If you have lots of CVs to add to the database, you can do this using the CV import mailbox. This tool will allow you to quickly import multiple records, associated against different jobs if required, all in one go.
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What is the CV Import Mailbox?
The CV import mailbox is a dedicated email address for importing CVs into the database - all you need to do is attach your CVs to the email (up to 20 per email) and send to your designated email address.
The email address used is unique to each customer, so if you don't know what yours is, please contact your local Super User or System Administrator.
To begin, attach the CVs you wish to import to an email and send it to the CV Import email address.
Hint - Want to create applications for these new CVs? If you add an active Vacancy ID to the subject line of your email, you will have the chance to put these candidates straight into the recruitment workflow. You can even put the source of the candidate in the subject line, to automatically track that. i.e if the CV was found on Indeed, including both the vacancy ID and the word Indeed will track both automatically.
Once emailed, access the Import Options button within the blue menu, then select Import CVs.
This will open the import mailbox within a pop-up window. You need to ensure you have pop-ups enabled within your browser for your Eploy system - if you don't the CV Import tool might not be displayed.
If your CVs aren't displayed, they may still be being processed. Click Download Emails to trigger this and they should appear.
From here you have several options:
- Update Link allows you to change the Vacancy the email is linked to
- Remove Link removes the link between the email and a Vacancy, thereby stopping the system from creating an Application automatically
- View will display the email in full
- The X icon will delete the email - if you do this you won't be able to import the CVs and will need to re-send the email
When you're happy with the emails to import, select them using the tick-boxes, or by clicking Select All at the bottom of the screen, then click Next.
The following screen allows you to assign some basic settings to the Candidates you will be creating, including:
- Where the imported CV will be saved and as what file type
- You can rename the document / include the candidate ID.
- Assign users or vendors to each record as they import.
- You can set the Candidate Source, along with their preferences
- You can specify which fields will be extracted from the CVs and set duplicate checking options
- Finally, you can tell Eploy what to do if it identifies a duplicate.
At this point you can simply click Finish to carry out the import. Alternatively, if you click Next you'll be guided through several other pages where you can add extra items to the Candidate, including:
- Creating Actions
- Saving the email as a Correspondence item within the Candidate record
Whether you have clicked Finish or Next, you'll ultimately be taken to a final page where you can confirm what Eploy should do with the attachments to the email.
If each attachment to the email is a CV, use the Select All As CVs button at the bottom of the page. Alternatively, if any of the attachments aren't CVs (e.g. cover letters), then use the drop down menu next to each document to select what Eploy should do with each one.
When you're ready to carry out the import, click Import Email.
A progress spinner will display, indicating that the system is carrying out the import.
Hint - Whilst this is processing, you can continue to work in Eploy in the back ground - just keep the pop-up window open somewhere whilst continuing to work in the browser.
Once the import has been completed, the screen will refresh again, telling you how many new Candidates have been created. Clicking on this will display the Candidates created.
What happens if Eploy identifies a duplicate?
When using the Import Mailbox, if Eploy identifies a CV that will cause a duplicate, this will be flagged before reaching the final page of the import options.
From here you can tell Eploy whether you'd like to continue as-is and create a new Candidate record, or select an existing record to add the file to. Once you've done this, click Import Candidate. Alternatively, if you want to skip the Candidate and not import anything relating to them, click Skip Candidate.
If you chose to import the Candidate anyway, Eploy will flag them as a potential duplicate which you can resolve later.