Duplicate Candidates
Infinity also includes the facility to manually merge candidate records together via the candidate merge wizard, this enables you to manually choose the two records, the Duplicate candidate facility below enables you to review potential matches as defined by our matching feature.
General
NB: - To use the merging tool you will need the appropriate permissions, DBManagers will automatically have these but you can add the permissions below to a user to enable merging:
Object Permission - Candidate - set to HARDDELETE
Specific Action Permision - MergeCandidate
The candidate merge facility is restricted via permissions, ensuring only specific users can access and complete the merging of candidate records. Although every effort should be made to avoid creating duplicate candidate records, it can be possible to create a duplicate version of the same candidate.
NB:- The duplicate facility is run once a day and therefore may not show until this service has run.
Merged fields are: Callbacks, attachments, meetings, shortlist entries, interviews and placements
Note: Custom fields are not merged by the candidate merge utility
Duplicate Warning within a Candidate Record
The warning message will appear when you first load the candidate record just below the ribbon bar and a "Has potential duplicates" warning will show next to the Candidate Basic Details:
Using the Duplicate Candidate List
You are able to access a full list of potential duplicate candidates via the application menu. In here you will see each candidate record that has been identified that there may be a duplicate record on file.
You will see 3 columns for High, Medium and Low matches, this relates to the probability of a match in the database. This works on probability of being a duplicate record and uses key details like mobile numbers, DOB, Post Code as well as name (although it doesn't have to match all names). This will assist in identifying obvious matches but also to investigate in more detail the Medium and Low matches.
Click on image below to view the matching process for "matching" or "potential" duplicates:
Remove Warning
If you have found that the candidate is not a duplicate record then you can Hold CTRL or SHIFT key to highlight the top entry along with the matching entry:
select the "Remove Candidate From Group":
this will ensure the two records will no longer show as duplicates, putting a line through the entry and on completion of the overnight services, will be removed from the duplicate candidate list:
NB:- This is not reversible and therefore the two records will not be available to merge in the future
Merging Records Wizard
NB:- You will be required to have the appropriate permission to have the ability to merge candidate records, please speak to your system administrator for more information
If you have confirmed the two records are a duplicate on the database then Hold CTRL or SHIFT key to highlight the top entry along with the matching entry:
select "merge" to begin the wizard:
This will launch the Candidate Merge Wizard, taking you through the steps of merging the records:
Step 1 – Selecting Primary Record
Identify which of the two records should be treated as the Primary and Secondary (this will control which of the records will keep the default CV and primary contact details, although if you Show address & telecom choice wizard page you can amend what telecoms will be treated as primary) use the Swap button between the two entries to change which to set as the Primary:
Step 2 – Verification
The secondary record cannot be linked as a contact, have any placements linked to it and must not be locked by any users. You will receive a verification message, checking these three rules:
An example of a failure:
Step 3 – (Optional) Telecoms & Addresses
Identifying telecoms and addresses to be set to default and preferred, tick as appropriate:
Step 4 – Confirmation
Ready to merge confirmation message. Click on Finish to complete the merge. There is also a facility to Delete all other matching candidates in the group although it should only be selected if you are sure you have checked all records and are happy that you will not lose any information from the other records.
Final Confirmation message
NB:- merging process can take a few minutes to complete depending on the amount of data on the records
Contact Details
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Voyager Software is a brand of Ikiru People Ltd, a subsidiary of Dillistone Group Plc. The group is a leading global provider of software and services that enable recruitment agencies and in-house recruiters to better manage their selection process and address the training needs of individuals. Across its brands – which include Voyager Software (recruitment software UK & Australia), Dillistone FileFinder executive search software, GatedTalent, the global database of the world’s leading executives, Talentis.Global – the next generation of recruitment software and also ISV.Online, provider of online pre-employment skills testing and training tools. Dillistone Group serves thousands of clients worldwide. Ikiru People Ltd: Registration Number 02043300. Registered in England & Wales.
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