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Home > Guides > Administrator Guide > Processes > Finding Duplicates and Merging Applicants

Finding Duplicates and Merging Applicants

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Page Location: Admin > Processes > Find Duplicates

The Find Possible Duplicates menu item of Admin > Processes allows the ability to find and permanently delete duplicate Applicants from the Cyber Recruiter database or to merge multiple records together.

This process only finds the duplicates and IT IS NOT a guarantee that the two records are actually the same person.  It is up to Users to investigate and determine which Applicants are truly the duplicates. It is suggested that when finding and investigating duplicate Applicants, the Administrator might want to have two (2) sessions of Cyber Recruiter open. One view to see the list of duplicates and another to find and investigate them before deletion.

Records removed as part of the merging process are written to the DeletedApps table and can be reported on via the Report Writer.

Options for Searching

Select an option for Cyber Recruiter to use as a search filter. Once selected press "Submit" to run the search.

Drop-down Option Where Cyber is Looking
Last Name and Zip/Postal Code  References the Demographics page.  Will look to the combination of the "Last Name" and "Zip/Postal Code" fields.  If an more than one applicant has the same combination, the names will appear on the results page.
First and Last Name References the Demographics page. Will look to the combination of the "First Name" and "Last Name" fields. If an more than one applicant has the same combination, the names will appear on the results page.
Email Address References the Demographics page. Will look to the home email address fields. If an more than one applicant is listed with data which matches, the names will appear on the results page.  This is the recommended search criteria because the email address is typically unique to each individual.

Search Results

Two buttons display in the page header.  The printer icon will print a report of the information displayed in the table.  The red box with an X will cancel out of the is process and return the user to the previous page.

The resulting table lists all the applicants which Cyber Recruiter believes could be a duplicate record.  Next to each applicant's name is a number in parenthesis.  This number is the unique identifier for the applicant record and should be noted when researching if records should be merged or if a record should be deleted. 

Column Heading  Purpose 
None    This column provides a check-box to select the line of the applicant record.  The checkbox activates the two buttons at the top.  "Merge" and "Delete".
App Name (#) Displays the name of the applicant and the automatically assigned number of the applicant.  Click on the name of the applicant to re-direct the page to the applicant's file. Once in the file, the URL for the page will contain the same number noted next to the applicant's name.  Use the blue arrow keys by the header to navigate between files to determine if records should be removed or merged.

If records should be merged, use this same process to identify which record will be the MASTER record.
None This column will be blank or include up to two icons.  The first icon (a grey square) is the text version of the resume.  The second icon (a grey square with a red 'F') is the file or formatted version of the resume.  Use this source to quickly identify if two records are identical. 
Application Date "Application Date" from the Application page of the applicant's record.  Use this to help quickly identify if two records are simply quick duplications and can be merged or on deleted.
Email "Home Email" from the Demographics page of the applicant's record.  This fill will only display if the Email option was selected as the duplicate check method. It is displayed to help identify which two records the system suspects might be duplicate records.
Address Home Address information is displayed to quickly identify if two records are identical.

Delete Selected

After analyzing the data and determining that a record should be deleted, check the box next to the record to remove and press the "Delete Selected" button. 

A warning message will appear. If this was a mistake and the records should NOT be removed, press CANCEL.  If the system should permanently delete these applicants press OK.  Once the button is pressed the records are permanently removed and cannot be restored via the system.  

Merge Records

Before merging multiple records, the user should do due diligence to determine the MASTER record. When merging the record the MASTER record will maintain the following key items.
  • All items on the Demographics page
  • All items on the Application page
  • All items on the Resume page
  • If a duplicate job is listed in a 'non-master' record the 'master' record will maintain the assign date, status, status date and requisition questions/answers.

All other data will be merged and could be duplicated. 

  • Experience information
  • References
  • Routings
  • Interviews
  • Offers

After analyzing the data and determining that two or more records should be merged together, check the box next to the records which should be merged and press the "Merge" button.  The record(s) deleted as part of this process will be documented in the DeletedApps source for reporting in Report Writer.

From the list, select the MASTER record by clicking on the name of the applicant.  A warning message will appear. If this was a mistake and the records should NOT be merged, press CANCEL. If the system should permanently merge these applicants press OK. Once the button is pressed the records are permanently merge and cannot be restored via the system.

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