{"id":70853,"date":"2021-02-04T18:39:41","date_gmt":"2021-02-04T18:39:41","guid":{"rendered":"https:\/\/www.bullhorn.com\/uk\/?post_type=customer_blog&#038;p=70853"},"modified":"2021-02-04T18:39:41","modified_gmt":"2021-02-04T18:39:41","slug":"keeping-your-database-clean","status":"publish","type":"customer_blog","link":"https:\/\/www.bullhorn.com\/uk\/customer-blog\/keeping-your-database-clean\/","title":{"rendered":"Webinar Breakdown: Best Practices: Keeping Your Database Clean"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">If you missed our recent webinar, <em>Best Practices: Keeping Your Database Clean<\/em>, this blog is for you. Keeping your database clean and organised ensures your searches will be more effective, your database will remain uncluttered, and your processes will be streamlined. The cleaner your database is, the better your searches and placements will be.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Read on for tips and guidelines on keeping your database clean:<\/span><\/p>\n<h3>Searching Your Database for Records You Want to Update\/Delete<\/h3>\n<p><center><iframe loading=\"lazy\" width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/n-nLrPMd2mI?start=105\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/center>&nbsp;<\/p>\n<h4>Identify Records Without Email or Phone Number<\/h4>\n<p><span style=\"font-weight: 400;\">1:45: It\u2019s important to look for any records that do not have an email address or phone number because records without contact information &#8211; even if they might be the perfect fit for the role or a great contact &#8211; don\u2019t have a way to get in contact with. You should either update their contact information or remove them from the database.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To find records without an email, click on <strong>Search &gt; Additional Criteria &gt; Work\/Primary Email &gt; Exclude<\/strong> and input <\/span><i><span style=\"font-weight: 400;\">*@ <\/span><\/i><span style=\"font-weight: 400;\">to identify those records <\/span><i><span style=\"font-weight: 400;\">without <\/span><\/i><span style=\"font-weight: 400;\">an email address while excluding <em>those<\/em> with an email address.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h4>Identify Records Without Phone Number<\/h4>\n<p><span style=\"font-weight: 400;\">5:00: To find records without a phone number, click on <strong>Search &gt; Additional Criteria &gt; Direct Phone &gt; Exclude<\/strong> and input <\/span><i><span style=\"font-weight: 400;\">*0, *1, *2, <\/span><\/i><span style=\"font-weight: 400;\">and so on to identify those records <\/span><i><span style=\"font-weight: 400;\">without <\/span><\/i><span style=\"font-weight: 400;\">a phone number while excluding those with a phone number on their record.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h4>Identify Records Without Email Address AND Phone Number<\/h4>\n<p><span style=\"font-weight: 400;\">6:05: To find records without either a phone number or email address, use both search filters mentioned above to identify those records that do not have either pieces of contact information.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h4>Update Records Without Email Address and Phone Number<\/h4>\n<p><span style=\"font-weight: 400;\">7:15 Once you\u2019ve identified the records with missing information, you can add the email address or phone number directly from the list view by hovering over the <strong>right-hand corner of the field and using the in-line edit tool<\/strong> to input the data from there rather than having to click into each record.<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">Note: if you do not see the edit icon, please reach out to Bullhorn Support.<\/span><\/i><\/p>\n<p>&nbsp;<\/p>\n<h4>How To Clean Out Old Records<\/h4>\n<p><span style=\"font-weight: 400;\">8:46: To find records in your system that are old or that you have not had contact with recently, navigate to <strong>Search &gt; Additional Criteria &gt; Date Last Modified<\/strong>.\u00a0 Depending on your search needs, you can pick a specific date or timeframe to search within, before, or after.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Alternatively, you could use <strong>Advanced Note Searching,<\/strong> and input Does Have &gt; Date Added to find records that have not had a Note added in a given time period. Because you are still searching with a date or timeframe in mind, you can again choose a particular date to search against.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3>Archiving and Deleting Records<\/h3>\n<p><center><iframe loading=\"lazy\" width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/n-nLrPMd2mI?start=755\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/center>&nbsp;<\/p>\n<h4>Archive or Delete Old\/Outdated Records<\/h4>\n<p><span style=\"font-weight: 400;\">12:35: Once you\u2019ve found the old or outdated records, you can mass archive the records from the list view.\u00a0 Click the checkbox on the lefthand side to select all records and then click <strong>Selected &gt; Change Status &gt; Archive<\/strong>. Only Bullhorn Administrators can mass delete records. If you are your company\u2019s Bullhorn Administrator, you can mass delete records by clicking <strong>Selected &gt; Mass Delete.<\/strong><\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">Note: If you cannot mass update records, please reach out to your Bullhorn Administrator or Bullhorn Support.<\/span><\/i><\/p>\n<p>&nbsp;<\/p>\n<h4 style=\"text-align: center;\"><span style=\"color: #009bdf;\"><strong>Trainer <span style=\"color: #009bdf;\">Suggestion:<\/span> Archiving records is preferable to deleting records since archived records are still on your system but won\u2019t show up in a list view or Fast Find unless you specifically search for that record. If you delete records, you cannot quickly get that information back or find it easily in a search. <\/strong><\/span><\/h4>\n<h4 style=\"text-align: center;\"><span style=\"color: #009bdf;\"><strong>That being said, it is a best practice to delete records that are incorrect or were added in error to ensure your database remains organised.\u00a0<\/strong><\/span><\/h4>\n<p>&nbsp;<\/p>\n<h4>Searching for Archived Records<\/h4>\n<p><span style=\"font-weight: 400;\">15:21: To find records that have been previously archived, from a list view, you can filter the <strong>Status<\/strong> column by <strong>Archive<\/strong> to access archived records. You can edit the record in-line to move the candidate back to <strong>Active<\/strong> by clicking the checkbox and using the <strong>Selected<\/strong> menu to update the record\u2019s status.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3>Tips and Tricks for Keeping a Clean Database<\/h3>\n<p><center><iframe loading=\"lazy\" width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/n-nLrPMd2mI?start=970\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/center>&nbsp;<\/p>\n<h4>How to Merge Duplicate Records<\/h4>\n<p><span style=\"font-weight: 400;\">16:10: If you have duplicate records, the best thing to do is merge the records. Once you determine which record should be the primary record &#8211; ideally the record with the most emails tracked, notes, etc. &#8211; navigate to <strong>Actions &gt; Merge Records<\/strong> and input the ID number or name of the record you want to merge with.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Merging records is irreversible, so ensure you have the correct records inputted or check with your Bullhorn Admin before proceeding.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h4>How to Prevent a Messy Database<\/h4>\n<p><span style=\"font-weight: 400;\">18:28: One key recommendation is to ensure you have the <strong>required fields<\/strong> for key pieces of data in your records. Find a good balance to ensure that not <\/span><span style=\"font-weight: 400;\">t<\/span><span style=\"font-weight: 400;\">oo many records are required <\/span><span style=\"font-weight: 400;\">so recruiters can remain consistent with adding important candidate information.\u00a0<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">19:50: Only Bullhorn Administrators can set up required fields. To do this, click Menu &gt; Admin &gt; Field Mappings, <\/span><\/i><span style=\"font-weight: 400;\">select the entity you need, and tick the box for the field you want to be required.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h4 style=\"text-align: center;\"><span style=\"color: #009bdf;\"><strong>Trainer recommendation: Email and Phone Number are two key fields to mark as required, but Post Code is also useful in conducting radius searches.\u00a0<\/strong><\/span><\/h4>\n<p>&nbsp;<\/p>\n<h3>How to Use the Skills and Industry Fields<\/h3>\n<p><center><iframe loading=\"lazy\" width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/n-nLrPMd2mI?start=1317\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/center>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">21:57: The <strong>Skills<\/strong> and <strong>Industry<\/strong> fields &#8211; which may be called <em>Business Sectors<\/em> in your system &#8211; are beneficial because when shortlisting candidates against a job record, the categories, skills, and industry fields all pull from the same pool of data. When you add a candidate record, include data in these fields to make searching for applicable positions easier.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you search your candidate database, you can search specifically by the category, skills, or industry fields to get more accurate results for the role you\u2019re shortlisting candidates for. This often leads to a speedier recruitment process and a better overall experience for both candidates or clients.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<h4 style=\"text-align: center;\"><span style=\"color: #009bdf;\"><strong>Trainer suggestion: Make the Skills field a required field to make your searches more effective and accurate for each role.\u00a0<\/strong><\/span><\/h4>\n<p>&nbsp;<\/p>\n<h3>Question &amp; Answer<\/h3>\n<p><center><iframe loading=\"lazy\" width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/n-nLrPMd2mI?start=1497\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/center>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Still have questions? Check out the Q&amp;A section of the webinar to see if any attendees asked the same! Here are a few of the attendee questions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">24:57: Is it possible to search for candidates without an email and\/or phone number in one search?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">26:42: If we have thousands of records we need updating, can someone at Bullhorn do this for us?<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Explore upcoming webinars on our <\/span><a href=\"https:\/\/www.bullhorn.com\/UK\/events\/?LS=Website&amp;LSD=CustomerBlog_UK&amp;LA=CustomerBlog_UK_21_02_04&amp;LAD=CustomerBlog_UK_21_02_04_webinar_breakdown_clean_database&amp;utm_source=customerblog_uk&amp;utm_medium=website&amp;utm_campaign=customerblog_uk_21_02_04_webinar_breakdown_clean_database\"><span style=\"font-weight: 400;\">Events &amp; Webinars<\/span><\/a><span style=\"font-weight: 400;\"> page.<\/span><\/p>\n<hr \/>\n<a href=\"https:\/\/www.bullhorn.com\/uk\/subscribe-to-blog\/?LS=Website&amp;amp;LSD=CustomerBlog_UK&amp;amp;LA=CustomerBlog_UK_21_02_04&amp;amp;LAD=CustomerBlog_UK_21_02_04_webinar_breakdown_clean_database&amp;amp;utm_source=customerblog_uk&amp;amp;utm_medium=website&amp;amp;utm_campaign=customerblog_uk_21_02_04_webinar_breakdown_clean_database\" data-ol-has-click-handler=\"\"><img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.bullhorn.com\/wp-content\/uploads\/2020\/12\/tips_and_tricks_V2.jpg\" alt=\"\" width=\"1351\" height=\"291\" class=\"aligncenter wp-image-70826 size-full\" srcset=\"https:\/\/www.bullhorn.com\/wp-content\/uploads\/2020\/12\/tips_and_tricks_V2.jpg 1351w, https:\/\/www.bullhorn.com\/wp-content\/uploads\/2020\/12\/tips_and_tricks_V2-768x165.jpg 768w\" sizes=\"auto, (max-width: 1351px) 100vw, 1351px\" \/><\/a>\n","protected":false},"excerpt":{"rendered":"<p>Check out these tips and guidelines on how to keep your database clean and how to ensure your records remain organised and easily accessible.<\/p>\n","protected":false},"author":163,"featured_media":70854,"parent":0,"menu_order":0,"template":"","class_list":["post-70853","customer_blog","type-customer_blog","status-publish","has-post-thumbnail","hentry","customer_blog_category-learning"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Keeping Your Database Clean | Best Practices | Bullhorn UK<\/title>\n<meta name=\"description\" content=\"Check out these tips and guidelines on how to keep your database clean and how to ensure your records remain organised and easily accessible.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.bullhorn.com\/uk\/customer-blog\/keeping-your-database-clean\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta 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