Candidate Duplicate Check

A duplicate check is done to determine if a candidate is already in your database. Every candidate can be compared against all other candidates to see if they're a duplicate.

A duplicate check can be done automatically or manually.

Automatically Check for Duplicate Candidates

Your administrator can configure the candidate selection process to automatically initiate a candidate duplicate check. The duplicate check can be configured at multiple points in the candidate selection process. When a job application reaches a specific state in a phase, the candidate duplicate check is automatically triggered. The recruiter or designated members of the Hiring Team are informed of duplicate check results. They receive a notification about the candidate and the number of duplicates found. They can click a link to see the duplicates. Candidates can be automatically progressed in the selection process based on duplicate check results.

Manually Check for Duplicate Candidates

You can use the Check Duplicates action to verify if a candidate is a duplicate of any external candidate, external contingent worker, ex-employee, or ex-contingent worker. Duplicate check isn't available for employees and contingent workers.

You need these privileges:

• Perform Candidate Duplicate Check and Merge (IRC_PERFORM_CANDIDATE_DUPLICATE_CHECK_AND_MERGE)

• View External Candidate Sensitive Information (IRC_VIEW_EXTERNAL_CANDIDATE_SENSITIVE_INFORMATION)

• Use REST Service - Candidates List of Values (IRC_REST_SERVICE_ACCESS_CANDIDATES_LOV)

You can start a duplicate check from the Candidate Search page, from within a candidate profile, a candidate job application, and a prospect record. The Check Duplicates action compares the candidates using these identifiers and attributes:

• National Identifier: Type, Country, Value

• Name: First Name, Last Name

• Address: Country, Level 1, Level 2 according to the Geography Hierarchy Structure defined for your company. For example: Country, State, City

• Employment: Employer Name

• Education: Degree, School Name

If potential duplicates are found, the top 10 potential duplicate candidates are listed in order of match score. When you click the expand icon, you can view the following candidate info to help you better evaluate if there's a duplicate:

• Name

• Location

• Candidate type

• Phase and state of latest job application

• Hiring manager

• Recruiter

• Person number

• Number of days since candidate was last contacted

You can also see the match score. Scores are classified as highest, higher, high, medium, and low depending on which candidate identifiers are identical.

In this table, you can see the match score when specific candidate identifiers are identical. As an example, if the national identifiers are identical, the match score will display Highest.

Candidate Identifiers	Match Score	Candidate Identifiers
National Identifier	Highest	National Identifier
Name + Date of Birth + Address + Employment History + Education	Higher	Name + Date of Birth + Address + Employment History + Education
Name + 3 identifiers among Date of Birth, Address, Employment History, Education	High	Name + 3 identifiers among Date of Birth, Address, Employment History, Education
Name + Date of Birth Or, Name + 2 identifiers among Date of Birth, Address, Employment History, Education Or, At least 3 identifiers among Date of Birth, Address, Employment History, Education	Medium	Name + Date of Birth Or, Name + 2 identifiers among Date of Birth, Address, Employment History, Education Or, At least 3 identifiers among Date of Birth, Address, Employment History, Education
Name + 1 identifier among Date of Birth, Address, Employment History, Education	Low	Name + 1 identifier among Date of Birth, Address, Employment History, Education

Another way to find duplicates is to search for candidates using specific criteria. When you're on the Check Duplicates page, you can use the Search for a person tool to search for potential duplicates. A scan is done across candidates using the selected criteria:

• Name

• Email

• Phone

• Person Number

The search engine identifies potential duplicate candidates across external candidates, external contingent workers, ex-employees, and ex-contingent workers. A list of candidates matching the search criteria is displayed. You can also view the detailed profile of candidates to better evaluate if there's a duplicate.

Duplicate Check Indicator

When a duplicate check is run on a candidate, either automatically or manually, a Duplicate Check label appears in the candidate file, in the Key Highlights section. The date when the duplicate check was run and the match score are displayed.

The duplicate check indicator and match score are displayed for duplicate checks that match person records.

Note: The Duplicate Check label, date, and match score aren't displayed if the duplicate check isn't run for the candidate in reference.

The table indicates the duplicate check match score and the number of color codes bars displayed on the indicator.

Match score	Color code	Number of color coded bars
Highest	Red	5
Higher	Red	4
High	Red	3
Medium	Orange	2
Low	Yellow	1
No Match	Gray	5