Merge Candidates

In order to improve efficiency and sales process, duplicate records can be removed by merging Candidates records. This merging process allows the removal of the duplicate record without losing critical data.

Use the Merge Candidates option to merge duplicate candidate records existing in the system. The 'duplicate' record is merged with the 'destination' record.

You must have 'Merge Candidate' permission to merge candidate records.

  1. Mouse over Administration on the main navigator and then select Administration.
  2. Select Merge Candidates from the General Administration section of the segment to access the component.
  3. The Candidate Merge screen displays.
  4. Enter the duplicate record's Candidate name in the Employee field on the Duplicate Record section. While you type in the employee name, auto-suggest lists the records existing in the system matching the typed in name.
  5. Select the candidate to be merged from the listed names. The basic information of the duplicate candidate is presented to make sure you have selected the correct record.
  6. Enter the destination record's Candidate name in the Employee field on the Destination Record section. While you type in the employee name, auto-suggest lists the records existing in the system matching the typed in name.
  7. Select the candidate to be merged into from the listed names. The basic information of the destination candidate is presented to make sure you have selected the correct record.
  8. Once you have verified that the duplicate and destination records selected are correct, click Merge Records. A popup seeking your confirmation to go ahead with the merging displays.

  9. Select Yes. A message displays indicating that duplicate record is merged with the destination record.

     

    • While the merge process is in progress and may take time, an 'in process' message is displayed.

    • The eSignature setting in Compass is cleared when a candidate name is changed in Compass or Adapt. The candidate must update their eSignature settings before eSign future documents.

    The following rules apply while merging the candidate records:

    • The Duplicate record is removed and the Destination Record remains.
    • If data exists in both records, the data from 'Destination' record is maintained.
    • If data exists in one record and is blank or null in the other, the Merged record receives the existing data.
    • Historical information such as Job History, Previous Employer, Journal, Check History, etc, is combined into the destination record.
    • Multi-value attributes combines distinct values into the destination record but does not keep duplicates.
    • The Merge Candidate feature applies for Candidate or Supplier Candidate Role. However, the duplicate and destination records must be of the same role.

    Upon completion of a candidate merge, a 'Candidate Merged' notification is sent and a 'Candidate record merged' journal entry is created on the destination record indicating that the record was merged.

    The Journal entry contains the following:

    • Date / Time / User
    • Duplicate candidate from which the record was merged {although the record will no longer be available, the Employee Name, Home Address, Mobile Number, Email 1, Employee ID and SSN (masked) is noted, if they were present in the duplicate record}.