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Saved lists and bulk actions

A saved list stores a specific set of records so you can come back to the same group later without rebuilding the work each time. Saved lists work the same way on any list page, for example the Candidates or Vacancies page.

A saved list can hold any entity, not only candidates. You can save candidates, clients, vacancies, shortlists, contracts and contacts, for example a list of your active contracts or a list of timesheet approvers.

Building a list​

  1. Open a list page and filter or select the records you want.
  2. Tick the select-all checkbox at the far right of the table, under the Add button, or tick individual rows.
  3. Open Bulk actions next to the search bar.
  4. Choose Save to list, then create a new list and name it (for example 'Senior Nurses - Bristol') or update an existing one.

Selecting rows​

You have several ways to build the selection:

  • Tick a row checkbox to select a single record.
  • Hold Shift and click to select a range of rows.
  • Tick the checkbox in the column header to select everything on the current page. A count of the selection is shown.
  • Use the dropdown next to the header checkbox to Select all across every page, for example all 28,000 records. This lets you build a list that spans multiple pages.

You can set rows per page to 100, 250 or 500.

A saved list is a snapshot​

A saved list holds the records that were in it when you saved them. It is not dynamic, so new matching records do not join automatically.

To update a list, re-select the records and choose Save to list, then pick the existing list. RecSphere pushes the differences into that list, so any new matches are added.

Finding and opening your lists​

Your saved lists live behind the bookmark icon at the top right of the page, next to the account menu.

  1. Click the bookmark icon to open the saved-lists page.
  2. Each list shows its owner and its record count.
  3. Click a list to see a snapshot preview of its records.
  4. Click Open in list view to apply the list to its related list page.

Applying a list can combine with any filters that are already active. If a list view looks wrong, click Clear in the filter panel to drop the extra filters and leave only the list. See Filtering and saved filters.

Sharing a list with a colleague​

A list is owned by the person who created it. To share one, use the share icon on the saved-lists page:

  1. Pick the users to share with.
  2. Grant them one of two access levels:
    • Read-only, so they can view the list but not change it.
    • Admin, so they can add and remove records. An Admin share makes it a collaborative list.

Building a sublist​

You can narrow a saved list into a smaller one:

  1. Apply the saved list to its list page.
  2. Filter it down further, for example to status = Available.
  3. Open Bulk actions and choose Save to list, then save as a new list.

This creates a sublist off the original. The sublist is its own snapshot, with no live link back to the parent list.

Bulk actions on a selection​

Bulk actions operate on the records you have selected, so they are the natural starting point for things you want to do to many records at once. Tick the records you want, open Bulk actions, and choose the action:

  • Reset temperatures: set or reset hot, warm or cold across a batch in one go.
  • Save to list: add the selection to a new or existing list.
  • Export functions: export the selection. These are permission-based, so they are not available to everyone.
  • Send email: a mass send to the selection.
  • Export to Mailchimp: add the selection to a Mailchimp audience.
Lists hold records, templates hold criteria

A saved list re-applies a specific set of records as a snapshot. A saved filter re-applies a set of criteria and returns whatever matches now. The two are picked from different places: 'Select Saved List' for lists, 'Select Saved Filter' for filters. See Filtering and saved filters.