Reviewing potential duplicates

STEPS FOR REVIEWING POTENTIAL DUPLICATES

1. Load the potential duplicates:
   • Go to your opportunity and open the 'Applications' tab.
   • Click on the total number for the 'Duplicate - Potential' status.
   • Once the list loads, double-click on the first application in the list to open its Application Summary.
2. View which applications match:
   • Navigate to the 'History' tab.
   • Look for the row in the History tab titled 'Potential duplicate' and click the 'See More' link.
   • The row will expand to show the applications, made using a different account, that match the details of the new application.
   • The 'Match Probability' column will indicate how many of the fields used by your system to identify duplicates match:
     • For example, if 3 out of 5 fields match, the probability will show as 60%.
     • Your system will have a minimum threshold that must be reached for the application to be flagged as a potential duplicate.
        

       

3. Compare the applications:
   • Click the 'Compare' button to view a previous application and the new application side-by-side in a table.
   • Any fields where answers differ will be highlighted in red.
      

     

4. Confirm if they are a duplicate:
   • Not Duplicate - If the applications are not from the same candidate, click the green action button which will be called something like 'Not Duplicate'. The application will then be returned to the process and undergo any other automated checks set up in your system.
   • Confirm Duplicate - If the applications are from the same candidate, click the red 'Is a Duplicate' button. You will now get the opportunity to merge the duplicate accounts into one account.
      

     

5. Merge the duplicate accounts:
   • You'll be presented with a list of previous applications that match the details of the new application.
   • If you are certain they are from the same candidate, click the 'Confirm Duplicate' button next to one of the applications.
      

     

6. Select whether to keep or archive the new applications:
   • The next page will display all the applications attached to the original account and all the applications attached to the new account.
   • You will be required to 'Keep' all the applications attached to the original account.
   • For Applications made Using the new account:
     • If the candidate already has an application against the same opportunity using the original account, you'll be forced to archive it.
     • If the candidate does not have an application against the opportunity using the original account, you have the option to 'Reject'/'Archive' or 'Reassign' the application to the original account.
     • If the application is 'Reassigned,' it will be returned to the application process and undergo any other automated checks set up in your system.
   • Archiving an application and merging accounts is irreversible, so only proceed if you are sure the accounts were made by the same candidate.
   • Confirm your decisions by clicking the 'Submit' button.
      

     

7. Move to the next application:
   • If you have multiple potential duplicate applications, use the double arrows on the left and right sides of the Application Summary page to navigate between them.

CANDIDATE LOGIN TO MERGED ACCOUNT

When a candidate logs into their merged account, they will have access to all the applications made using both accounts apart from the applications that were archived during the merge process.

• Candidate can login using either username:
  • The candidate can log in using both the email address associated with their original account or the new email address.

• Candidate should use password from original account:
  • To access the merged account, they should use the password from the original account.
  • If the candidate has forgotten their password, they can request a password reset from the login page. Please note that the reset details will be sent to the email address registered with their original account.

• Changing correspondence email:
  • In situations where the candidate no longer has access to the email address registered with their original account, follow these steps to change the correspondence email:
    1. Go to the 'Forms' tab for any of their applications.
    2. Open the candidate application form.
    3. Click the 'Edit' button.
    4. Make the necessary email address change.
    5. Navigate to the final page, typically labelled 'Declaration,' using the Progress Tracker.
    6. Click 'Submit' to save the changes.

NEXT STEPS

• Review red flag applications
• Give screeners or hiring manager access the opportunity
• Enter screening feedback