Career Page Editor Application Verification

Admins need the ability to turn on email verification in the Careers Editor page to be a part of their application process.  This will help prevent someone (the Talent themselves or someone who may share the same email address) from inadvertently overwriting another existing Talent's information.

Note: Career page editor access is needed for this feature.

Duplicate Messaging Configuration
Verification Process
Detailed breakdown of duplicate checks
Two Key Points

Screenshot: Toggle Switch For Application Verification

Note: Duplicate Checking works normally and is what triggers the Application Verification if enabled. Please also note that any field configured for duplicate checking MUST be set to "Required" in that board's workflow configuration to ensure Application Verification cannot be bypassed.

Duplicate Messaging Configuration

Below is the message displayed to the applicant when they are found to be a duplicate (if Application Verification is enabled)

Enabling the "Application Verification" setting to "On" will result in the following: a Talent whose email address already exists in the system will be required to enter a code that is emailed to them as part of the application process, prior to overwriting/merging their existing Talent profile details.

Verification Process

For Talent going through the application process, an email validation code will be sent to them prior to any overwriting or merging of Talent information. This will occur when the same name and email address are used more than once.

• If a spouse/family member shares a Talent's email address and last name, the system will prevent them from overwriting the Talent's information with their own data and will inform them they need to use a different email address. 

If a Talent exists with the email address, the message displayed will be a default version. If a Talent exists in the system, but no email address is provided/required, the message will be a "Full Stop" Version.

 

• An email verification code will be emailed to the email address in question, with a message to the recipient.

• A Talent/Applicant will be able to apply multiple times without overwriting/deleting their existing profile information without a warning.
  
  
• The system will warn a Talent/Applicant who shares a name and email address with an existing Talent about potential data loss. The system will direct them to apply with their own email address.

If a Talent exists with the SSN, the message displayed will be a default version. If a Talent exists in the system, but no SSN is provided/required, the message will be a "Full Stop" Version.

• Full SSN:  When the full SSN is added to your duplicate checking method, it will take priority over the other duplicate check data points.  This means if the SSN does not match, but other criteria does match, the new applicant will not be considered a duplicate.  When the full SSN is a match with an existing talent, that will always be considered a duplicate.  When an existing talent does not have an SSN on their record, but are a match to the other duplicate check data points provided by a new applicant, this will be considered a duplicate.
• Last 6 or Last 4 SSN:  When these are added to your duplicate checking, that is exactly what they do; they add another parameter to your duplicate checking process.  For example, if your setup is "email" and "last name" and "last 6 of SSN", then all 3 of those items will need to match for a duplicate to be identified.  If an SSN is not yet on a talent profile, but the other data points provided by a new applicant match an existing talent, again, this will be considered a duplicate.
  
  

Detailed breakdown of duplicate checks

Email Only -- will trigger if the email exists
Mobile Phone Only -- will trigger if the mobile phone exists
BOTH (Email OR Mobile Phone) -- will trigger if either email or mobile phone exists
Email Only + Last Name -- will trigger if the email exists AND last name matches
Mobile Phone Only + Last Name -- will trigger if mobile phone exists AND last name matches
BOTH (Email OR Mobile Phone) + Last Name -- will trigger if email OR mobile phone exists AND last name matches
Email Only + SSN -- will trigger if the email exists AND SSN matches
Mobile Phone Only + SSN -- will trigger if mobile phone exists AND SSN matches
BOTH (Email OR Mobile Phone) + SSN -- will trigger if email OR mobile phone exists AND SSN matches
Email Only + Last Name + SSN -- will trigger if the email exists AND last name AND SSN matches
Mobile Phone Only + Last Name + SSN -- will trigger if mobile phone exists AND last name AND SSN matches
BOTH (Email OR Mobile Phone) + Last Name + SSN -- will trigger if email OR mobile phone exists AND last name AND SSN matches

Two Key Points

1) No matter what is selected for duplicate checking, if Application Verification is NOT enabled, Application Verification will not be invoked.

2) If a field such as "email" or "mobile phone" is not set to "Required" in the workflow for the board you've enabled Application Verification on, an applicant can bypass the verification process by not entering in that information.