sub-vendors.

B. IMPORTING OLD DATA INTO RBOX

When shifting from an existing placement product to RBox, you would want to migrate your candidate resumes, client details and contacts etc into our product. RBox supports importing the following types of data in bulk using MS Excel files:

• Candidate Details
• Candidate Leads (Headhunting, Walk-ins)
• Client company details
• Vendor company details
• Contact person details (for client/vendor)

Note that, only CSV and XLS file formats are supported by RBox’s Import from XLS feature.

Location of the Feature: Go to the Appbar, point to the Tools menu and click on the menu option ‘Import XLS and CSV Data’.

Help-center Article: This Section covers the articles on How to import the objects through XLS.

C. ADDING NEW DATA IN RBOX

To start working on your placement process, you need to first add Candidates, Clients, Contacts etc into the Product. RBox allows you to add New Candidates, Contacts, Clients, and Vendors in the most efficient and simple manner.

1. Candidates

RBox allows you to add Candidates manually as well as to import candidates directly into the product. These candidates can then be shortlisted in the relevant jobs according to your requirements.

a. Importing Resume files from Desktop: In the page that comes up after clicking on the ‘Import Resumes from Desktop’ menu option, use the 'Choose File' buttons to select the resume files to import by browsing to the folders. This tool will then automatically parse the candidate details from the given resume files and add them to the database.

Location of the Tool: Go to the Appbar, point to the Tools menu and click on ‘Import from Desktop’ menu option.

Help-center Article: Get more information about How to Import candidates.

b. Adding Candidates Manually: You can manually add and edit candidate information in RBox. The New menu option allows adding new candidates while Power View can be used for editing.

Location of the Feature: Go to the Appbar, point to the New menu and click on the menu option ‘Candidate’ for adding a new candidate.

Help-center Article: Click on this link to learn How to Add/Edit candidates manually.

2. Business Relationships Data: Contacts, Clients, and Vendors

You should first add Contacts, Clients and Vendors (if any) so that placement process can be carried out properly.

These objects can be added manually from the New menu in the Appbar, or can be added in bulk by using Import from XLS/CSV feature in the product.

Location of the Feature: Go to the Appbar, point to the New menu and click on the Client or Contact or Vendor to add them to your database.

Help-center Article: Launch this link to know more about how to add New Contacts.

Help-center Article: Visit this link to know more about how to add New Clients.

Help-center Article: Click on this link to know more about how to add new Vendors.

D. Configuration Options

The initial configuration involves setting up system settings and options to align with your organization's processes and data requirements.

1. Users and Teams

The following needs to be created in the product to allow other users of your team to be able to use the system:

a. Users

Each User should have a User Account created in the product. The number of user accounts you can create depends on the number of licenses you have purchased.

Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the User Management folder in the Navigator and click on ‘Users’. You can add new Users from the ‘New’ action given in the File menu.

Help-center Article: Get more information on how to Add new Users in the database.

b. Functional Teams

A Functional Team is equivalent to a placement team in your organization. Members of such a team work together on a set of Jobs under a manager.

Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the Team Activity folder in the Navigator and click on ‘Functional Teams’. To add new functional teams in your database, click on the ‘New’ action given in the File menu.

Help-center Article: Get a broader view of How to Configure New Functional Teams.

2. Email Templates

There are pre-defined email formats for common types of messages sent frequently such as birthday greetings to candidates, request for updated resumes from candidates, etc.

Location of the Feature: Expand the Email folder under Configuration->System Configuration and click on ‘Templates’. New menu action is given in the list view to add new Email templates in your database.

Help-center Article: Learn how to Configure New Email Templates in RBox.

3. Resume Forwarding Configuration

This includes the options to automatically generate the Header/Footer when forwarding resumes from RBox:

a. Header/Footer using Company Logo:

Your organization’s logo and Contact details can be set in Branding section under System settings of System Configuration. This will be automatically included in the header and footer portion of each resume forwarded. You need to add this either as a scanned image in the product (e.g. .jpg, .gif, .bmp etc.) or as Text.

Location of the Feature: Go to the Appbar, point to Configuration menu and click on System Configuration. Now expand System Settings folder and click on Branding. You can specify Header/Footer details on this sheet.

Help-center Article: Watch this video tutorial which provides detailed information about Adding Header & Footer while submitting resumes to Clients.

E. Other Important Configurations

You can also customize your database by configuring the following options given in System configuration:

1. User defined Fields: To add user defined fields, go to System Configuration-> Data Customization

2. File Naming templates: To configure File naming Templates, go to System Configuration-> Recruiting Templates.

F. Resources

Below mentioned are the links for some other important functionalities of RBox:

1. Configuring User defined fields: Know about how to Customize the existing views by adding User Defined fields.

2. Configuring new User Roles: Get a clear idea about How to add new User roles in the database.

3. Configuring Portal Addin for importing resumes from Job portals: Learn How to Setup and Configure the PSAN Chrome Extension.

4. Setting up Automatic Mass Mail: Learn about Automatic Mass Mail Configuration in RBox.

5. User Training video: 'https://rbox.zendesk.com/hc/en-us/articles/360005597700-RBox-User-Training-Module-1'

6. Admin Training video tutorial: ‘https://rbox.zendesk.com/hc/en-us/articles/360005655059-RBox-Administrative-Training’