Using the look-up copy
This is a read-only copy of Dynamics, taken on the date shown at the right of the bar under the top bar. Use it to check that people, clients and positions look right. Keep doing your real work in Dynamics: nothing you see here can be changed, and nothing here goes back to Dynamics. That is what the bar means by “To change anything, use Dynamics.”
1. Signing in and out
Sign in with your own Shine CRM account and enter the six-digit code from your authenticator app. If you see “Sign in first”, click Sign in and finish the code: you go straight back to the page you were on. A sign-in lasts 24 hours, and you are signed out after 4 hours without using it. Press Sign out at the top right whenever you leave the computer.
2. The screens look like Dynamics
Every screen copies the Dynamics screen you know from Recruiting Hub (slim), so you can open Dynamics beside it and compare: the same tabs, sections, fields and labels, in the same order. Click a tab to move between tabs; only one shows at a time, as in Dynamics. A person who is both a candidate and a contact opens on Candidate (Shine); click the form name under their name to switch to Contact (Shine).
Column widths: Drag the line between two columns of a tab to make one wider and the other narrower (or click the line and use the arrow keys). The copy remembers your widths for that form and tab, for you, in this browser (on the preview on this PC, until its window is closed); double-click the line to go back to the Dynamics widths.
The ☰ button at the top of the left-hand menu collapses it to a narrow strip for more room, as in Dynamics; click it again to open the menu. The copy remembers your choice in this browser.
Choice fields keep their grey Dynamics box but have no drop-down arrow, because nothing here can be changed.
Differences on purpose: dates are written out (for example 2 March 2026); nothing can be typed into or saved; and Dynamics add-ons (the resume editor, LinkedIn Recruiter panel, maps, portals, Copilot summaries, “Up next” and the assistant cards) show a grey box saying they are not in the look-up copy.
Summary view in the bar under the top bar shows the older one-page summary of a person, client or position, if you prefer it.
3. The home page
The home page is the Account Manager Dashboard, as Recruiting Hub (slim) opens it: All Available Jobs, _My Tasks To Be Completed and All Placements Starting Next 90 Days and My Followed Emails, with the same columns as Dynamics.Recently opened at the top lists the last records you opened here. In My Followed Emails, clicking an email opens the record it is regarding, where the email sits in the timeline._My Tasks To Be Completed shows your own Dynamics tasks; if your sign-in has no Dynamics user, it says there is nothing to show.
4. Finding a record
Type in the search box in the top bar. After 2 letters and a short pause, the first matches appear under the box, grouped into People, Accounts and Positions; click one to open it, or use the arrow keys to move through them and press Enter to open the highlighted one, as in Dynamics. Esc closes the list. With nothing highlighted, Enter (or Show all results) gives the full list. You can search by a person’s name, email or phone number (spaces do not matter), a position title, or a client name.
5. Lists inside a record
Lists such as Applications, Placements, Contacts or Work History show the same columns, filter and order as the Dynamics view behind them (for example, active work history only, current job first). Each list is as tall as in Dynamics and scrolls; Rows: gives the total, with page arrows after 50. Click the first column, or a blue name, to open that record. Lists of things not in this copy (skills, awards, certifications, languages, feedback) say so.
Small panels showing another record’s details (a client’s main contact email and phone, a position’s fee percentages from its client) read that record, so it also appears under Recently opened.
The Timeline is in the same order as in Dynamics: by Created on for people, clients and positions, and by Modified on for applications and placements. Each item says which date it shows.
Emails are in the timeline too, as in Dynamics: on the record they are regarding, and on every person or company who sent or received them. Each shows who it is from, who it went to, and the text of the email (never its formatting or pictures). Most emails carried over from the old system were stored in Dynamics with no sender, so they say "(no sender in Dynamics)". A very long email shows its first 20,000 characters; press Show the whole email for the rest. Attachments are not in the copy yet: the email says how many it has. Emails only between Greg and Tegan were left out of the copy on purpose.
6. A position’s pipeline
On a position, Recruitment Stages shows the pipeline board with the same columns as the Dynamics board for that position’s template, each candidate under their stage, then Out of process with each person’s reason. Anyone with a stage the Dynamics board does not show is listed under Not on the Dynamics board for this template, so no one is hidden.
7. Amber and grey labels
Unknown value 2300 — Dynamics has no label for it means Dynamics stored a value it cannot name. It is shown so you can tell us what it should be.
Linked record missing (deleted in Dynamics) means this record points to something that no longer exists in Dynamics.No longer in Dynamics marks a record that was in an earlier copy but has since gone.
8. Documents
Documents stay in SharePoint. Clicking a folder opens SharePoint in a new tab (the copy stays open in its own tab), using your own Microsoft sign-in.
9. Not in this copy yet
Emails, email attachments, note files and photos are not in this copy yet. They come in the next release.
10. Protection against copying
There is no counter to watch. In the background the copy notices unusual use (a very busy hour, use late at night, or very many records opened one after another without a search) and keeps a note for Greg. As a last safety stop, an account that makes 10,000 look-ups in one day pauses until midnight (Brisbane time). Normal work never comes near it.
11. Something looks wrong?
Write it on the Shine Capture Desk: which record, which tab, and what you expected to see.