JobSearch 2010
Download and Reference Guide

(This page is intended as a set of instructions for JobSearch 2010.  Please direct any questions not answered here to software@drewslair.com.)

Updated:  November 2010

Requirements

In order to run JobSearch 2010, you need a PC with the following resources:

• Windows XP Service Pack 2 or later.  This program has been verified to run on Windows XP, Windows Vista and Windows 7 systems.
• A minimum of 512 MB of RAM
• A minimum of 1 GB free hard disk space

JobSearch 2010 has been designed to accommodate a screen size of 1024 x 768 or greater.

Installation Packages

JobSearch 2010 has been designed with Microsoft Access.  For users without Access, the program is packaged with the Microsoft Office Access 2007 Runtime. This is a free version of Access that enables users to open databases and edit data without making design changes.  It is similar in concept to the Word or Powerpoint viewers except it allows for editing of data within the Access file.  If you do not have Microsoft Access installed on your system, this is the package you will need to download.

For users with Access 2002 or later, separate download packages are available which do not include the Access Runtime. 

This program is not currently compatible with versions of Access prior to Access 2002.  The Access Runtime should not be installed on the same system as any other version of Access. 

Download

You can download either of the installation packages at the links below:
 

	Download Package	Size	Version	Released
If you do not have Access installed -	JobSearch 2010 with Access Runtime	56.5 MB	1.02	11/19/2010
If you have Access 2007 -	JobSearch 2010 (Access 2007 edition)	372 KB	1.02	11/19/2010
If you have Access 2002 or 2003 -	JobSearch 2010 (Access 2002 edition)	347 KB	1.00	11/19/2010
Microsoft Access for Beginners eBook edition	eBook Edition	256 KB	1.00	10/31/2011

 

The package including the Access Runtime is Intended for users without an installation of Microsoft Access.  In addition to the normal installation of JobSearch 2010, this package will install the Microsoft Access 2007 Runtime, enabling you to run JobSearch 2010 and other Access applications.

After downloading this file, unZIP the file to a convenient location on your computer and run the Setup.exe file to begin the installation.  Then follow the instructions in the installation program to complete the process.

For users with Access 2002 or later, the 2002 and 2007 editions contain the necessary files to open the program within Access.  UnZIP one of these files to a new folder, preferably under your Documents directory.  You can then run the program by opening the JobSearch2010.accde (2007) or JobSearch.mde (2002 / 2003) file within your Access program.

All versions of the program use a Data subdirectory in whatever directory they are installed.  This subdirectory maintains a clean copy of the data file used by the program and it is best to retain it when installing and using the program.

Overview

You can start JobSearch 2010 through either the shortcut created by the installation or by opening the JobSearch2010 file located in the program directory.  Depending on the installation, the JobSearch 2010 program will load using your copy of Access 2007 or the Access Runtime.

The Office Ribbon

In the Access 2007 edition, the traditional menus that you may be accustomed to seeing at the top of the screen have been replaced by a control ribbon that presents functions for easy accessibility. 

In this program, the menu ribbon includes standard controls such as copy and paste functions as well as program-specific controls to open reports and forms.  You will see references to this ribbon throughout the rest of this manual so it might help you now to take a moment to get familiar with the options offered there.

In the Access 2002 edition of the program, a traditional menu system includes all the functions featured on the 2007 edition's ribbon.  

Job Leads Search List

The program's central form is the Job Leads Search List which, by default, lists all active job leads you have entered.  An active job lead is an opportunity that you are still pursuing and have not marked as closed.  You will see how to change this status later.  This screen also includes search functions which enable you to specify the leads currently displayed and find specific leads based on date, active status, company and location. 

The screenshot above shows a copy of the program where leads have already been entered.  When you first open the program and do not have any active leads, the program will prompt you after a couple seconds, asking if you want to enter new ones.  Selecting 'Yes' will open the Quick Entry screen which will be explained later.

The Search List screen has controls and visual aids to guide you in using the program.  If you hover the mouse over parts of the screen, you will often see a control tip that will give you further instructions.  The following are a few of the controls that you will find on this form.

Quick Entry

JobSearch 2010 enables you to store a large amount of information on each lead.  This is useful as you work on the opportunity and gather more details.  Initially, however, you might need a quick way to record a job lead for later update.  In order to keep from overwhelming you with a lot of data entry, the Job Lead Quick Entry screen records just the basic information.  While a number of items can be stored, the job title is the only information required to save a job lead in the system.  Many of the fields shown are drop-down fields to help speed your data entry.  As you add new items such as companies and locations to the database, they will show up as selections in these fields.

This form also has the following fields:

• Job Location - This field holds the actual location of the position (i.e. city and state) which might differ from the company or contact addresses.  It's displayed on the Leads Search List for reference. Completing this field for leads can be useful if you are searching in multiple cities or states.
• Employment Type - You can use this field to indicate if the job is full or part-time.  It also includes options for internships, freelance jobs and other types of employment.
• Company / Agency - As many people use job placement agencies as part of their search, the program enables you to enter both a company and an agency for the lead.  If you enter a company or agency name in these fields that does not exist in the program, you will be prompted to provide more information.  The company name is the only information required to save the record, however the program will store full address information and other details.
• Contact - This field is intended to store the name of your primary contact for the lead at either the company or the agency.  The system will limit the names shown in the drop down to contacts for the company and  agency specified.  If you enter a new name that does not match any of the contacts entered for either company, the system will prompt you to provide more information.  A first or last name as well as a company name is required to save a contact in the database.

Contacts in the database are always linked to specific companies and cannot be saved without a company reference.  This is necessary to support the ability of the database to present contact names based on companies. 

While some leads found online include contact e-mails with no company names, these are often attempts to gather personal information rather than true employment opportunities and should be responded to with caution.

After you finish entering the information for a lead, you can enter the next one by clicking Add New Lead or go to the detail screen for the current lead with Show Detail.  Return will save the lead and return you to the Leads List screen.

Job Lead Central

This screen is a one-stop resource where you can view and update the information for a specific lead.  It includes all the information from the Quick Entry screen plus a few more items.

A valuable feature on this form is the Activities entry where you can record the history of your work on the lead from the initial inquiry and application through the interview and correspondence.  Activities can be entered for future dates and marked as incomplete so the program will prompt you when they are due to be completed.  While the activity date and type are the only required fields, the Details field allows for plenty of information to be stored on the progress of the lead.

Job Lead Central organizes a great deal of information for quick access.  In addition to the activities, you can reference the company, agency and contact information just by selecting the appropriate option in the center of the screen as shown in the above screenshot.  The final option, Related Leads, will present a list of active leads which have items such as job title or company in common with the current lead.  By double clicking on one of these leads, you can easily pull up the detail for that opportunity.

The Lead Attachments control on the right side of the form enables you to store electronic documents specific to the lead.  This could include saved e-mails, job descriptions or electronic applications.  The control is capable of storing multiple documents in a variety of formats including Word, PDF and graphic formats such as JPG and BMP. 

With the Source field, you can record the source of the lead such as an online job board or local newspaper. This feature might help you to better use various sources and determine which ones are the most productive.  As with other fields, entering a new source will cause the program to prompt you for any additional information you want to enter for that source, such as the URL.

The Active Lead option in the bottom right-hand corner of the screen is used to mark a lead as active or inactive.  If you stop pursuing a lead because it's been filled or for whatever other reason, you can use this option to close the lead.  It's also possible to reactivate a closed lead, if necessary.

Data Maintenance

Aside from job leads and activities, JobSearch 2010 stores supporting data including company, contacts and resources.  To provide you with a convenient way to maintain and reference this information, the program includes a Maintenance screen where you can quickly view and edit any of these items.  This screen is available from its icon on the menu ribbon.

On the top of the maintenance form, the selector control enables you to select which category of data you want to work with.  The bottom of the screen contains standard controls to add and edit data.  As with the Leads Search form, you can click on the column headers to sort and double-click on an item to bring up the edit screen on which you can enter more detail. 

Using the Program

Entering New Leads

I mentioned earlier that if you open the program when there are no active leads, you will be prompted after a couple of seconds to enter new ones and choosing 'Yes' will open the Quick Entry form.  There are a few other ways to get to this screen:

 

With the exception of the Description field, all of the fields on the Quick Entry form are drop-down fields which learn as you enter new values.  They also anticipate your entries and try to complete what you're typing.  For example, if you've previously entered the job title of "Office Manager" for a lead, you will find that title in the drop-down list for the Job Title field.  Also, if you type "Off" in that field, it will supply the first title it finds with those three letters in front.  You can accept this value or continue typing to enter the correct value.

The Description field is designed to store full job descriptions such as you might copy from an online source.  By right-clicking on the field and choosing Paste from the pop-up menu or positioning the cursor in the field and pressing Ctrl-V on your keyboard you can paste any amount of text into this field for storage.

The Company, Agency and Contact fields all represent items on which additional details can be entered and are designed to prompt you for additional entry if you enter a new value in one of them.  This also guards against misspellings of company or contact names that were previously entered.  You can also add new companies and contacts to the database by using the options to the right of these fields.

After entering the desired information in the Quick Entry screen, you can click Return to go back to the Job Leads Listing or click Show Detail which will open the Job Lead Central form and display the lead that you are currently entering.

Entering Activities and Reminders

The ability to enter activities for job leads enables you to keep a detailed history of your communication with a company on a specific opportunity.  The record of activities also serves to update the Last Activity column on the main search screen.  This helps you to see which leads need attention and follow-up.

Activities can also serve as reminders of actions that are needed on specific leads.  If you enter an activity with a future date and leave the Complete checkbox unchecked as shown in the above example, the activity will be recognized by the program as a reminder until the Complete checkbox is checked or the lead is made inactive.  When you start the program, it will offer to display a list of leads on the Leads Search List with activities that have not been completed for the current or prior dates.

You can enter activities two ways; either through the sub-form on the Job Lead Central screen or by clicking on the Enter New Activity option at the bottom of the screen.  This will bring up the Activity Edit screen which offers more room for editing and adds an extra Reference Link field in case you want associate a URL with the activity.

The Activity Date and Activity Type fields are the only required fields to save an activity record.

Working with Attachments

The Lead Attachments control on Job Lead Central makes it possible for you to store electronic attachments such as correspondence and other files related to a specific lead.  This control is linked to a special field in the database that stores multiple documents of various types including graphics, Word and PDF files.

By double-clicking on the Lead Attachments box, you can bring up a dialog that will enable you to add, view or remove documents or save existing documents outside of the database.

As these documents are stored directly in the database, storing multiple copies of the same document (i.e. a resume) under different leads is not recommended.  For documents that are used often, consider storing them in a location on your drive and using the Reference Link field under the lead Activities to link to them.

Managing Reference Data

As with job leads, there are a few ways you can access the necessary screens to add or edit companies,  contacts and job lead sources.

 

Through the Maintenance form, you can also edit the list of Business Types that can be used to define the companies that you enter into the database.  You can enter new types or edit existing ones as needed.  Just remember that when you edit a business type description, it will be changed for any companies it's been used with.

Contacts

When entering a contact into the database, you must specify a company for that contact.  This design is based on the probability that most, if not all, contacts for a legitimate employment offer will at least supply a company name.  Although there are job leads on the Internet and elsewhere that only supply a contact name and e-mail for sending your resume, many are scams to build mailing lists.

If you do need to enter a contact without a company, one way is to create a company by the name of "Unknown Company" or something similar. (Again, only the company name is required to save the record.)  Then, all of these contacts can be recorded under that company until, hopefully, you find out more information.  Remember that the company or agency on a job lead can always be changed later.

Reports

JobSearch 2010 features two reports which can be generated based on a variety of options.

• Lead Detail Report - This is a profile report showing all of the information for a specific lead in an easily accessible format.  This includes the full company and contact information and all activity on the lead.
• Lead Summary Report - This report is more compact and shows basic details of a group of leads with the activity history for each one.

There are a few ways that you can access these reports.

• You can select either of the reports from the ribbon menu.  This will open the Report Options dialog where you can choose the leads to be shown on the report by status, company, location and other criteria.
• A detail report for an individual lead can be run from the Leads Search List form by clicking on the Print Lead button at the bottom of the form.
• The individual lead detail report can also be selected at the bottom of the Job Lead Central form by clicking on the Print Lead Report button.
• The summary report can be generated at the bottom of the Leads Search List.  Options include a report for the leads currently showing on the Search List, leads marked as selected via the checkbox at the left of the Search List and a custom report option which brings up the Report Options dialog.

Search Options Screen

The Search Options screen is used by the Leads List screen and both reports in order to select specific leads for display.

The default setting of the screen is to show all active leads.  In the example above, you can see where the settings for active, full-time jobs are specified.  The settings on the screen are cumulative so all settings that are specified will be applied to the lead selection once Done is clicked at the bottom of the screen.  The checkboxes on the left of the screen enable the fields next to them so that they can be set as needed.  Unchecking these  fields prevents those options from being considered in the selection.

Backup and Restore   

It's important to backup your data every so often to protect it against accidental deletions.  Since JobSearch 2010 is stored under your My Documents directory, you can copy the entire directory to another disk if you like.  For your convenience, the program also has a full backup and restore system which will help you copy your data file to another location or restore a previous backup.

 

 

To start, select the Backup / Restore icon from the menu ribbon. This will open the Database Backup and Restore screen.  This form will tell you when the last backup was completed and if a backup is recommended.  The system recommends a backup approximately every five days but you can run the backup as often as you like.

If you select Backup as an action, the program will require you to enter a folder where the backup will be stored.  The file name is supplied automatically.  Clicking the Browse button to the right of the location field will bring up a folder selection dialog with which you can select a folder.  For a Restore operation, you need to select an actual file to be restored and the Browse button will open an Open File dialog you can use to select that file.

The program runs certain checks before carrying out these actions.  It will verify if a backup already exists at the location you've selected and ask if that backup can be overwritten.  If you select a file to restore, the program will verify that the file exists and that it's a valid database file to be used with JobSearch 2010.  If any of these checks fail, the program will notify you and you can select a different file or location.

In order to ensure the successful backup of your data, it is necessary to close all connections with the data file that's being used.  A restart of the program is used to ensure that this is done.

In addition to active backups, the system keeps track of when the last backup was completed and will occasionally prompt you at startup.  After more than a week without a backup, the program will remind you once every three days until one is performed.

JobSearch 2010 is also programmed to protect your data by detecting if the database has been damaged in any way.  If it finds corruption in the file, the program will copy the existing data file to a recovery file within the program directory before creating a new data file so you can continue to use the program.  If this happens, a message will be displayed on startup, notifying you of the problem and the address to e-mail for support and resolution.  In this event, there is no guarantee that a damaged file can be restored so, again, please be sure to backup your data often.

 

If you have any issues with JobSearch 2010, please report them by e-mail to software@drewslair.com.

 

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