Companies are crucial for any recruiter, and recording and maintaining accurate data is of great benefit. It will aid in searching for companies, for example those in particular industries or those you want to target for business development.
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Starting Points & General Information
There are a number of places from which you can start creating a company record. e
- You can choose to open the new company form using the option in the Main Menu.
- You can create new companies via the New Record Hub, accessed via the Navigation bar (see related article).
- When in the process of creating any new record you can click the plus icon in the top right.
- From a relevant email in the inbox you can choose to create a new record (see below).
There are three mandatory fields when creating a company record as shown below, however, you can stipulate additional fields to be mandatory in the itris Management Utility (IMU), please see related articles for more information.
- Company Name
- Either Address, Postal Code or Address Location
Creating the record
When you have entered all the mandatory details and any additional information you will be able to create your company record. If any fields require validation, or mandatory fields have not been completed the Validation (exclamation mark) icon will show.
If itris recognises any potential duplicates it will let you know. See the section below for duplicates.
Creating a Company record from email
When adding a company record from an email, you will get an additional tab in the creation window called Email, from here you can drag and drop (or copy and paste) data into the new company window. This will be useful if the company has included any information about themselves such as work hours etc.
Unless disabled in your itris Preferences (see related article), once you've added a company name itris will run a google search for that company. You can then view their website, twitter account, LinkedIn account etc and use any relevant information to complete the company record. For example, you can drag over their company logo to be their itris profile picture, drag and drop (or copy and paste) the About information into the Summary tab or simply cross reference their address.
You can store a profile picture, normally a logo, against your company records in itris. As mentioned above you can copy this from their website, Twitter or LinkedIn, additionally, if you have one on file you can upload it. If you don't have a picture/logo to use for your company the picture profile area will display their initials. The colour of the circle will be linked to the Status assigned to the company. See the related article Data | List Items | Company & Contact for more information.
There is a plethora of data fields available in the details area, much of which can be used for searching, such as address, industry, company size etc.
You can add your company to one or more groups, including your favourites, link the record to their parent company (as long as that record exists in itris), select the company status (list item) and set the sector.
You will need to enter details in at least one of the location fields (Address, Postal Code, Location), you don't have to add all three. If you add more than one of these three, it will accumulate them into the same address details on the saved record. Once saved you can also add in additional addresses, and all three pieces of data are also searchable.
See the Locations Assignment related article for more information.
When adding in the email and telephone numbers note the drop down lists which enable you to specify which type of email/phone number you are adding. These lists are specified by you in the IMU, see the related article for more information.
Once the record is created you can add further communications, see the related article for more information.
Industry & Business Type
Industries and Business Types can be created in the itris Management Utility (IMU) within the Data area, please see the related article for more information.
Having this information on a company record can very useful for organisation of data and assist with searching. You may wish to search all companies on your database that are within the Travel Services under the Leisure & Hospitality sector, by being able to search this within itris, it can potentially aid you in generating further business in that industry.
The Recruits For list is used to categorise jobs, for example jobs such as Brand Journalist, Blogger, Column Journalist, Photo Editor etc, might be categorised as the job function Journalism. You can then indicate which categories of jobs the company you are adding might have. If you have a long list you can use the filter at the top by typing what you are looking for.
The Recruits For list references the Job Functions list which is created in the IMU, see the related article Data | List Items | General.
Keywords are used simply to identify a specific record, for example, you may use keywords to note specific skills or attributes associated with the work taking place at a company. They make searching for records quicker and more efficient.
The creation and management of keywords occurs in the IMU, as this will allow you to centrally control the keyword data in itris.
See the Keywords Assignment article for more information on manually assigning keywords, ratings and Lifetimes/Obtained on.
A Custom Field is a custom piece of data defined by your organisation to cater for data that itris does not accommodate. Custom Fields allows you to customise itris to work alongside your business and workflow, and are searchable fields.
Custom fields are created and managed via the itris Management Utility (IMU) Data area.
Please see the related article for more information on assigning custom fields.
Assignees are used to associate a user or users with a record as either an Owner, Watcher or FAO (for the attention of), and are searchable. See the related article for more information.
The summary area is a blank canvas where you can start making notes about the company, often the About Us content from the company's website is added here.
It doesn't have to be one long text stream, you will see that you have lots of formatting options too.
This is also a searchable area, so if you later remember you made a particular note about a company, but just can't remember who, you can run an advanced (Boolean) search of the summary area for each record type.
In databases, it is inevitable that somebody will try to create a duplicate record. To avoid this possibility, when adding an company record the following fields will be used to check for duplicate records
- Company Name including Known As names
- Web Address
- Business Phone
When adding in a possible duplicate record the duplicate semi-modal will open, listing any possible duplicates on the left with their record card on the right to help you determine if it is a duplicate. Using Go To will take you to the possible duplicate record, asking you first if you wish to discard the new company entry.
If you close the duplicate semi-modal the Possible Duplicates button will remain at the foot of the window, indicating the number of possible duplicates. You can return to the duplicate semi-modal any time by clicking this option. If you choose to register the record you will be asked to confirm it is not a duplicate before continuing.
- Communication Assignment
- Company Record
- Custom Field Assignment
- Data | Communications
- Data | Custom Fields
- Data | Industries
- Data | Keywords
- Data | List Items
- Data | Locations
- itris Preferences | New Records (user)
- Keyword Assignment
- Location Assignment
- New Record Hub
- Record Groups
- Settings | General Settings
- Umbrella Companies