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Guide to Microdec – Phase 4

Creating Vacancy Records

Vacancy Records in Microdec help the researchers and consultants keep track of the roles that they are working

After getting a job order from a contact (Essentially a contact informing you there's an opening for a specific position that they would like you to work), the first thing that you are going to do is to create a vacancy record that reflects on this new job order.

To do this, you will go to the Contact's record in Microdec and then open the Vacancies tab on the left side.

From here we are going to click the + symbol on the right hand side of the screen, and then select "Permanent Vacancy"

The next screen, despite having a abundance of fields available to fill out, is actually very simple. By creating the vacancy record directly from the Contact's profile, fields like the Contact field and the Organization field were automatically populated for us. From here, we only need to fill in the Job Title field and we're done.

Cresthaven generally tries to stick to a somewhat standard naming convention for these vacancies, examples of such can be:

- Leading Investment Bank, FIG VP, New York
- Leading Middle Market IB, Software MD, Los Angeles
- Leading Tech Boutique, Tech M&A Analyst, San Francisco
- Leading Healthcare IB, Analyst, San Francisco
- Bulge Bracket, Software VP, San Francisco
- Leading Elite Boutique, Healthcare Associate/VP, Chicago

The naming convention used is pretty simple and can be broken down into 4 parts. 1. The type of bank this position is for. It could be a Bulge Bracket bank, an elite boutique, middle market, etc. The first section you simply want to describe the bank its self. 2. The Sector or Sub-Sector this role is for. If it's a low level generalist role, this can be left blank. 3. The level this role is for (Analyst, Associate, VP, Director, MD). 4. The location of the job opening.

Combine these 4 steps together and you're able to form any of the above examples listed.

Fill in the Job Title field using the above process to come up with a proper job title, and we're done.

Now scroll to the bottom of the page, select 'No' for the confirmation email, and click 'Ok'.

Creating an Email Template

The email template is a note that you add to the Vacancy record in Microdec. The point of the email template is to create a pitch for this vacancy that will be sent out to candidate's that we have determined are qualified for this vacancy. This note will be written as if it were an email, as that is ultimately what it will be used as. Once the email is written and stored as a note, researchers are able to come in and use the note as an email template for sending marketing emails for this vacancy (Phase 3).

To navigate to the location that we store these notes, we will start by opening the Contact Profile who we started the vacancy with and going to the Vacancy tab on the left (Figure 1). Select the vacancy that we are currently working on (Figure 2).

With the Vacancy record open, click on the General Tab (Figure 3). We can now see the note field where we will place our email templates (Figure 4).

As you can see in the image above, the note section for this vacancy is storing a message written in the style of an email. It has no personalized greeting or signature, as those get insterted automatically later. It is simply a message describing the role.

Cresthaven for the most part follows a set template when writing these emails, but you are welcome to add or subtract from this template as long as you still touch on the main points. The main points include Location, Level, Sector/Sub-Sector, the type/size of the firm, brief overview of the firm, and a closing remark requesting a resume.

Example Email Templates:

I hope you are well.

I am working on behalf of a leading tech boutique in San Francisco, looking to make tech analyst addition(s).  Given the tremendous amount of deal flow, the firm is looking to build out its junior resources with the addition of tech M&A analysts.

The firm is very well-regarded, having worked on numerous marquee deals in the middle-market, tech landscape.  The firm has experienced great success guided by strong leadership, and a dedicated approach to software, internet, mobile & healthcare it businesses. This hyper-focused approach has allowed the team to successfully advise on total deals in excess of $40 billion of transaction value.

If you would like to be considered for the role, please attach an updated CV for review.  At which point, we can schedule time to discuss the opportunity in detail. Thank you for time and consideration.

I hope this message find you well.

I am working on behalf of a leading investment bank looking to make VP additions to cover Asset Management within their FIG team in New York.

The firm is very well-regarded having worked on numerous marquee deals in the middle market, providing financial and strategic advice to top firms across the US. More specifically, this group has been recognized in the FIG space having advised and specialized on deals between $30M to $700M. The firm has a dedicated approach within Asset Management, Institutional Asset Management, Wealth Management, and Financial Services.

The firm has experienced great success guided by seniors who have successfully completed roughly 400 invesment banking engagements while averaging 20 years of experience within the group.

If you would like to be considered for the role, please attach an updated CV for review. At which point, we can schedule time to discuss the opportunity in detail. Thank you for your time and consideration.

Creating Saved Lists For Candidate Searches

Upon getting a job brief from a Contact, one of the very first tasks you want to undertake as a consultant is to build a Saved List of all the candidates qualified for the position we are trying to fill. This is accomplished by running a search through our Candidates in Microdec using a series of filters and boolean logic to isolate just the Candidates that we're interested in talking to.

At the top of Microdec, hover your mouse over Search and select Candidates Advanced. This will launch a new window containing the Advanced Search.

With the Candidate Finder (Advanced Search) open, you will see a series of buttons on the left side of the window. The top 5 buttons aren't entirely important to us right now, so we can ignore these. The bottom 7 buttons contain numerous fields that we are interested in, and we will combine these fields to form a search that gives us the candidates that we want.

Lets start by clicking the Code button:

The Code section of the Advanced Search allows us to isolate candidates based on their Industry, Job Type, Sector, Location, and Level. We do this by clicking the Add button in the bottom right corner of the screen, choosing a code type we want to include in our filters, and then selecting the codes relevant to the job order we're working.

Please note: The years of graduation are stored under the Qualifications code type. If you are trying to filter a certain level, select the qualifications skill code and then select a year. You can only add 1 year per line, so if your search needs to cover an associate at any level, you will include 4 qualification codes covering all 4 years of being an associate.

As you can see in the image below, we've set filters consistent with an Investment Banking Associate in New York who works in Tech but can still be treated as a Generalist overall.

Note: in the image above, the Qualifications field contained 4 years, but the instructions above mentioned adding 1 year per line, you may be wondering why this is. Once you add all of your qualification codes (years), you can highlight all of them (by holding the control (Ctrl) key and clicking each line) and then click the Group button at the bottom. This consolidates the 4 lines into 1.

If we look back at our original search (Image below) there are a couple of notes to make on the columns.

  1. The Mode column allows you to include boolean logic into your searches. It allows you to choose AND, OR, NOT, IGNORE. This allows different lines to interact with eachother. For example, if we had 2 lines for skill codes, one for Software and one for Telecoms, the mode column can drastically change the outcome of our search.

    • If you do a search for Software AND Telecoms, then the search will only include results of candidates who have the codes Software and Telecoms on their profile, meaning Candidates who specialize in both. This will yield a fairly small number of results.
    • If you do a search for Software OR Telecoms, then the search will yield results for candidates who either have software or telecomms on their profile, meaning they only need one or the other. This will yield a fairly large number of results.
    • If you do a search for Software NOT Telecoms, then it will include only candidates that specialize in Software, but will exclude candidates that specialize in both software and telecoms.

  2. The Line Hits and Total Hits columns pertain to how many results we should expect. Line Hits pertains to how many records in our system are matched to that line by its self. Total Hits is the number of records that match that current line including all lines above it, accounting for the boolean logic. Every line that we add should lower that Total Hits number lower and lower as we refine our search more and more.

Now that we have all of our codes selected, we need to start refining our results even further.

Select the Career button to go to the next step:

The career page is fairly simple. Our only goal here is to exclude the organization associated with the vacancy from our results, that way we aren't marketing a role for company xyz to current employees of company xyz. To do this, we select mode 'AND', the field name 'organization' and then enter the Company's name under Criteria.

Now we want to visit the General section on the left side:

Once on the General page, we're going to add 3 lines to further refine our results. All 3 lines are going to use the OR Mode, all 3 lines are going to use block_level as the field name, and then we are going to select 3 differerent block levels; On Alert, Placed, and 6 Months DNC. By doing this, we are excluding candidates who we have recently placed and should not contact again, who we are not allowed to contact due to contractual reasons, and who have requested that they be opted out of our emails.

Finally, we want to visit the Counts section on the left side:

We need to ensure that these exlusions that we built actually exclude those candidates from our results. We do this in the Counts section. We want to set the General and Career lines to be in NOT mode. This will ensure everybody found by the searches in those sections (the people working for org we're searching on behalf of, people we are not allowed to contact, etc) get excluded from our final results.

At this point you've built your search. You've specified the type of candidate that you're looking for, refined your results, and have removed candidates that we can't contact.

From here hit the Names button in the top left:

This will take you to a list of all the candidate's our search yields. Simply click the List button at the bottom to be taken to a Saved List version of this list.

This will leave you on a Saved List, which you may now use for marketing purposes and share with other consultants and researchers.