Recruit Tips & Tricks

Table of Contents

Searching for a Student

Locate the Search Bar: Find the search icon in the top-right of the Recruit interface.

Enter Search Criteria: Type in any of the following:

• First Name

• Last Name

• Banner ID (Student ID, in Recruit it is referred to as ERP ID)

• Email Address

Use an Advanced Find

Advanced Find allows staff to create customized queries and data views.

Click the Advanced Find (funnel) icon.

Choose your Entity (e.g., People for student data, Applications for Application data, Application Folders for Reviewing Applications)

Select Fields to search/filter by (e.g., ERP ID, Last Name, Email, by term, programs, admit type).

(Optional) Load a Saved View to reuse previous search parameters:

• System views are Organization wide views created for you to utilize
• My Views are your previous saved views and can be shared with others or assigned to others. These views are dependent on the owner of the view.

Understanding Recruit Terminology

Before building or reviewing your view in Recruit, it’s important to understand key terms and how they relate to student data. Familiarity with these definitions will help ensure accuracy when filtering, reviewing, and managing application records.

ERP ID = Student Number

• The ERP ID (Enterprise Resource Planning ID) is the unique identifier assigned to each student in the system.

• This number ensures that each student’s data is linked correctly across Recruit and Banner.

Applications

• The Application is the form completed online by the student when applying to the college.

• It contains all the initial information submitted by the applicant, such as personal details, academic history, and program of interest.

Application Folders

• The Application Folder is where each application is stored and reviewed.

• Reviewers use this folder to approve, deny, or mark applications as incomplete based on the information provided and required materials received.

Supplementals

• Supplementals represent additional documents or information that the student must provide to complete their application.

• Staff are responsible for tracking, marking, and completing these items once they are received.

 

If you're more of a visual learner or want to see the process step-by-step, we've got you covered. Check out our video tutorial where we walk you through everything in detail.

CRM Recruit Advanced Find Tutorial

 

Creating Saved View from Advanced Find

Once you’ve built a query in Advanced Find, save it for reuse.

Steps

1. Build your query (example: Applications for Review).

2. Click Save As.

3. Enter a descriptive name (e.g., Applications to review).

4. Save for future use — your view will appear in the drop-down list under My Views.

 

 

 

 

Setting a Default Dashboard

Personalize your Recruit experience by setting your preferred dashboard.

Steps

1. From the Recruit Dashboard, open the drop-down next to the current dashboard name.

2. Select your preferred dashboard (e.g., SJR State Dashboard).

3. Click Set as Default.

4. Log out/in to confirm.

Exporting Data from a View

For reporting or sharing purposes, you can export student lists from Recruit.
Steps

1. From a saved view or Advanced Find results, open the Command Bar.

2. Click Export to Excel.

3. Choose:

   • Static Worksheet (snapshot at time of export).

   • Dynamic Worksheet (updates when reopened in Excel with connection).

4. Save the file to your computer in Excel.

Sharing a Saved View with Colleagues

How to Share a Saved View

If you’ve created a saved view that others would benefit from, you can easily share it. Just follow these steps:

1. Open Advanced Find & Go to Saved Views
Start by opening Advanced Find, then click on Saved Views to see the list of views you’ve created.

 

 

2. Select the View You Want to Share
Click on the view you’d like to share, then select "Share" from the command bar.

 

3. Add User or Team
In the sharing window, click "Add User/Team" and choose who you want to share the view with.

4. Set Permissions
Choose what the user/team can do with the view — options include Read, Write, Delete, Assign, and Share.

5. Click "Share"
Once the users and permissions are set, click "Share" to complete the process.

 

Notes on Sharing Saved Views:

• Sharing Saved Views:
  Sharing a saved view allows others to use it, but they won't be able to modify it unless you grant the appropriate permissions.

• Personal Views Are Owner-Dependent:
  Just like dashboards, personal views depend on the owner’s permissions. If your access changes, others may lose access to views you've shared.

• Need a System View?
  If the view needs to be available to all users, regardless of ownership or permission changes, please contact the CRM Team to have it created as a System View.

Creating a Personal Dashboard

Dashboards consolidate multiple views for quick access.
Steps

1. From the main dashboard screen, click New Dashboard.

2. Select a layout (2-column, 3-column, etc.).

3. Add components (e.g., Saved Views, Charts, Activity Lists).

4. Save your dashboard.

5. Use Set as Default if desired.

 

 

How to Share Your Personal Dashboard

 

Want to give someone access to your dashboard? Follow these simple steps:

1. Go to the Dashboard You Want to Share
   Navigate to your dashboard and make sure it's the one you’d like to share.

2. Click on "Share Dashboard"
   You’ll find this option typically in the top-right corner or under settings.

3. Add a User or Team
Type in the name or email of the person (or team) you want to share it with.

4.  Set Permissions
Choose the level of access you want them to have (e.g., view only, edit, full access).

Notes:

• Personal Views Need to Be Shared Separately:
  Any personal views linked to the dashboard will not be automatically shared. If others need access to those views, you must share them individually.

• Ownership Matters:
  Personal dashboards and views are tied to the owner's permissions. If your access changes, it may impact who can see or interact with the dashboard.

• Need a System View Instead?
  If you'd like a dashboard or view to be accessible across the system—regardless of personal permissions—please contact the CRM Team to request a System View setup.

 

If you're more of a visual learner or want to see the process step-by-step, we've got you covered. Check out our video tutorial where we walk you through everything in detail.

CRM Recruit Personal Dashboard Tutorial

 

Viewing Recently Accessed Records or Applications 

You can quickly return to recent work using the Recently Viewed feature:

1. Click the Recently Viewed icon at the top-right of the module homepage.

2. Within any sub-module, select the drop-down menu to view up to 25 recently accessed records.

This allows you to efficiently return to previous records, such as specific student applications.

 

 

What if I need additional assistance?

 

 To ensure proper record keeping and auditing, please fill out a Service Request Ticket using the link below:

CRM Recruit - Request Form

 

 

Strategic Communications 

• Bobby Dye: Email robertdye@sjrstate.edu or call at 904-276-6892
• Eric Whitmer: Email ericwhitmer@sjrstate.edu or call at 904-276-6834

Admissions Department at SJRState is here to help! Reach out to us by:

• Calling us at (386)312-4030
• Emailing us at AdmissionsDept@sjrstate.edu

SJRstate IT is here to help! Reach out to us by:

• Calling the Helpdesk at (386)312-4142
• E-mailing Helpdesk@SJRState.edu
• Using the Help Portal at help.sjrstate.edu , and filing a service request ticket for the appropriate service.