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How to Generate a Search Summary Report

Using this report to keep your clients in the loop around their jobs

Amogh Balikai avatar
Written by Amogh Balikai
Updated this week

The Search Summary Report allows you to share a structured overview of candidate progress in a job with your client. It highlights selected candidates by stage, disqualified candidates by reason, and includes only the information you choose, all formatted with your agency’s branding.

This article walks you through how to generate, customize, and download the report in just a few steps.

📍 Where to Find It

You can generate a Search Summary Report directly from the Job, irrespective of whether you are in the grid view, kanban view, or table view:

  1. Go to the Jobs tab in Recruiterflow.

  2. Locate the job you want to report on.

  3. Click the three-dot menu:

    • On the job card (grid view or kanban view), or

    • On the job name > options in the table view

  4. Select Generate Search Summary Report from the dropdown.

Step 1: Select Stages and Disqualification Reasons

You’ll first choose which candidates to include based on their pipeline stage or disqualification reason.

  • Select one or more pipeline stages to include (e.g., “Phone Screened”, “Shortlisted”).

  • Choose specific disqualification reasons to include (e.g., “Salary Expectations”, “Skill mismatch”).

  • Optional: Choose whether to include candidates hidden from the client.

💡 You can also rearrange the order of stages and disqualification reasons for better readability.

Step 2: Choose Candidate Fields

For each stage or disqualification reason, you can customize the fields that appear in the report.

  • Select up to 5 fields per stage or reason.

  • Supported field types include:

    • System fields: Name (with LinkedIn link), Title, Company, Location, Email, etc.

    • Custom fields: Short text, Date, Yes/No, Single-select, Multi-select, etc.

    • Job-specific fields: Job candidate custom fields and highlights

💡 You can pick different fields for each stage and disqualification reason, depending on what’s most relevant.

Optional: Save Your Selections

After setting up your report preferences:

  • Tick the checkbox to remember these settings for next time.

  • Recruiterflow will automatically apply them the next time you generate a report for the same job.

If any of the previously selected stages are no longer available, they’ll simply be excluded.

Step 3: Add Branding (Optional)

You can choose to brand your report before generating it:

  • ✅ Add your agency logo

  • ✅ Include the report creation date

These will appear at the top of the PDF version of the report.

Step 4: Preview and Edit

Click Generate Summary to open the report in an editor (WYSIWYG view):

  • Review how the report will appear to your client

  • Click on any cell to edit the content or change field titles

  • Click Edit on column headers to rename them for better clarity

Changes made here will be reflected in the final report.

Step 5: Download the Report

Once you’re satisfied with the report content:

  1. Click Export to PDF

  2. A professionally formatted PDF will be downloaded

  3. The report title will follow this format:
    <Job Title> - Search Summary Report for <Company Name>

You can now share this PDF with your client.


✅ Summary of Key Features

Feature

Description

Multiple Stages

Include candidates from different pipeline stages

Disqualification Reasons

Group candidates by why they were disqualified

Field Selection

Show up to 5 fields per stage/reason

Branding Options

Add logo and date

Editable Preview

Make changes before downloading

Smart Defaults

Save preferences for future reports

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