Description
In this release we have introduced a new Bulk Action process to provide you with the ability to anonymise Candidate Records. This feature may be required where you have Candidate Records that are no longer required and you wish to reduce the risk of personal information being collected and used or if the Candidate requests to be anonymised. You can also use this feature to delete items like attachments if no longer required.
Please note that where a Candidate has one or more Payee Record’s, their data cannot be anonymised as pay transactions may exist.
Capacity Limit
To ensure the volume of records requested does not impact system performance, the limit has been set to 20 records. If you select more than 20 records, the system will display a warning and you will need to reduce the number of records selected.
Fields & Actions
The following items are included in the scope of this feature. ‘PII’ stands for Personal Identifiable Information and where this is ticked in the wizard, all PII values are included.
Process
Where the user has been granted Security Permission for this feature, the following steps are followed to bulk anonymise candidates:
Step 1 - Select the candidates to be anonymised
In the Search Candidate list, a new Action is available for Bulk Actions. This action is editable where one or more items are selected from the list.
Where Bulk Actions is selected, if the user has permission to both Bulk Update Candidate and Anonymise, both items will display in a list and the required option needs to be selected. If the user only has permission to Anonymise, then the wizard will automatically launch in a new browser tab.
Step 2 - Select Update Values
From the list items, select the values that need to be anonymised. Where a ? question mark is displayed, hover to see more information about the item. Some elements will be anonymised, so the data is changed so no longer recognisable, other elements where will be deleted from the system as labelled.
When the values have been defined, click Next.
Step 3 - Confirmation
The Confirmation step allows you to review what has been selected for update before triggering the update process.
You can use the ‘Action’ menu in each row to remove any items that were accidentally added. If you are happy with the selected items, click Update to commence the update process.
Step 4 - Progress / Completion
The Progress / Completion screen displays to show progress of the update. As this feature requires multiple processes to re-factor and delete information, the update runs as a scheduled task overnight to ensure there is no impact to performance during normal working hours.
If you wish to close down the browser tab and the task has not finalised, you will be able to see the item in the existing Queued Jobs tile on the Dashboard of Type ‘AC’ which stands for Anonymise Candidate process. You can open the progress list by clicking on the Queue Number.
Where the record has been successfully updated the ‘Progress’ value displays ‘Updated’. When all records have been processed, the browser tab can be closed.
The update will fail where a validation is triggered. For example if you select a Candidate that also has a Payee Record. Exceptions will be reported against the item in the list.
Candidate Record where PII has been Anonymised
Where the Candidate’s PII data has been anonymised, this will display at the header of the Candidate Record ‘PII Data Anonymised’ so users that open the record will be aware that it is no longer a valid record. The record will also be locked for editing so that it cannot be reinstated. If the Candidate changes their mind and no longer wishes to be anonymised, a new record will need to be added.
FT Standard Report
To compliment this feature a new FT Standard Report ‘Bulk Anonymise Batch Candidate Report’ has been created. This report will provide details on the records that have been updated, when and by whom. Click here for more details.
Benefits
Saves time where more than one candidate requires the same update(s).
Configuration
To use this feature the user requires permission to Maintenance > Role-Data Group > Bulk Actions - Anonymise Candidate.