Deduplicate job applicants from forms
Standardize contact details from job applications, match them to existing candidates, and update or create records with a note on the source.
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When a candidate submits an application through any of the job forms in [job application form tool, e.g. careers site forms, job board forms], capture the submission and standardize the phone number and email address into consistent formats. Search [applicant tracking system] for an existing candidate by email address, falling back to phone number if no email match is found. If a match is found, update that candidate record in [applicant tracking system] with the new application details; if not, create a new candidate record in [applicant tracking system]. Then add a note to the candidate record in [applicant tracking system] recording which form the application came from.
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Problem
Recruiting teams copy applications from several forms into the applicant tracking system by hand, retyping phone numbers and emails in whatever format candidates used. Inconsistent formats make existing records easy to miss, so returning candidates end up with duplicate profiles, split history, and no clear record of which form they came from.
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Solution
When a candidate submits an application through any job form, the automation captures the submission and standardizes the phone number and email address into consistent formats. It searches the applicant tracking system for an existing candidate by email, falling back to phone number. If a match is found, it updates that record with the new application details; if not, it creates a new candidate record. It then adds a note recording which form the application came from.
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Impact
Every applicant has a single, consistently formatted record with the source of each application attached, so recruiters see a candidate's full history without hunting for duplicates.
Benefits
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Reduced duplicate profiles
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Faster application logging
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Reliable source attribution
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Increased recruiter productivity
Solutions
Adapt at speed with visual-first automation and AI
Make drives efficiencies, solves problems, and speeds innovation by breaking down silos across your business.
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