Configure the Candidate Duplicate Check for Candidates Moving to the HR Phase

To check for duplicates in Recruiting when moving an external candidate into the HR phase, you need to configure two settings:

• The enterprise profile option Person Creation Duplicate Check, which checks when people are created outside of recruiting processes.

• The recruiting setting Duplicate Check in Move to HR, which applies this check to the end of the recruiting lifecycle.

Configure the Person Creation Duplicate Check Setting

First you must define what kind of overlapping information about existing person records will be considered as a possible duplicate when comparing it to a candidate record. Do this by ensuring that the enterprise profile option Person Creation Duplicate Check is configured. This option is already used to find duplicates when managers, HR specialists, or other users are directly hiring or updating employees, entering or updating contingent workers, or using HCM Data Loader. Now it governs checking duplicates of Recruiting candidates in the action Move to HR as well, if this is configured.

1. On your Home page, go to My Client Groups > Quick Actions > Show More.

2. Click Manage Enterprise HCM Information.

3. In the Enterprise Information section, configure the setting Person Creation Duplicate Check.

The table presents the options available when configuring the Person Creation Duplicate Check option.

Option	Setting Name	Will Find Duplicates If
1	None	No checking for matches will be done for the candidate.
2	National ID Country-Type-ID	If the candidate's national identifier matches the person's within the same country and type. Note that if the candidate's value is null, no duplicates are found.
3	Last Name, First Initial, DOB Or NID Country-Type-ID	If the candidate's national identifier matches the person's within the same country and type, regardless of whether or not the names or birth dates match. Alternately, if the last name and the initial of the first name do match, and if the candidate's birth date matches the person's or either birth date is null, regardless of whether the NID matches or doesn't match or is null.
4	Last Name, First Initial, DOB, Gender Or NID Country-Type-ID	If the candidate's national identifier matches the person's within the same country and type, regardless of whether or not the names or birth dates match. Alternately, if the last name and the initial of the first name do match, and if the candidate's birth date matches the person's or either birth date is null, regardless of whether the NID matches or doesn't match or is null.
5	Last Name, First Name, DOB, Gender Or NID Country-Type-ID	If the candidate's national identifier matches the person's within the same country and type, regardless of whether or not the names, birth dates, or genders match. Alternately, if the last name and the full first name do match, and if the candidate's birth date and gender match the person's or are null, regardless of whether the NID matches or doesn't match or is null.
6	NID	Similar behavior as option 2, except if national identifiers for different countries have matching numbers then additional duplicates may be found.
7	Last Name, First Initial, Date of Birth or National ID	Similar behavior as option 3, except if national identifiers from different countries have matching numbers then additional duplicates may be found. Note this is the default behavior when no option has been explicitly selected for this setting.
8	Last Name, First Initial, Date of Birth, Gender or National ID	Similar behavior as option 4, except if national identifiers for different countries have matching numbers then additional duplicates may be found.
9	Last Name, Full First Name, Date of Birth, Gender or National ID	Similar behavior as option 5, except if national identifiers for different countries have matching numbers then additional duplicates may be found.

Configure the Duplicate Check in Move to HR Setting

To extend the enterprise's Person Creation Duplicate Check to external candidates who get moved into the HR phase, a second setting within Recruiting must also be enabled. This will prevent creating a Pending Worker or a Pending Work Relationship automatically for new hire or rehire candidates if they have potential duplicates according to these definitions, until a user can make a decision on how to proceed with the end of their recruiting process.

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Recruiting and Candidate Experience Management

   • Task: Enterprise Recruiting and Candidate Experience Information

2. Expand the Move to HR section and click Edit.

3. In the Duplicate Check in Move to HR section, choose one of these options:

4. • None - no duplicate validation

   • Use Person Creation Duplicate Check setting for all candidates

   • Use Person Creation Duplicate Check setting only for candidates with date of birth and national identifier

5. Click Save.

Include as Potential Duplicates

You can specify the person types to be included in the duplicate search when you move a candidate to the HR phase.

1. In the Setup and Maintenance work area, go to:

   • Offering: Recruiting and Candidate Experience

   • Functional Area: Recruiting and Candidate Experience Management

   • Task: Enterprise Recruiting and Candidate Experience Information

2. Expand the Move to HR section and click Edit.

3. In the Include as Potential Duplicates section, choose one of these options:

4. • All person types

   • Only person types supported in recruiting: You can exclude person types other than Employee, Ex-Employee, Contingent Worker, Ex-Contingent Worker, and Pending Worker from duplicate matching.

5. Click Save.