Problem
There are a few different reasons why duplicate Candidate records occur in FastTrack. The most common are:
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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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If the Creation Source of the duplicate is Job Board Application, Registration or Outlook Extensions go to Determine why a duplicate was created |
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Current settings may not reflect what the settings were at the time the duplicate was created.
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
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Candidate Duplicate Check
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.
A spelling mistake can cause a duplicate record
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If jobs are advertised on Seek via Broadbean, we recommend only the below duplicate check options are selected. If options such as Mobile Phone and/or Suburb are selected, duplicates will be created as these details are not included in the Seek application. |
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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.
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for further information refer to Candidate Duplicate Check Maintenance
Example
If the below options are selected 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 (Surname and email address is the same as the existing record):
Candidate applies for a job and in their response they enter Steven as their first name - to see what details were entered, refer to Referrals
Candidate completes a Registration form and they enter Steven as their first name - to see what details were entered, refer to Form Responses
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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