DBDescriptions™ MY LIBRARY

The "My Library" Screen

The My Library screen contains a list of the job descriptions contained in your library. It is also where you will do most of your work in the DBDescriptions™ system.

The main things you can do in the My Library screen include:

Browsing Available Titles

Find the title(s) you want quickly and easily:

Advanced users: For even more search flexibility, you can indicate which column(s) you want to search by clicking the small down arrow next to the Search box and placing a check next to the desired column(s) to be searched. Un-check the columns that you don't want to be searched.

The search features can be especially helpful if you have a large number of job descriptions to look through, if you want to look for a job description that was last modified on a specific date, search by job code instead of job title, etc.

Working with Job Descriptions

Typically, you will select a desired job description by left-clicking on it. The job description line you clicked will be highlighted with a bright yellow background to indicate that it has been selected.

From this point, you can make a selection from the Job Description main menu bar or by right-click on the selected job description entry to view a pop-up menu. Both of these menus allow you to perform the following actions to the selected job description:

Job Description Menu: Editing  The Edit menu choice opens the Position Analysis Questionnaire (PAQ) form that provides a simple and convenient way to review and answer various questions about a particular job. Very little typing is required. Typically you will be able to use existing content already provided via job descriptions from the master library. Most entries include clicking a desired option that will be used to automatically enter content into the job description for you. Once you're finished, your answers will be used to create the content for the job description.

Hot tip: Would you like a really easy way to keep up with a schedule for reviewing job descriptions in the future? For example, you might currently have (or want to implement) a rotating job description review every year. Or divide your job descriptions up into a rotating schedule so that you review them in rotating groups every two years, etc.

To use the reminder service, simply select the date that you want to review a job description in the "Remind me to update this job description on" field in the Additional Information section when you are updating a job description. DBDescriptions™ will send you an email reminder to review that job description on the date that you specify.

Job Description Menu: Previewing   The Preview menu choice allows you to preview the job description output right in your web browser. This can be a handy way to do a quick preview and make any desired changes prior to downloading or saving the job description.

Job Description Menu: Duplicating  The Duplicate menu choice allows you to make an exact copy of a job description from your library. This can be handy if you want to use an existing job description as a starting point for creating a very similar job description. Simply create a duplicate of the desired job description and modify the new one as needed.

Job Description Menu: Collaborating  The Collaborate menu choice allows subscribers to electronically collaborate with others. This very popular time-saving feature allows you to have others create job description content for you, review existing job descriptions, edit job descriptions, etc. You can even specify a deadline for these tasks to be completed. All it takes are a few mouse clicks from you, and DBDescriptions™ does the rest.

To learn more about the collaboration feature and how it works, click here.

Job Description Menu: Outputting  Once you have created the content for a job description, the Output menu option allows you to obtain a copy of the job description in document form. You can select the desired document format, including:

   Microsoft Word Document (.DOC)
   Rich Text Format (.RTF)
   Plain Text (.TXT)
   Portable Document Format (.PDF)
   OpenOffice Document (.ODT)
   HyperText Markup Language (.HTML)

You can also select the desired delivery method, including having the document emailed to you or downloading it directly to your computer. The download method can be extremely handy because it can open the document directly into your word processor, for example.

Job Description Menu: Deleting  The Delete menu choice allows subscribers to delete, then subsequently un-delete entries from their personal library. When a job description is "deleted" it is simply moved into an inactive status so that it no longer appears in your library of job descriptions. Un-deleting a job description is as simple as selecting Tools & Utilities > Restore Deleted Descriptions from the DBDescriptions™ menu.

The main menu bar is located to the upper right of the screen throughout DBDescriptions™. Although it appears in all of the DBDescriptions™ screens, all of the options are enabled and available when you are viewing the My Library screen. When you are viewing other screens, some of the options may be disabled, based on what makes sense for the functions that you can perform in screen that you are viewing.

Detailed descriptions for each of the main menu choices appear below.

Main Menu: My Library

If you are working in the My Library screen, clicking the My Library menu choice will refresh the list of job titles listed in your personal library. If you are viewing another screen within DBDescriptions™, clicking the My Library menu choice will take you to the My Library screen.

Main Menu: Job Description

Clicking the Job Description menu displays a pull-down menu that enables you to perform operations on a currently selected job title in the My Library screen. This pull-down menu performs exactly the same functions as the pop-up menu that appears when you right-click a job in the list of job titles appearing in your personal library. Whether you use the Job Description pull-down menu from the main menu bar or the pop-up menu when right-clicking a job title is a matter of personal preference.

Main Menu: Tools & Utilities

Like the Job Description menu choice described above, the Tools & Utilities menu choice is enabled when you are working in the My Library screen. However, the Tools & Utilities menu does not perform operations on a specifically selected job title. Instead, the operations that you can perform from this menu are more general-purpose and allow you to do things such as add more titles to your library, view reports and manage your account.

The following describes each Tools & Utilities menu choice and what it does:

Add Titles From Master Library  This menu choice takes you to the screen that contains a listing of all the 1,100 titles in the master library of available job titles so that you can select the title(s) you want to add to your personal library.

Create New Blank Job Description  If you would rather create a completely new, blank job description instead of selecting a pre-populated one from the master library of choices, use this menu choice.

View Collaboration Status Details  Subscribers can use this feature to view details related to collaboration requests that they have sent. For example, this allows you to view what requests were sent, when they were sent, who they were sent to, what automatic reminder options were selected, deadlines for completion of the requests, and status (such as partial completion, completion, etc.) For details about viewing collaboration status details, click here.

Restore Deleted Descriptions  Subscribers can use this handy feature to un-delete job descriptions that were previously deleted. This can be extremely helpful if a description was accidentally deleted, but it can also be used by creative users to remove one or more job descriptions from their personal library temporarily with the plan of reinstating the job description at a later time. For details about restoring deleted descriptions, click here.

Manage Your Account  This menu choice takes you to the screen that you filled out when you first established your DBDescriptions™ account. From here you can update your contact information, password, etc.

Manage Your Contact List  Subscribers can use this menu choice to manage the list of contacts that you want to use when sending electronic collaboration requests to others. Once you have one or more people in your contact list, you can send collaboration requests to them with a few clicks of your mouse. DBDescriptions™ takes care of generating the email requests, tracking the status of each request, generating status reports, etc.

Edit Collaboration Email Content  Subscribers can personalize the contents of the email requests that are sent when you create a electronic collaboration request. For details about editing collaboration email content, click here.

Renew My Subscription  Subscribers can renew their anaual subscription using this menu item.

Logout  By default, you are not immediately logged out of DBDescriptions™ when you close your browser. This provides a very quick and easy way to jump back into and out of DBDescriptions™ without having to constantly log back in and out. By default, the system will not make you log back in if you have visited DBDescriptions™ within the past week. However, if you share a computer with others, or are accessing DBDescriptions™ from home, etc. you may not wish to stay logged in. Simply click the Logout menu choice to manually log yourself out, which will require that your login and password are entered the next time you visit the DBDescriptions™ website.

Main Menu: Help

Clicking the Help menu choice will display the most appropriate help topic for what you are currently doing. For example, if you are just signing up for DBDescriptions™, the Getting Started help topic will be displayed; if you are working in the My Library screen, the specific help topic for that screen will appear, etc.

Depending on your Web browser and your browser options, the help screen will either open in a separate window or a separate tab so that you can easily switch back and forth between the help topic and your work.