Candidate Duplicate Check

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In Oracle Recruiting Cloud, conducting a duplicate candidate check ensures that the same candidate isn’t inadvertently entered into the system multiple times. This process helps maintain the integrity of candidate data and avoids confusion during the hiring process.

Here’s how you can perform a candidate duplicate check:

Steps to Perform a Candidate Duplicate Check:

1. Log in to Oracle HCM Cloud:

  • Use your credentials to access the system and ensure you have appropriate permissions to view and manage candidate profiles.

2. Navigate to Recruiting:

  • From the home page, go to “My Client Groups” and select “Recruiting” or “Hiring”.
  • This takes you to the Recruiting Dashboard, where you can manage job requisitions and candidates.

3. Search for Existing Candidates:

  • Use the Candidates tab or section to search for existing candidate profiles.
  • In the search bar, input the candidate’s:
    • Full name
    • Email address
    • Phone number
    • Resume details (keywords, job titles, etc.)

You can also use filters to refine the search by requisition, hiring status, or other criteria.

4. Review Candidate List:

  • After entering the search details, a list of potential matching candidates will appear.
  • Review the results to check if any existing candidate profile matches the new candidate you’re trying to add.

5. Check for Duplicate Candidate Profiles:

  • Oracle Recruiting Cloud automatically performs a duplicate check when creating a new candidate profile or when candidates submit applications for open requisitions. The system uses matching algorithms based on:
    • Name
    • Email address
    • Phone number
    • Resume text

If potential duplicates are found, the system will flag the matching candidates.

6. Handle Duplicate Candidates:

  • If a duplicate is detected, you will typically have the option to:
    • Merge the profiles: Combine information from two or more profiles into a single candidate record, preserving essential data.
    • Link the new candidate application to the existing profile: Instead of creating a new profile, you can attach the new application to the existing candidate record.
    • Review the duplicates and choose the best course of action based on the available information.

For example, if the duplicate candidate profiles have slightly different information (e.g., different emails or phone numbers), you can review both profiles and choose which one to keep or merge them.

7. Manually Compare Profiles (if necessary):

  • In some cases, the system might not catch subtle differences, so you can manually compare candidate profiles by:
    • Reviewing their resumes or application data.
    • Checking contact information such as emails, phone numbers, or addresses.
    • Comparing the employment history or education details.

8. Merge or Delete Duplicates:

  • If a duplicate profile is confirmed, you may choose to:
    • Merge the duplicate records if allowed by your role. This process combines both profiles into one, preserving important details.
    • Delete one of the profiles if it’s a clear duplicate and contains no useful or relevant information.

9. Regular Monitoring:

  • To prevent duplicate candidates from being introduced over time, it’s important to regularly monitor the candidate database and perform routine duplicate checks.

Automatic Duplicate Detection Features:

  • Resume Parsing: Oracle HCM’s resume parsing tool helps detect potential duplicate entries by scanning candidate resumes for matching details.
  • Application Entry: During candidate application or profile creation, Oracle Recruiting Cloud automatically runs a background check for duplicate candidates based on defined criteria like name, email, and phone number.
  • Email Verification: Email addresses are often a key factor in detecting duplicates since many candidates use the same email across multiple applications.

Steps for Managing Duplicate Candidate Entries:

  1. View Duplicate Alerts: When attempting to add a new candidate or when a candidate applies for a position, the system may alert you if it detects a duplicate.
  2. Compare Data: Review the existing candidate’s details to ensure the profiles match.
  3. Resolve Duplicate: Choose to merge, retain the existing candidate profile, or delete the duplicate, depending on your organization’s policies.

Tips:

  • Use Exact Matching: Be as precise as possible when entering candidate details during the search process to ensure duplicate profiles are found.
  • Check for Variants: Look for potential name variations (e.g., “John” vs. “Jon”) and other discrepancies that could cause duplicate profiles.
  • Keep Email Unique: Since email addresses are often the primary identifier for candidates, ensure that duplicate profiles don’t use different emails for the same person.

By using Oracle Recruiting Cloud’s duplicate check capabilities, you can maintain a clean candidate database, reducing the risk of having multiple profiles for the same candidate and improving the hiring process efficiency.

Candidate Duplicate Check

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