How to Create A Search Progress Report

Where to Start

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:

Step 1: Map Your Pipeline Stages to Milestones

When you open Search Progress Report, you'll see a setup screen with 4 milestones that organize your candidates:

🟢 Shortlisted - Actively engaged candidates ready for client interviews
🟡 Longlisted - Qualified candidates not yet actively engaged
🔵 Identified - Potential candidates you've found but haven't contacted
🔴 Inapplicable - Candidates ruled out (with reasons)

How to Map Stages

For each milestone, select which of your pipeline stages or disqualification reasons belong in it:

Example Mapping:

Your Pipeline Stage	Maps To →	Milestone
"Submitted to Client"	→	Shortlisted
"Client Interview"	→	Shortlisted
"Recruiter Screen Passed"	→	Longlisted
"Contacted - No Response"	→	Longlisted
"Sourced"	→	Identified
"Initial Outreach"	→	Identified
"Not Interested"	→	Inapplicable
"Client Rejected"	→	Inapplicable
"Salary Mismatch"	→	Inapplicable

Quick Tips:

You can map multiple stages to the same milestone
You don't have to use all 4 milestones (skip any you don't need)
If you skip a milestone, it won't appear in your report

Step 2: Choose What Information to Show

For each milestone, decide what candidate information your client needs to see.

Every milestone has 3 columns you can customize:

Column 1: Candidate	Column 2: Employment	Column 3: Details
Candidate photo, name, and LinkedIn are fixed. You can add additional system or custom fields here.	Fixed based on the milestone	System or custom fields you choose

Column 2 is automatic:

Shortlisted: Shows full employment history
Longlisted/Identified/Inapplicable: Shows only current/most recent role

Selecting Fields for Column 1

By default, Column 1 includes:

✅ Candidate photo (can be removed)
✅ Candidate name (required)
✅ LinkedIn profile link (can be removed)

You can add more fields like:

Email
Phone
Location
Current Title & Company
Summary

Or you can add any system or custom field.

Selecting Fields for Column 3 (Details)

This is where you add custom information based on what clients need at each stage.

Recommended fields by milestone:

Shortlisted (clients need lots of detail):

✅ Current Salary
✅ Notice Period
✅ Interview Availability
✅ Key Skills
✅ Candidate Interest Level
✅ Recruiter Notes

Longlisted (moderate detail):

✅ Years of Experience
✅ Location
✅ Salary Expectations
✅ Brief Summary

Identified (minimal detail):

✅ Location
✅ Why Identified

💡 Quick Tips:

Column 3 name auto-updates: If you select one field, the column takes that field's name (e.g., "Current Salary"). If you select multiple, it becomes "Details"
Don't overload: Clients get overwhelmed with too much info. Stick to 4-6 fields per milestone
You can customize differently for each milestone: Shortlisted gets more fields, Identified gets fewer

Step 3: Set Your Preferences

Before generating, choose two final settings:

☑️ Remember Next Time

What it does: Saves your stage mapping and field selections so your next report generates faster

When to use it:

✅ Turn ON if you'll create reports for multiple jobs with the same structure
✅ Turn ON if you send regular updates to the same clients
❌ Turn OFF if this is a one-time custom report

☑️ Include Hidden Candidates

What it does: Adds candidates you've marked as "hidden" in Recruiterflow to the report

When to use it:

✅ Turn ON if you want a complete view of ALL candidates (hidden or not)
❌ Turn OFF if hidden candidates shouldn't be shared with clients (most common)

Additionally, you can also choose to:

Include your agency logo
Include Summary Creation Date
Include Client name and Logo

This will ensure your make it unique and aligned with your branding.

Quick Tip: Most agencies keep "Remember Next Time" ON and "Include Hidden Candidates" OFF.

Step 4: Generate and Download Your Report

Generate the Report

Click the "Generate Report" button at the bottom
Wait 5-10 seconds while Recruiterflow pulls candidate data
Your report opens in Edit View

What You'll See: Report Preview

Your report has 3 sections:

Section 1: Branding Page (If you have selected)

Your company logo
Client company name and logo

Section 2: Overview Page (Not editable)

Pipeline summary showing candidate count per milestone
Bar graph of candidates across all mapped stages
Quick snapshot for clients

Section 3: Candidate Details (Editable)

Tables for each milestone (Shortlisted, Longlisted, etc.)
All candidate information you selected
This is what you can edit

Editing Your Report (Optional)

Before downloading, you can make final adjustments:

Edit Text in Cells

Click any cell with text
A popup opens where you can:
- Change the field name (e.g., "Current Salary" → "Compensation")
- Edit the value (e.g., update a salary figure)
Click "Update" to save changes

Remove Photos or LinkedIn profiles

Click on any candidate row that has the photo or LinkedIn profile link
Select "Remove" from the options

Download Your Final Report

When you're happy with the report:

Click "Export to PDF" in the bottom-left corner
Your branded PDF downloads instantly
Send it to your client!

What Your Client Receives

A professional, multi-page PDF including:

✅ Page 1: Your branding
✅ Page 2: Pipeline overview with visual graph
✅ Page 3+: Detailed candidate tables by milestone

Troubleshooting

❌ Report Won't Generate

Problem: Error message appears when clicking "Generate Report"

Solutions:

Check stage mapping: Make sure at least one milestone has stages mapped to it
Verify candidates exist: Ensure the job has candidates in the mapped stages
Check field selections: If you added fields to Column 3, make sure they exist on candidate profiles

❌ Some Fields Are Empty in Report

Problem: Expected data isn't showing for certain candidates

Solution: If a candidate doesn't have data for a field (e.g., no LinkedIn profile, no current salary entered), that field will appear empty or not show at all. Update candidate profiles with missing information, then regenerate the report.