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Groups - Creation, management and use


Newer releases of Influence Professional (Ver. onward) have the facility to add GROUPS.
GROUPS are sets of candidates (or Contacts, Vacancies or Companies) that users can create which can then be used for matching or further searching.   For information on sharing groups click here and for examples of using groups click here. You can click here for information about using groups to filter a candidate search.

After Version Groups allows setting of  Values (fields), Status, Owner and Notes (text) or Opting IN/OUT/Asking about a Policy for all members of the Group. 

From version there is the ability to archive documents to a specified folder for all members of a GROUP.  

From version users are able to Set Text for a Group of candidates using the properties of the Group

From Version or later users are able to make GROUPS for 'other' Objects.
e.g. The [Vacancy] workbench allows users to create Groups of Vacancies, Companies, Contacts or Candidates.

Creating Groups from the Workbench

The following workbenches allow the use/creation of GROUPS


Within the Favourites bar you will see some new selections relating to GROUP management. Clicking the small [+] next to any item will expand that section.


[Refresh]           This will rebuild the list of groups after any changes/new groups are added 

[New]                  This will allow you to create a new group.

[Select]                 Clicking this will turn select mode on or off; With Select on users can click on multiple candidate names from the workbench and then add the selected candidates to a group. Selected candidates are displayed with a yellow highlight as well as a [tick] to indicate they have been selected.

[Show]                 This lists all the groups available to you and the number of records in the group. Clicking a group will display all the candidates in that group.
If a group is being displayed the name of the selected group is shown at the top left of the workbench.
From v1.00.17.019 right-clicking a group will allow you to specify an Importance. Groups are sorted alphabetically in importance order

[Add To]              Adds all displayed candidates into the chosen group <or> if Select Mode is on then the system will add the selected candidates to the chosen group.

[Remove From] Removes all displayed candidates from the chosen group <or> if Select Mode is on then the system will remove the selected candidates from the chosen group.

[Delete]           Completely removes a group and all its members.

[Properties]        This allows you to control details about a group such as the name, access control, etc.   Using this section it is possible to share groups with others.   (NB: Sharing of Groups is only available from Ver or later)


From v1.00.21.089 or later workbenches allow creation of 'Other' Group Types

Allowed GROUP Types
[Companies] Companies, Contacts
[Contacts] Contacts, Companies
[Candidates] Candidates, Contacts
[Vacancies] Vacancies, Companies, Contacts, Candidates

Example: From the [Vacancy] workbench you can now make a GROUP of Vacancies, Companies, Contacts or Candidates. 

This means you could create a GROUP containing a list of all Companies who currently have a Vacancy at the 'Offer' Stage, and then export or use that Group for further analysis or marketing.

Group Management from within Records

The following records have a new ‘Group Management’ icon at the top of the screen.
- [Candidates],   [Companies],   [Contacts] and   [Vacancies]

At the top of a record a new Groups icon has been added to the toolbar. This allows you to add the current record  to existing Groupscreate a new Group or remove them from existing Groups.

Add to New                        Choosing this option opens a window to allow a new group to be created, and adds the current record to the newly created group.

Add To ‘xxxx’                     this option will add the current record to an existing group.

Group Manager               allows you to either add or remove the current record from multiple groups at once.

Another useful icon in the toolbar is the 'Selection' box.

[  ] Selection                        Ticking the box turns on SELECT mode on the workbench, and allows you to begin selecting records. Use the t u buttons to page Fwd/back through a list and select records in turn.

NB: The group drop-down will only show a maximum of 20 groups - if you have more than this setup then only the first 20 will be shown. To access other groups use the Group manager option within the drop-down.

How to Match Candidates to a Vacancy using Groups

The new Groups facility is ideal for creating MATCHES. You can use a Group of candidates and match then to various jobs, or you can create a Group of Vacancies then go into an assortment of candidates and easily MATCH them to this selection of vacancies.

1)      MATCH Candidate to a Group of Vacancies.

Go to the candidate record and select the MATCHES page of their record. Use the Groups drop-down to select a pre-created group of Vacancies then press the [Create] button to create a match to each vacancy.


2)      MATCH Groups of Candidates to a specific Vacancy.

Go to the relevant Vacancy record and select the MATCHES page. Use the Groups drop-down to choose one of your candidate Groups and click the [Create] button to create a set of candidate matches.


Allocating Attributes (Skills) using Groups

(This feature is only available if using Attributes – it is not applicable to older ‘Key Coding’ systems)
It is possible to create a group (Candidates, Clients or Contacts) and then use the Attribute Toolkit to assign a particular attribute or skill to the chosen group.

Choose Maintenance > Tools > Attributes Toolkit. Once open, select an attribute from the left.
Then choose the TYPE of group and a Group using the drop-down menus at the bottom right. Finally, Use [Add] or [Remove] to add or remove the Attribute from the group members.



Having assigned (or removed) the attribute to/from the group, press [OK] to exit the option and return to the Workbench.

For examples of how to use groups, click HERE

Sharing Groups

For a guide in how to share groups with other users please click HERE

Archiving documents for members of a Group

Open the Group properties, click the 'archive documents' icon at the top right and then specify a folder path on the server.

NB: This facility is only available after release

Using a Group to Set Text

(Feature available from Ver or later)
It is possible to create a candidate Group, and then use the Properties of the GROUP to 'Set Text' for all the members of the Group. This facility is only possible when logged in with the UserID "ADM".

i) Create a Group of candidate and give the Group a name.

ii) Go to 'Properties', select the Group, and click the 'Set Text' icon. (It is a small notepad, see below)

iii) Once the Set Text screen appears, type the text that you wish to set, then use the Drop-down to select the type of text you wish to set.

- Text on the [CV] tab of a candidate record. (Useful if you have no CVs)
- Text on the [Summary] tab, [Headhunt] tab, [Profile] tab or [Source] tab of a candidate record (if Displayed).
- Any 'Warning' note Text or 'Free Text' type notes (230)on the candidate record.  (See above)

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  1. Graeme Orchard

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