In the Carerix system, you manage records of Candidates, Contacts, and Clients, among others. The intention is that each Candidate, Contact, and Client in the system is unique.
After all, if the same candidate is registered twice in the system, it causes confusion.
Carerix attempts to prevent duplicate entries by issuing a warning when a record is recognized as a "possible duplicate."
In this article, we outline per entity how deduplication works in the different common ways new records are created.
Candidate Deduplication when Manually Creating a Record in the Carerix Application
Carerix checks for duplicates when creating a candidate. A "duplicate" is defined as one of the following situations:
Possible Duplicate:
👬 Last name + date of birth are the same (as an existing candidate)
👬 Postal code + date of birth are the same
👬 City + date of birth are the same
👬 Last name + postal code + date of birth are the same
In these cases, a warning will appear stating that a "possible duplicate candidate" has been entered.
When Carerix detects a possible duplicate record while manually creating a candidate, step three of the new candidate wizard will display a list of possible duplicate candidates. The user then has two options:
Select the record that they believe matches the candidate they were adding. When they click 'Next,' they can add information in step four. When they then click 'Finish' or 'Finish and Open,' the added or modified information will be added to the existing record. In this case, NO new record is created.
Do not select a record and click 'Next.' In that case, the wizard continues, and a new record is created upon completion.
Within Carerix, it is not possible to add records with identical Social Security Numbers (SSN). If you enter an SSN in an existing record that is already listed in another record, you will receive a notification in step 3 of the wizard. You cannot save the current record with the same SSN. When creating a new candidate with the same SSN, Carerix assumes that this is (most likely) a duplicate candidate.
This means the following:
Probable Duplicate:
👬 Social Security Number is the same.
In this case, Carerix implicitly assumes that this is the same candidate:
👬 A warning message appears, and the probable duplicate record is displayed in the wizard.
👬 You can select this and proceed.
👬 Your additions/changes will be applied to the existing record.
In case of a proabable duplicate, it is not possible to create a new record. Note that the 'Next' button in the wizard will not be active until you select an/the existing record.
Within Carerix, there are multiple ways to create new candidate records. Below is an overview.
Manually Filling in the Fields
When you start creating a new candidate from the left menu or the candidate overview and choose the option 'Fill in the fields manually,' the deduplication mechanism works as follows:
👬 New candidate --> 'Fill in the fields manually'
👬 If you create a new record where values match an existing record (as described under 'Candidate Deduplication'), the wizard will display a list of possible duplicate candidate records in the next step. You will then see the message:
"Candidates have been found whose data matches the newly entered candidate..."
👬 If you choose one of the records, you proceed with that record.
👬 If you do not make a selection and click 'Next,' a new record is created.
Application via Own Website
When a candidate applies via the website and there is an integration with Carerix (via one of the Carerix APIs or the Carerix WordPress plugin), the same conditions apply as for manual entry.
However, a new candidate record is still created. Since we cannot ask the user to identify the possible duplicate candidate, an email is sent based on the email template with code web-dupwarn. This template states which candidate is involved. Check whether it is indeed the same candidate twice, and use "Merge" to combine them into one.
Different deduplication conditions may apply via the API. Check the technical documentation with your web developer.
(Automatic) CV Extraction
During CV extraction, deduplication occurs automatically. If you start the extraction from the left menu, a new candidate is created, or if a duplicate is found, an existing candidate is updated. If you start extraction from an email attachment or from the attachments tab in a candidate record, you can choose to update the candidate record from the context bar or create a new record.
Bulk Import
When importing candidates in bulk, deduplication generally does not occur (to avoid slowing down the process). Use the "Merge" action for candidates if necessary to consolidate duplicates afterward.
Contacts
To prevent duplicate contacts, Carerix applies the following check:
👬 You choose: [New] to create a new contact.
👬 You then select the Client the Contact belongs to.
👬 Carerix will now show you a page with existing Contacts.
👬 Check first whether the Contact you want to add is already listed:
If the contact is listed:
Select it and update the details if necessary.
If the contact is not listed:
You do not need to select anything and can enter the contact in the next screen.
Bulk Import Contacts
When importing contacts in bulk, no deduplication check is performed, just like with Candidates.
Clients
To prevent duplicate Clients, Carerix applies the following check:
👬 You choose: [New] to create a new Client.
👬 You first enter the name of the Client.
👬 Carerix now shows you a page with existing Clients with similar names.
👬 Check first whether the Client you want to add is already listed:
If the Client is listed:
Select it and update the details if necessary.
If the Client is not listed:
You do not need to select anything and can enter the Client in the next screen.
Bulk Import Clients
When importing Clients in bulk, no deduplication check is performed, just like with Candidates and Contacts.
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Keywords: UD-1173