Executive Summary

PyjamaHR’s keyword search and filtering features are essential for quickly locating candidates in your database or talent pool. However, users sometimes encounter issues where expected candidates do not appear in search results, often due to resume parsing or indexing problems. This article provides a comprehensive, step-by-step guide to diagnosing and resolving keyword search issues, including when and how to request re-indexing, ensuring your searches are accurate and reliable.

Detailed Overview

What Is Keyword Search in PyjamaHR?

Keyword search in PyjamaHR allows recruiters to filter candidates in the database, talent pool, or specific job folders by entering relevant terms (e.g., skills, company names, locations) found in candidate resumes. This feature is tightly integrated with PyjamaHR’s resume parser and indexing system, which extracts and catalogs information from uploaded resumes to make them searchable.

When and Why Use It

Finding candidates with specific skills or experience (e.g., “Quant”, “Node.js”, “customer service”)
Locating candidates from particular companies or locations (e.g., “LCX”, “Singapore”)
Shortlisting applicants for a job using advanced Boolean queries

Integration with Other Features

Boolean Search: Advanced users can use Boolean operators (AND, OR, etc.) for complex queries.
Resume Match Scores: Relies on accurate parsing and indexing to match candidates to job requirements.
Talent Pool & Job Folders: Search works across both, but issues may affect one or both areas.

Business Impact

A malfunctioning keyword search can lead to missed candidates, wasted recruiter time, and poor hiring outcomes. Ensuring search accuracy is critical for efficient hiring workflows.

Step-by-Step Guide: Diagnosing & Resolving Keyword Search Issues

Prerequisites

Access to PyjamaHR with recruiter/admin permissions
List of keywords, candidate names, or job IDs where search is failing
(Optional) Screenshots or screen recordings of the issue

1. Verify the Issue

Go to the Talent Pool or specific Job Folder.
Enter the keyword(s) in the search bar (e.g., “LCX”, “Quant”, “php”).
Confirm that candidates who should match (based on their resumes) are missing from results.

Screenshot Callout:
Show the search bar with the keyword entered and the (empty) results list.

2. Check Resume Formatting

Issues often arise when resumes are not formatted in a way the parser can read (e.g., scanned images, unusual layouts).
Open the candidate’s profile and review the parsed resume data.
If the resume appears blank or missing key sections, this may be the root cause.

Example:
Candidate “Rajkumar Tiwari” had “LCX” on his resume, but due to formatting issues, he did not appear in search results.

3. Test with Multiple Keywords and Candidates

Try searching for other keywords that should yield results.
Note if the issue is isolated to certain keywords/candidates or affects all searches.

4. Check for Recent Uploads or Bulk Imports

If you recently uploaded or bulk imported resumes, indexing may still be in progress.
Wait a few minutes and try searching again.

5. Request Re-Indexing

If the problem persists:

Contact PyjamaHR Support via chat or email.
Provide:
Job ID(s)
Candidate name(s)
Specific keyword(s) not working
(Optional) Screenshots or screen recordings

Sample Message:
“Hi Support, when I search for ‘Quant’ in Job ID 93779, candidates with that keyword in their resume (e.g., [candidate link]) do not appear. Please re-index this job/candidate.”

6. Monitor for Resolution

Support will confirm when re-indexing is complete or if a resume needs to be re-uploaded.
Test the search again after confirmation.

7. Re-upload Resume (If Advised)

If parsing failed due to formatting, re-upload the candidate’s resume in a standard format (Word or PDF, text-based).
Wait for the system to re-parse and index the resume.

Advanced Usage & Best Practices

Power User Tips

Boolean Search: Use AND, OR, and parentheses for complex queries (e.g., binance AND singapore). Hover over the info icon in the search bar for operator guidance.
Consistent Resume Formats: Encourage candidates to submit resumes in standard, text-based formats to improve parsing accuracy.
Regularly Audit Search Results: Periodically test keyword searches to catch indexing issues early.

Do’s and Don’ts

Do:
- Provide job IDs and candidate names when reporting issues.
- Use specific, relevant keywords.
- Share screenshots or recordings to help support diagnose the problem.

Don’t:
- Assume all resumes are parsed equally—scanned images or non-standard formats may not be indexed.
- Wait to report recurring issues; prompt reporting helps improve the system for everyone.

Troubleshooting & Common Issues

Common Scenarios & Solutions

Issue	Possible Cause	Solution
Candidate with keyword not showing in search	Resume parsing/indexing failed	Request re-indexing via support; re-upload resume in standard format
All candidates disappear when keyword filter is applied	Parser did not extract keywords from resumes	Contact support for re-indexing; check resume formats
Boolean search not returning expected results	Incorrect operator usage or parser issue	Review Boolean syntax; contact support if issue persists
Search works in one folder but not another	Indexing incomplete or folder-specific issue	Wait and retry; report to support with job/folder IDs
Resume match scores missing	Parsing/indexing issue	Request manual re-indexing from support

Error Messages & What to Do

No results found: Double-check keyword spelling and resume content. If correct, follow re-indexing steps.
Resume appears blank in profile: Re-upload resume in a standard format.

When to Contact Support

After verifying resume content and search syntax, if candidates still do not appear.
For recurring or widespread search issues.
When instructed to re-index by the help center or system messages.

Comprehensive FAQ

1. Why aren’t candidates with the keyword “X” showing up in search?
Likely due to resume parsing or indexing issues. See the step-by-step guide above.

2. How do I request re-indexing for a job or candidate?
Contact support with job ID, candidate name, and keyword details.

3. What resume formats work best with PyjamaHR’s parser?
Text-based PDFs or Word documents. Avoid scanned images or unusual layouts.

4. Can I use Boolean operators in keyword search?
Yes, AND, OR, and parentheses are supported. Hover over the info icon in the search bar for details.

5. Why do all candidates disappear when I use a keyword filter?
This usually means the parser did not extract the keyword from any resumes. Request re-indexing.

6. How long does re-indexing take?
Usually a few minutes to a few hours, depending on system load and the number of resumes.

7. Do I need to re-upload resumes after re-indexing?
Only if the original resume was not in a supported format.

8. Why does this issue keep recurring?
Resume parsing is complex and can be affected by formatting. PyjamaHR is continually improving the parser.

9. Can I see which resumes failed to parse?
Check candidate profiles for missing or blank resume sections.

10. Is there a way to prevent this in the future?
Encourage candidates to use standard resume formats and periodically audit your search results.

11. What if search works in one job but not another?
Provide both job IDs to support for investigation.

12. How do I know if re-indexing is complete?
Support will notify you, or you can test the search again.

Resume Match Scores: Relies on accurate keyword indexing.
Boolean Search: For advanced filtering.
Candidate Profile Review: To check parsing accuracy.
Bulk Resume Upload: Ensure all files are in supported formats.

If you continue to experience issues after following these steps, please contact PyjamaHR Support with detailed information so we can assist you promptly.

Keyword Search Not Working in PyjamaHR: Troubleshooting & Re-Indexing Steps