Process Steps

1. Identifying Duplicate CRM Profiles

A. Search for the Candidate in Phenom CRM

1. Navigate to the Candidates Module in Phenom CRM.
2. Search for the Candidate Name to check if multiple profiles exist.
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3. If multiple profiles appear, verify that they belong to the same individual before proceeding.

B. Confirm Candidate Identity

1. Compare key details between profiles:
   • Email addresses
   • Phone numbers
   • Work history
   • ATS IDs (if available)

2. If discrepancies exist, contact the recruiter for verification before merging profiles.

2. Checking ATS IDs in CRM and Taleo

A. Locate ATS IDs in Phenom CRM

1. Open each duplicate CRM profile.
2. In the Contact Information Tile, check if an ATS ID is associated with the profile.

3. Note the ATS ID(s) for comparison.

B. Search for the Candidate in Taleo

1. Open the recruiting module in Taleo and search for the candidate by name.

2. If Taleo automatically opens a single candidate profile, this confirms that only one profile exists in Taleo.
3. Compare the ATS ID in Taleo with the ones found in Phenom CRM.
4. The ATS ID in Taleo is the primary ID that should remain in the merged CRM profile.

3. Merging Duplicate CRM Profiles

A. Select the Master Profile

1. In Phenom CRM, return to the Candidates Module and search for the candidate’s duplicate profiles.
2. Choose the profile that contains the correct ATS ID matching Taleo.
3. Select the Ampersand and choose “Edit Profile”

4. Edit the candidate’s name on this profile by appending "Master" (e.g., Jane Doe Master) to distinguish it before merging. Select “Save Changes” at the bottom of the page to save your edits.

B. Merge Candidate Profiles

1. Select both profiles in the Candidates Module by checking the boxes to the left of their names.
2. Click More Actions → Merge Candidates.

3. Important: You can only merge two profiles at a time. If there are more than two duplicates, repeat the process after the first merge.
4. Choose the "Master" Profile as the primary profile.

5. Review the fields presented for merging and select the most accurate data.
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6. Complete the merge process.

4. Verifying a Successful Merge

1. Perform another search in Phenom CRM for the candidate’s name.
2. Only one profile should remain.
3. Open the remaining profile and verify:
   • The correct ATS ID is retained.
   • The candidate’s information is accurate.
4. Remove the "Master" label from the candidate’s name.

5. Key Takeaways & Best Practices

• Always verify candidate identity before merging profiles.
• The correct ATS ID should match the candidate’s primary Taleo profile.
• Only two profiles can be merged at a time—repeat if necessary.
• After merging, double-check the final profile for accuracy before making additional updates.