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How to search in your notes: Boolean & Field Search

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BOOLEAN SEARCHES

The Recruitly note system has several key fields that can be used for filtering. Watch this video for examples:



  1. notes.type: This represents the type of note, such as "Sales Call," "Meeting," or "Follow-Up."

  2. notes.comments: These are the comments or descriptions that are added to the note.

  3. notes.addedBy: This field represents who added the note (e.g., the team member's name or ID).

  4. notes.addedOn: This field shows the exact date and time when the note was created or added to the system.

  5. notes.hasReminder: This indicates whether the note includes a reminder feature that can prompt follow-up actions.


Example Search Query: Finding Recent "Sales Call" Notes

To filter notes for a "Sales Call" added in the last two days with specific comments like "Reach Out" or "Talk To," you can use an advanced search query like this:

notes.addedOn:[now-2d TO now] AND notes.comments:("Reach Out" OR "Talk To") AND notes.type:"Sales Call"
Breaking Down the Query


  1. notes.addedOn:[now-2d TO now]:

    • This part of the query filters notes added in the last two days.

    • now represents the current date and time.

    • now-2d calculates the date two days prior to the current time.

    • [now-2d TO now] specifies the date range, ensuring that only notes added within this timeframe are returned.

  2. notes.comments:("Reach Out" OR "Talk To"):

    • This section of the query filters notes based on their comments.

    • It looks for notes that contain either "Reach Out" or "Talk To" within the comment text.

    • The OR operator allows for flexibility, matching either one of the two phrases.

  3. notes.type:"Sales Call":

    • This filter ensures that only notes with the type "Sales Call" are returned.


Step-by-Step Guide to Applying the Search

  1. Open Advanced Search

    • Look for the boolean query usually located at the top of the bar.

  2. Enter the Query

    • Copy and paste the following query into the search bar:

      notes.addedOn:[now-2d TO now] AND notes.comments:("Reach Out" OR "Talk To") AND notes.type:"Sales Call"

    • Press Enter or click Search.

  3. Review the Results

    • The search results should now display all "Sales Call" notes added in the last two days that contain either "Reach Out" or "Talk To" in the comments.

  4. Refine Your Search (Optional)

    • If needed, you can further refine your search by adding more filters, such as:

      • notes.addedBy:"[Team Member Name]" to filter by who added the note.

      • notes.hasReminder:true to only show notes that have reminders set.


Additional Filters You Can Use

  • notes.addedBy:[Username]: Filter by the user who added the note.

    • Example: notes.addedBy:"John Doe"

  • notes.hasReminder:true: Filter notes that have reminders.

    • Example: notes.hasReminder:true

  • Date Ranges: You can modify the date range to be more specific.

    • Example: notes.addedOn:[2024-08-01 TO 2024-08-31] to filter notes added in August 2024.


Conclusion

Advanced search functionality in Recruitly is a powerful tool that can help you track and manage notes efficiently. By using filters like notes.type, notes.comments, notes.addedOn, and notes.hasReminder, you can easily find the exact notes you’re looking for and streamline your workflow. For more complex search queries or additional support, please reach out to our support team, and we'll be happy to assist you.


FIELD SEARCH


For recruiters who prefer a quick and simple way to search, without the complexity of Boolean logic, the "Search by Notes" option is perfect for you. Refer to the video for explanation:


If you remember adding a note with specific keywords but can't recall which candidates it's attached to, don’t worry! Here’s a step-by-step guide to help you search for notes and track recent updates:

1) Search by Notes:

  • Click on the "Choose Fields" button.

  • Select "Search by Notes" from the dropdown options.

  • Type the relevant keyword (e.g., "regarding sales") in the search bar and press Enter.

  • You’ll instantly see all records with notes containing those words.

2) Track Last Note by User:

  • Go to Advanced Filters.

  • Type "Last" in the search bar.

  • Choose "Last Note by User" to filter by the last note each user added.

    • You can filter by a particular user or use the "Not In" option to exclude certain users from the results.

3) Filter by Last Note Date:

  • In the Advanced Filters, select "Last Note Date".

  • You can filter by:

    • Specific Date: Notes added on a particular day.

    • Last X Days: Notes added in the last number of days.

    • Date Range: Notes created within a specific period.

By using these filters, you can efficiently locate important notes and track recent activities with ease!


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