Using Questionnaire Logs

This section explains the use of questionnaire logs and how they are used to monitor the importing of candidate details into the FastTrack system from job boards.

The Broadbean batch import process imports candidates' questionnaire responses, which were submitted successfully since the last time the process ran, into the Recruitment Manager application. Recruitment Manager automatically creates candidate records, skills the candidates against the keyword library and captures the candidates' work history from their resumes, which are attached to the questionnaires.

The import process is scheduled to run at fifteen minute intervals but can also be run manually from the Questionnaire Maintenance module whenever necessary. The process attempts to import all successful questionnaire responses, submitted since the last time the process was run, as a batch. On importing the batch into the system, a questionnaire log is created. The questionnaire log can be used to monitor the import process and to check that candidate responses are being processed successfully.

Each questionnaire log records the following information:

• unique batch ID number that identifies the import batch

• date and time the import was triggered

• date and time the import was completed

• number of errors encountered during the import (for more information, see Import Entries below)

• number of warnings encountered during the import (for more information, see Warning Entries below)
  number or information items generated as a result of the import (for more information, see Information Entries below)

• number or submitted responses (for more information, see Responses below).

A questionnaire log can be opened in order to view any errors, warnings or information reported in the log. You can also re-import existing import batches in the event that errors or warnings occurred on initial import and have subsequently been fixed. Questionnaire logs can be purged from the system once no longer required in order to free up space on the system and to reduce the number of questionnaire logs that are listed.

Error Entries

Error entries are written to a questionnaire log in the event that a candidate's resume cannot be parsed. or information that is flagged as mandatory on the questionnaire, but which is not mandatory to create a candidate record, cannot be saved in the system. If errors occur when importing a batch of responses the corresponding questionnaire log can be viewed in order to determine the cause of each error and therefore, the problems causing the error can be addressed. For example, the most recent keyword library can be uploaded and the relevant candidates' responses or the entire batch can be re-imported, depending on how many responses were affected, in order to correct the errors.

Warning Entries

If warnings occur when importing a batch of responses the corresponding questionnaire log can be viewed in order to determine the cause of each warning and therefore, the problems causing the warnings can be addressed.

Warnings may also be written to a questionnaire log in the event that a duplicate candidate is imported and the candidate's resume or other submitted information cannot be saved due to the duplicate candidate settings, as defined in the General Settings. Such warnings do not necessarily require any action to be taken; they simply indicate that not all of the submitted information was saved as it is already in the database.

Information Entries

Information entries are written to a questionnaire log for each instance of the following:

• a new candidate record being created successfully as a result of importing a response

• an existing candidate record being updated successfully as a result of importing a response (applies to duplicate candidates only)

• a new referral being added for an existing candidate as a result of importing a response (applies to duplicate candidates only)

• a candidate's resume being saved successfully as a result of importing a response.

Information entries require no action to be taken. They are written to the questionnaire logs for informative purposes only.

Responses

Each questionnaire log identifies the number of responses that were included in the corresponding import batch. This is the total number of responses that were picked up for processing as part of the import batch, not the number of responses that were imported successfully.