In HRBC, there is a function to check if new data on personal contact data of job applicant is duplicated with an existing data.
If it is deemed to be duplicated, "Duplicate" button will be displayed on the right side of the Person data and Candidate data.
When using dummy data in telephone and email fields, the record may be deemed as duplicate even though it is not. Therefore we discourage the use of dummy data.
When you click the "Duplicate" button, you wil have an option to either merge the data or to exclude the data from marked as duplicate.
Duplicate check is performed when a new record is entered or when 'Check for Duplicates' function is executed from the action menu.
Conditions for duplicate can be set by clicking on the setting (gear icon) on the upper right side of the HRBC screen and select "Duplicate check" from the menu displayed.
Please note that duplicate check function is operable on Person and Candidate data only and does not apply to Client and Job side.
Conditions for duplicate check are as follows:
・"Telephone (Person)" or "Mobile Number (Person)" of personal contact
・"E-mail (Person)" or "Mobile E-mail (Person)" of personal contact
・"Name" and "birth date" of personal contact of resume (only when the two items perfectly match)
If you uncheck all check boxes, the duplicate check function itself will be invalid because there are no items to check.
Rules for related information and items's affiliation
The following data will be consolidated in the newly merged data.
・Activity
・Process
・Sales
・Attachments
Although Person or Candidate can be selected as the information to be maintained, the below items will be maintained if 「Standard Record」is selected for those items.
・ID
・Resource Owner
・Date Created
・Registered by
・Phase history
・Auto Matching Criteria (For Candidate only)
How to check duplicate in cases whereby 'Duplicate' is not displayed
There are 2 ways to check:
1. Multiple candidate information linked to the same 'Person' data.
Multiple candidate information can be linked to one 'Person' data in HRBC.
For example, if Person A has Candidate data A and A', the duplicate function cannot work because there is only one 'Person' data.
Click the 'Person' link and confirm the sublist on the detailed screen of the 'Person' page that no multiple Candidate data is recorded.
In case there are multiple candidate data and you wish to merge them, you can do so by clicking the 'Do Merge' button.
2. Settings for 'Do not duplicate' were previously done from the 'duplicate' button.
If you want to check for duplicate again, click 'Check for Duplicates' from the action menu.
■ How to handle non-duplicate data with 'Duplicate' mark
Data with 'Duplicate' mark on them can be set such that they are not considered as duplicate and this can be done by clicking 'Do not duplicate'.
Depending on the type of data, even after setting an item to 'Do not duplicate', the 'Duplicate' mark may still appear.
To correct that, click 'Duplicate' to display all the duplicate data.
Put a check on the records that you wish to correct and click 'Do not Duplicate'.
A confirmation message will be displayed, click 'Yes'.
The 'Duplicate' mark will disappear from the record.
■ How to merge duplicate data
Duplicate candidate data can be merged.
※Candidate data is in both 'Person' and 'Candidate' records, therefore be sure to merge both.
※Merged data cannot be undone.
First, let's merge 'Person' data. When you click the 'Duplicate' button, the window for merging 'Person' data will be displayed.
Put a check on the records that you wish to merge and click 'Next'.
Up to 3 data items can be selected in one merge operation.
※Records are displayed in ascending ID order.
The merge data screen is displayed.
From the left side of the screen there is the Item names, data selection frame and data edit frame.
※Records in the data selection area are displayed in ascending order of data registration date from left to right.
First, select the base record.
For the ID, Resource Owner, Date Created, Registered by and other system information, the base record information is reflected.
For items whose data differ, you can choose which record to keep by selecting the corresponding radio button.
On the data edit frame, information can be added or edited.
When all the selection and editing is done, click 'Next'.
A confirmation message will be displayed, click 'Do Merge'. If you wish to confirm the details, click 'Back'.
When 'Person' merge is complete, you can go ahead and merge the 'Candidate' information'.
Please click 'Merge Resume'.
If merging the 'Candidate' data is unnecessary, please click 'Close' to end the process.
If you click 'Merge Again', the screen will transition to duplicate data screen.
Incase the other 'Candidate' information has already been merged, a message will be displayed saying that there is no data to be merged.
When you click 'Do Merge', a list of the Candidate data with duplicate will be displayed.
Put a check on the records that you wish to merge and click 'Next'.
Just like in merging Personal data, select the base data and edit as necessary then click 'Next'.
When you click 'Next', again just like in merging Personal data, a message box will appear, click 'Do Merge' and if you want to confirm the details, click 'Back'.
When the process is complete, a confirmation message will be displayed, click 'Close'.
If you click 'Merge again', the screen will transition to duplicate data screen.
When the process is complete, the 'Duplicate' mark will disappear from the record.
■ How to merge records that don't have 'Duplicate' mark on them.
Person data that do not have the duplicate mark on them can be merged.
※The process cannot be performed on the Candidate page.
Select the records that you wish to merge, then from 'Bulk Action', select 'Merge Selected Personal Data'.
※If the menu is not displayed, please set it to be displayed from the customization screen on Action Menus Edit.
When the list of the records is displayed, perform the merge function as in the explanations above.
■ How to merge Person data that has multiple Candidate data
The duplicate check function works when the Person data is deemed duplicate and thereofore the duplicate mark will not be displayed in the case where there are multiple Candidate data under one Person data.
However, the Candidate information can be merged from the detailed screen of the Person data.
Open the Person data detailed screen and from the Resume sublist, click 'Merge'.
A window to search the data will be displayed. Click 'Search'.
When the list of candidate data is displayed, follow the merge explanations above merge the data.
※ The Candidate merge screen will be displayed.