Duplicate Talent Report

The Duplicate Talent Report identifies potential duplicate candidate records in your system based on matching Social Security Numbers, email addresses, or mobile phone numbers. Use this report to maintain data integrity, prevent duplicate communications, ensure accurate placement tracking, and comply with data quality standards. Clean candidate data is essential for accurate reporting, avoiding confusion during recruiting, and preventing compliance issues with tax reporting or background checks.

This report works by filtering your "source" talent records based on your selected criteria (date range, archive status, etc.), then comparing those records against your entire talent database—regardless of archive status or creation date—to find matches. For example, if you filter for candidates created last year who are not archived, the system will compare those records against all talent records in your system to identify duplicates.

• Click here to go to the Recruiting Category (list of Standard Reports)

Click on the links below for more information: List of Standard Reports List of BOLD Analyze Reports   List of INSIGHTS Dashboards

CHAPTERS Legend Locating the Report Logic Filter Options Field Details

Legend

To Access the Report

1. Click on the Analyze Tab, and the Reports Sub Tab will automatically be selected
2. In the Search Reports field, type DUPLICATE
3. Click on the Duplicate Talent Report

Logic

This report provides duplicate records of talent by Email or SSN.

• Click here to go to the Recruiting Category (list of Standard Reports)
   

Report Filters:

	Filter Name	Options	Explanation
	Show Duplicate By	SSN, Email, Mobile Phone, Email and Mobile Phone, ALL (SSN + Email + Mobile Phone)	Critical filter: Determines which matching criteria identifies duplicates. • SSN = Best for finding true duplicate people • Email = Catches shared email addresses (family members, outdated contacts) • Mobile Phone = Identifies shared phone numbers • Email and Mobile Phone = Stricter match (both must match) • ALL = Most comprehensive—finds any match across all three fields
	Include Archive Records	Yes, No	Controls whether archived talent appears in the report results. • Yes = Shows all duplicates including archived records • No = Shows only active duplicates Note: The comparison always checks against ALL talent records regardless of this setting—this only affects what displays in results.
	Date Type	Talent Created Date, Active Placement	Choose which date field to filter your source records: • Talent Created Date = When the candidate record was created • Active Placement = When the candidate had an active placement Use "Active Placement" to focus on duplicates among recently placed candidates.
	Date From	Calendar date selector	Start date for the selected Date Type range. Filters which "source" records to check for duplicates.
	Date To	Calendar date selector	End date for the selected Date Type range.
	Date Range	None, Today, Tomorrow, Yesterday, This Week, Last Week, Last Month, Last Year, etc.	Quick-select preset date ranges. When selected, Date From/Date To fields are disabled—use either Date Range presets OR custom Date From/Date To, not both.

How the Filters Work Together:

The filters define your "source pool" of talent records to check, then the system compares that pool against your entire talent database to find matches. Example: Selecting "Last Year" + "Include Archive Records = No" will identify all non-archived candidates created last year, then compare them against ALL talent records (including archived ones) to find duplicates.

Field Details

• Click here to go to the Operational Category (list of Standard Reports)

Field Name	Description	Notes
Talent Employer	Candidate's assigned division
Talent Region	Candidate's assigned region	The field is hidden but it can selected to display in the report
Talent Office	Candidate's assigned branch location
Talent ID	Unique system identifier in FrontOffice/Bold
Talent	Candidate's full name
Talent SSN	Social Security Number	Shows last 4 digits only for security
Talent Status	Current candidate status	Active, Former, etc.
Talent Address 1	Primary street address
Talent Address 2	Secondary street address
Talent City	City name
Talent State	State
Talent Zip Code	Zip/Postal Code
Talent County	County
Talent Email	Primary email address (Email 1)	Key field for identifying email-based duplicates
Talent Email 2	Secondary email address
Home Phone	Residential phone number
Mobile Phone	Cell phone number	Key field for identifying phone-based duplicates
Talent Created Date	Date candidate record was created in system	Use to identify which record is older
Last Updated Date	Most recent update to the record	Helps determine which record has more current information
Talent Entered By	User who created the candidate record
On Placement	Whether candidate currently has active placement (Yes/No)	Critical for determining which duplicate to keep
Archived	Whether record is archived (Yes/No)
Archived By	TUser who archived the record
Archived Date	Date record was archived
Last Contact Date	Most recent contact with candidate	Helps determine which record is more actively used

 

Resolving Duplicates:

For Front Office Only: 

Simply merge the records using the merge function and select which record will be the primary one.

For integrated Front and Back Office (BOLD):

• When both duplicate records are showing as active:

1. Determine the primary record: Review both records and decide which should remain active. Consider:
   • Which has the most complete/accurate information
   • Which has the most recent activity (placements, contacts)
   • Which has more placement history

2.  Update the non-primary record: Copy any missing information from the non-primary record to the primary record, then update the non-primary record to match the primary record's core details (name, SSN, contact info). Save changes. 

  3.  Archive the non-primary record: Use Quick Actions > Delete Talent to archive/delete the duplicate record.

• When one record is archived, and one is showing as active:

1. Determine the primary record: Decide which should be your active record. 
2. Unarchive if needed: In BOLD, go to Utilities > Record Archive and unarchive the archived employee/applicant. 
3. Update the non-primary record: Update the non-primary employee/applicant to match the primary record's information. Save changes. 
4. Re-archive the non-primary record: Use Quick Actions > Delete Talent to archive the duplicate.

Result: Both records contain matching information for audit purposes, but only the primary record remains active in the system. This prevents data loss while eliminating active duplicates.

Best Practice Tips:

• Run this report monthly to catch duplicates early
• Before merging, document which record had what information in case you need to reference it later
• Check placement history on both records before deciding which to keep
• Communicate with your team before archiving records to ensure no one is actively working with that duplicate