Problem
There are a few different reasons why duplicate Candidate records occur in FastTrackFastTrack360. The most common are:
Details entered by the Candidate in a job application or Registration form are different to the existing record
Candidate has applied to a job via Seek and fields other than First Name, Surname & Check Email are being checked for duplicates
An Agency user uses Outlook Extensions > Add Candidate to update a Candidate’s Resume but details differ to the existing record
An Agency user has created the record
Below are some guidelines Below are details on what is required to determine why a duplicate record was created.
Solution
There are 2 parts to the guidelines, these arerequired:
Identify how the Candidate was created
Determine why a duplicate was created
Part 1 - Identify how the Candidate was created
Before being able to determine why a duplicate record was created, you first need to identify how it was created.
How to do this will depend on whether the Candidate was created :before or after upgrading to 11.37. Click the below links for details on how to do this.
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The Creation Date of a record can be found in the Record Properties section. |
Part 2 Determine why a duplicate was created
If the creation source of the duplicate is Job Board Application, Registration or Outlook Extensions, there There are 2 reasons why a duplicate record is created, these are:
Candidate Duplicate Check options haven’t identified a duplicate
A duplicate has been identified but Duplicate Settings are setup to create a new record
Current settings may not reflect what the settings were at the time the duplicate was created.
If duplicates are being created from the API and assistance is needed to determine why, lodge a request via our Service Desk portal
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. The Candidate Duplicate Check options determine what information is checked.
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Maintenance > Questionnaire > Maintenance
Click Candidate Duplicate Check - for further information refer to Candidate Duplicate Check Maintenance
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These options are also used when an Agency User creates a record. The below message will appear if there is an existing Candidate with matching details. The record will be created if OK is selected. |
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A duplicate won’t be identified if:
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If details in a duplicate record 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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Duplicate Settings
If a duplicate is identified, the Duplicate Settings determine whether a new Candidate record is created. 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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