Last Updated: January 20, 2011

ACES² User Tips


Items on the Applicant Overview tab are clickable. If you move your mouse over one of the lines (such as Academic Summary/Undergraduate School), and click to select, you will arrive at that screen.

To more easily manage your applicant exceptions, you can search on the error message or error field to find and clean up applicant exceptions:


Click on the Home button to get out of the Archives and return to the current year.


Remember to check your Applicant and Prospect Exceptions regularly. Once you have made corrections to the applicant record or added the prospect to your Prospects database, be sure to delete the records from the Exceptions "holding area." Leaving these records in the Exceptions area may cause timeout errors when you try to process additional records at a later time.


Do not use any of the navigational buttons on your Web browser (e.g., Internet Explorer). Use the buttons provided in ACES².

Save a few keystrokes when you add or edit addresses for US applicants, prospects, recruitment events, and reviewers by typing the zip code and letting ACES² automatically fill in the city and state.

You can improve ACES² speed by uninstalling browser toolbar add-ons. Popular toolbars include Google, Yahoo!, and AOL, and may also include toolbars for your local weather or television stations. While these toolbars can facilitate other functions, they can also slow down your computer's performance when interacting with applications such as ACES². Some toolbars known as adware can slip through your system's antivirus controls and can be difficult to detect and remove.

You can uninstall the toolbar through the Microsoft Windows Control Panel on your PC:

Daily √ Page

For more relevant counts on the home page in your Applicant Status totals, check the Show on Summary checkbox for the relevant Current Status and Decision Status options in Utilities/Fields. Leave the Show on Summary checkbox set to the default "No" for any blank status fields to ensure that these will not display on the home page.

Online Evaluation

If you frequently use the same applicant filtering criteria for a By Applicant or a By Review group, consider creating a report. For style, choose By Applicant or By Review, using those criteria as report conditions. When filtering applicants for review, you can choose Contains from the drop-down list to find text or numbers included anywhere within the specified field.

To allow reviewers to see only the files assigned to them for review:

Recruit Events / Forums / Candidate Referral Services (CRS)

For a quick snapshot of prospects or applicants associated with a recruit event, go to your home page, and expand Recruit Events under the Status section.

If you want to pull forum attendees by their registration numbers, set the forum matching preference (in Utilities/Preferences/System Settings) to Manual Match before creating and submitting the forum query.

E-mail Reports

When you cut and paste messages from Word into an ACES² e-mail, you frequently get unintended results. Two things may help:

  1. One of the problems is that single and double quotes in Word are automatically changed to smart (curved) quotes, which are not recognized in some e-mail viewers—they are replaced with a question mark. You can turn off smart quotes in Word. This is done in Word 2003 by selecting Tools/AutoCorrect Options and selecting AutoFormat As You Type. Delete the checkmark in the box next to "Straight quotes" with "smart quotes." The downside is that no Word documents will have those smart quotes, but if you do a lot of cutting and pasting to e-mail, you won't have to remember to retype the special characters in each e-mail. Smart quotes look like this: This is a test O'Hara "123" Straight quotes look like this: This is a test O'Hara "123"
  2. The second thing you can do is use the buttons on the toolbar in the e-mail function in ACES² : Paste from Microsoft Word and Clean HTML (Microsoft Word). These buttons are designed to remove the extra HTML formatting that Word adds when cutting and pasting from Word into the e-mail message box. These buttons will not change the single and double quotes. To use Paste from Word, highlight and copy text in Word and then—instead of pasting into the e-mail text box—press Paste from Microsoft Word. You will see a message: Do you want to allow this webpage to access your Clipboard? Select Allow Access. This will copy the data from Word without some of the extra tags that Word adds and with better formatting for ACES². You can also select the text in ACES² and select Clean HTML, which will remove even more of the unnecessary Word tags.


Please make sure your report names contain only alphabetical or numeric characters, or both. Special characters such as hyphens, apostrophes, quotation marks, and so on cannot be used to name reports.

Go green! Print envelopes to eliminate the need for mailing labels; alternatively, print your letters so the name and address of the recipient aligns to a window envelope.

Make use of the various ways to search for a report (subject, style, description, etc.) so you don't have to page through all of the reports.

Selecting Recent from the Reports menu will list the 10 most recent reports you have run.

Always open a new window before downloading a scheduled report. To open a new window, mouse over the report name, right click, and select Open in New Window.

You cannot schedule a report that contains an "ask at runtime" condition. ACES² displays an error message if you attempt to do this.

When doing word processing or e-mail reports, save the unmerged view as the file name you downloaded. You can save the merged file if desired, but give it a different file name.

When creating labels, do not place commas between city and state. Otherwise, commas will print on remaining blank labels.

How To Display A Dollar Sign And Comma In A Merged Word Report

  1. Create a Word document that includes the monetary field you want to display, such as total_scholarship_amt.
  2. Download the file from ACES² and open it in Word.
  3. Select the field, and hit ALT-F9 on the keyboard. MERGEFIELD appears before the field name.
  4. Position the cursor at the end of "Total_Scholarship_Amt," but still inside the braces. Type the following: \# $#,##0.00 This adds both the dollar sign and the comma. Field should now look like this: {MERGEFIELD "Total_Scholarship_Amt"\#$#,##0.00}
  5. Hit ALT-F9 on the keyboard again. Save and close the document.
  6. Upload back to ACES²

Remember not to schedule NSP [National School Profile] reports. By default, NSP reports contain an "ask at runtime" value, and because these reports are run automatically and unattended during overnight hours, a value cannot be entered at runtime.

Dates can be exported into a report in many different formats just by changing the field size once you have selected the field. By default, the size for dates is 10 characters, and the field exports with a format of mm/dd/yyyy.
But you can change it to:
8 characters: yyyymmdd
6 characters: mmddyy
11 characters: dd-MMM-yyyy
5 characters: ddmyy