Problem
There are a few different reasons why duplicate Candidate records occur in FastTrack. The most common are:
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There 2 parts to the guidelines, these are:
Determine why a duplicate was created
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How to do this will depend on whether the Candidate was created:
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The Creation Date of a record can be found in the Record Properties section. |
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Do a Candidate search and select an option in the Creation Source field – for further information refer to Search Candidate - Search by Creation Source
Add Creation Source to the Candidates List layout, then do a Candidate search with Any selected in the Creation Source field – for details on how to modify the layout refer to KA to be done
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Candidates created prior to upgrading to 11.37
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To see what details were entered , click View. These so they can be compared to the Candidate Duplicate Check options, click View.
Resume
Go to the Resume section. If there is
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Check for a Referral that has the same Refer Date Time as the Creation Date - if there are none, the Candidate was created from another source
Click on Job No – this will open the job order the referral is for
Go to the Referral Workflow > find the Candidate and right click > select View Response - if there are none, the Referral was added by an Agency user
If there is a response, the creation source is most likely Job Board Application. Additional checks may be needed to determine if the record was created from a Job Board Application.
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To see what details were entered , click View. These so they can be compared to the Candidate Duplicate Check options, click View.
Additional Checks
Check if the Created By user of the Candidate (in Record Properties) is the same as the Job Owner in the job the referral was for - the Created By defaults to the Job Owner if the record is created from a job application
Check the Stage Name of the referral matches the Job Board Application – New stage configured in the Referral Workflow. To do this:
In the Referral Workflow right click on Candidate > click Edit Referral
In Referral Stage History check the Stage Name of the first entry
Go to Maintenance > Referral Workflow > open the workflow selected on the job
Click Channel Mapping > check the stage selected for Job Board Application – New & Job Board Application – Existing
If they are different, compare the Job Board Application – New stage to the Stage Name in Referral Stage History – if they match creation source is Job Board Application
If they are the same, it’s possible the record was created by another source.
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Candidate records can also be created using the below methods. Duplicate checks don’t occur with these methods
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Part 2 Determine why a duplicate was created
If the creation source has been identified as either Job Board Application, Registration or Outlook Extensions, there are 3 reasons why a duplicate record is created, these are:
Duplicate Settings are set to Create New Always
The Candidate Duplicate Check options haven’t identified a duplicate
Details in the Questionnaire, Registration or Resume don’t match details in the existing Candidate record
Duplicate Settings
Duplicate Settings determine what happens when a duplicate is identified. To check these settings, go to:
Maintenance > Questionnaire > Maintenance
Click General Settings
If Create New Always is selected, a new record will always be created - for further information refer to How to Configure the Duplicate Settings
These may not reflect what the settings were at the time the duplicate was created.
Candidate Duplicate Check options
Before creating a record, the system performs a check against existing records to determine if the Candidate already exists. The check is done by comparing certain information being imported against existing records. What information is checked is determined by the Candidate Duplicate Check options.
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These options are applied to responses from Job Board Applications, Registrations and Resumes from Outlook Extensions. |
To check what options are selected, go to:
Maintenance > Questionnaire > Maintenance
Click Candidate Duplicate Check - options selected determine what information is checked
These may not reflect what the settings were at the time the duplicate was created.
Example: if the options selected are as below and there is an existing Candidate called Steve Smith
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If one of the following occurs a duplicate record will be created as all letters of the First Name don’t match the existing record:
Candidate applies for a job and in their response they enter Steven as their first name
Candidate completes a Registration form and they enter Steven as their first name
An Agency User uses Outlook Extensions > Add Candidate to add an updated Resume which has Steven as their first name
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If the duplicate record is created and the details are updated to match the existing record (either manually or automatically from a parsed Resume), next time the Candidate applies for a job, all records that match the Candidate Duplicate Check details will be added to the Referral Workflow, not just one. |
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If jobs are advertised on Seek via Broadbean, we recommend only the below duplicate check options are selected. If any other options are selected, duplicates will be created as these details are not included in the Seek application. |
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