Merging Records. Wednesday, June 15, 2016 Page 1
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1 Merging Records When you merge duplicate candidates, contacts, companies, or jobs, one record must be the primary record and the other must be the secondary. All information on the primary records remains in place and the following information from the secondary record transfers over: Notes File Attachments Related Tasks Related Appointments Contacts (only if merging companies) Ownership (only if merging candidates and contacts, as jobs can only have one owner, and companies do not have owners) Submissions Client Submissions Interviews Placements Categories Parsed Skills (Qualified Skills do not transfer. Be sure to manually type them in your chosen primary record before you do the merge.) Specialties Industry Messages Work History Education Reference Checks The fields below do not transfer/do not merge. That means, if there is data in these fields that you wish to keep, you must manually type it into your chosen primary record before you do the merge. Name (First, Middle, Last, + Nickname) Title Current Company Referred By (other) Phone numbers Address Emergency Contact Salary rates (under Compensation and Recruiting Info ) Submission Summary Personal Notes Qualified Skills (this field doesn t look like it s free flowing text, but it is) Degrees, Certifications, Language Resume keeps only the resume in the primary record Wednesday, June 15, 2016 Page 1
2 How to decide which record to keep: Review the content within all of the fields that do not transfer over. (See list on page 1.) You should choose the record that has the most accurate information filled out. If there is important info in a non-transferrable field, manually enter it into the primary record. Identify and write down the ID numbers for both the primary and merge records. Once the merge is complete, Bullhorn deletes (or archives, if merging companies) the secondary record. You may want to have both records open before starting the merge so that you can easily undelete the secondary record if necessary. To open multiple records of the same entity, click the Pin icon in one view, then open the other record. You can switch back and forth between the views by clicking the module button in the left navigation pane. Once you close the secondary record that you merged, you can no longer retrieve the record. If you merged the records accidently, you will need to recreate the deleted record. Before you merge more things to consider: Merging Candidates Do both versions of the candidate have active assignments? If so, cannot merge yet. Merging Jobs if both are in use on active assignments, cannot merge yet. How to do the merge: 1. On the primary record, from the Select an Action drop-down, select Merge Records. Wednesday, June 15, 2016 Page 2
3 2. In the And This Record field, click the select arrow to search for the name of the secondary record. It is best to enter the ID number in case there are multiple records with the same name. 3. Click Merge (companies), Submit (candidates and contacts) or Save (jobs). 4. Click OK. This is essentially all you need to merge records confidently. However, for those of you who are junkies for detail, we created a list of every single field and whether or not it transfers over in a merge. For that info, you are welcome to keep reading, otherwise, go forth and merge. Wednesday, June 15, 2016 Page 3
4 Merging Records - Addendum The ancillary elements associated with a record (such as Notes, Files, associated Jobs, Placements) will transfer over when you do a merge. However, most individual FIELDS do not merge. For those of you who are junkies for details, following is a complete list of every field and whether or not it transfers in a merge. If you want to keep any of the info that does not automatically transfer, you must manually type it into the primary record before you do the merge. or Not? Candidate Record Record/Field Name Name (First, Middle, Last) Status Branch Division Nickname Title Current Company Desired Tax Status Source Referred By Referred By (Other) Owner Last Contact Date Vaco Alumni Home Phone Mobile Phone Work Phone Other Phone Address1 Address2 City State Zip Wednesday, June 15, 2016 Page 4
5 Emergency Contact Birthday Month Birthday Day Salaried (Y or N) International (Y or N) Employment Preference Current Salary Desired Salary Minimum Salary Current Bonus % Current Pay Rate Desired Pay Rate Minimum Pay Rate Current Compensation Comments Desired Locations Date Available Willing to Relocate (Y or N) Willingness to Travel Submission Summary Personal Notes AAPP Resume (keeps only the primary resume) Parsed Skills & SW/HW Qualified Skills & SW/HW Positions Qualified For Degrees Certifications Industry Experience Language Vaco Representatives n/a TalentWise Status n/a TalentWise Results External ID Distribution Lists Notes File Attachments Related Tasks Related Appointments Contacts (only if merging companies) Submissions Wednesday, June 15, 2016 Page 5
6 Client Submissions Interviews Placements Categories Parsed Skills Specialties Industry Messages Work History Education Reference Checks Wednesday, June 15, 2016 Page 6
7 or Not? Contact Record Record/Field Name Name (First, Last) Division Branch Professional Notes Nickname Vaco Representatives Company Title Area of Responsibility Contact Position Reports to Status Personal Notes Direct Phone Mobile Phone Other Phone Exec Asst Exec Asst Phone Address1 Address2 City State Zip Fax Birthday Month Birthday Day Source Skills & SW/HW Positions External ID Industries Language Certifications Distribution Lists Wednesday, June 15, 2016 Page 7
8 Company Record or Not? Record/Field Name Company Name Division Branch Status Company Overview Vaco Company Notes Signed Fee Agreements (Y or N) Standard Perm Fee (%) Signed CSA (Y or N) COLI Expiration Date Address1 Address2 City State Zip Location Main Phone Fax Country Parent Company Company Website Corporate Structure Target Lists Revenue # of Employees Fiscal Year End National Account (Y or N) VMS Fee % Source Industries Language Skills - SW/HW Position Vaco Representatives External ID Wednesday, June 15, 2016 Page 8
9 Job Record or Not? Record/Field Name Client Job Title Vaco Position Type Client Requisition # Job Type Status Job Stage Priority Company JO Contact Hiring Manager Vaco Rep Branch Division Assigned to Start Date Contract Length Scheduled End Date W2 Pay Rate Min W2 Pay Rate Max C2C/1099 Pay Rate Min C2C/1099 Pay Rate Max Pay Unit Expected Conversion Salary Bill Rate Min Bill Rate Max Bill Unit Compensation Notes Accept Third Party Candidates (Y or N) Accept OOA Candidates (Y or N) # of Openings Location Requirements Travel Requirements Minimum Relevant Experience Degree Requirements Certification Requirements PO# Published Job Description Internal Job Description Wednesday, June 15, 2016 Page 9
10 Additional Comments Published Contact Info Publishing Status Job Location City State Country Zip Location Open/Closed (Y or N) External ID Notification - Individuals Distribution List Wednesday, June 15, 2016 Page 10
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