How do I dispose of a candidate from the Recruiting database?

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In Recruiting, administrators may want to dispose of one or more candidate records. These records can include personally identifiable information (PII). This can be done to meet data protection requirements for organizations or individuals, as well as for data protection requirements for different localities. In this video we’ll cover the steps needed for candidate data disposal.

These are the basic steps for candidate disposal:

First, assign a role to an administrator with the needed privileges which include the Configure Person Information Removal Policies and the Remove Person Information privilege.
Delete the desired candidates in the database. This is known as a soft delete.
Create a person information removal policy also known as a template.
Finally, submit a process using the template which will dispose of the desired candidate data.

To begin, you should be logged in as a recruiting administrator with the required privileges. From My Client Groups, click Hiring. Login as an administrator with the Configure Person Information Removal Policies and the Remove Person Information privileges.

Click My Client Groups.

Click Hiring.

The first step is to delete the candidate. Click Candidate Search. Search for the candidate you want to delete. Select the candidate. Note that multiple candidates can be selected to delete. Make a note or copy the candidate number which will be required later in the process. From more actions, select Delete Candidate. Keep in mind this candidate, along with all job applications is now considered as a soft delete.

Click the Candidate Search tab.

In the search box, enter Kim.

Click Search.

Select the Kim, Sandy check box.

Copy the candidate number to the clipboard.

From the More Actions drop-down list, select Delete.

Next, you will prepare the Person Information Removal policy. Return to Home and My Client Groups. Go to Data Exchange and in the Remove Person Information area, select Configure Person Information Removal Policies.

Click the Home icon.

Click My Client Groups.

Click Data Exchange.

In the Remove Person Information section, click Configure Person Information Removal Policies.

Create a new template. Give the policy a name and code of your choice. For the category, select Candidate.

Click Create.

In the Create Template dialog box, in the Name field, enter Candidate Data Disposal 1.

In the Code field, enter Candidate Data Disposal 1.

From the Category drop-down list, select Candidate.

Click OK.

On the next screen, configure the Business Objects Components. First enable the candidate objects. In the components list, you can select specific components or all of the components. In this case we’ll select all the candidate information components. Save your policy template.

In the Business Objects section, in the Candidate Object row, select the Enabled check box.

In the Components section, select the Candidate check box

Ensure all other check boxes below candidate are selected.

Click Save.

Click OK.

Click Rules. On the Rules page, you will enable the template. Note that the attribute rules for candidates are preconfigured for deletion. Rules can be added for any candidate flexfields. Click Enable Template.

On the left panel, click the Rules tab.

Click the Enable Template button.

At the Warning prompt, click Yes.

Click OK.

Next you will submit a process using the template just created to dispose of the candidate data. Return to the home page and select Data Exchange again. This time select The Remove Person Information task. Click Submit Process.

Click the Home icon.

Click My Client Groups.

Click Data Exchange.

In the Remove Person Information section, click Remove Person Information.

Click the Submit Process button.

The process name can be any name you choose. If disposing of a single candidate, it may be helpful to put the candidate number in the name.

On the Submit Process page, in the Process Name field, enter Candidate 2792.

Select the template created earlier.

In the Template look up, select the Candidate Data Disposal 1.

Click OK.

Next you will specify one or more candidates to remove using the candidate numbers. I’ll paste the candidate number copied earlier.

In the Candidate Numbers field, paste the candidate number from the clipboard (2792).

Add the process Mode of Remove. Take note that If you soft deleted multiple candidates, you list those numbers separated by a comma or you can upload a file containing a list of person numbers separated by a comma. Click Submit.

From the Process Mode drop-down list, select Remove.

Click Submit.

Click OK.

Refresh the page to view the status of your process. In this case the status is Completed with Warnings. The actions log can be viewed for more information on your status.

On the Remove Person Information page, click the Refresh button.

Check the status of your submitted process until it displays Completed with warnings or Completed.

Also, to verify your data has been removed, you can run a BI/OTBI analysis for Recruiting using objects such as the candidate number, first and last name and status.

For more information please view the Recruiting and Security courses at Oracle University.

Thanks for watching.