The following article pertains to the Candidate Merge feature specific to Workday integrations. For specifics on the merge logic within Beamery, click here.

Candidate Merge refers to the consolidation of data on duplicate candidate records. We recognize that duplicate management is a major data quality concern for Beamery customers. Having too many duplicate candidates in Workday or Beamery is a drag on the efficiency of recruitment operations. 

As a solution, Beamery has worked on and deployed a feature called Candidate Merge. The aim of this feature is to build a solution to synchronize the candidate profile merges made on the Workday side, into Beamery.

Candidate Merge ensures the same surviving candidates exists in Beamery after a is merge made in Workday and pulled from Workday to Beamery. 

Beamery keeps two IDs per candidate. The Beamery specific ID and the ATS  ID. So, if you have candidates in Beamery and then sync across an application from Workday, the candidates will only be merged if they share the same email address of one existing profile in Beamery, with the original candidate being updated with the ATS ID. 

If they share the email address of multiple existing profiles in Beamery, then Beamery will follow suit and create an additional profile. This is to ensure that we are not merging some and not others. 

Candidate Merge ensures that when we are merging, we are able to correctly display the same surviving candidates in Beamery after a merge made in Workday and pulled from Workday to Beamery. 

Important to note:

The Workday Candidate Merge function is only available for future merges, meaning the feature will not merge contacts retroactively. If you are planning an audit of your Workday contacts, please be sure to enable this feature in advance.

System behavior to be mindful of:

Scenario - Multiple job applications:

When the source and target candidate have applied to the same job requisition and the stages(status) are different for each (i.e. ‘Rejected’ and ‘Review’), Workday will maintain two job applications with the two different stages for the merged candidate.  

However, when pulled into Beamery, we only maintain one job application - the job application and therefore the stage(status) of the target candidate. This is due to our data model - there can only be one application for the same candidate and the same vacancy. 

Scenario - Maintaining source data after merge to target

The object of this feature is to ensure we have the same surviving candidates in Beamery after a merge made in Workday and pulled from Workday to Beamery. 

When a merge is actioned in Workday, for prospect profiles only (so not including candidate profiles), the ‘skill’, ‘attachment’, ‘language’, ‘education’, ‘source field’, and ‘experience’  for the source profile is lost/removed. However we maintain this data in Beamery after we have pulled and processed the merge. 

Scenario - When a target candidate is created before the source candidate

Beamery will represent the ‘Full Name’ fields of the target candidate when a merge has been actioned and pulled across from Workday. Workday will represent the ‘Full Name’ fields of whichever candidate was either last updated, or if not updated, last created.

Therefore in a scenario where the source candidate was created after the target candidate, then Workday will represent the ‘Full Name’ of the source candidate and not the target candidate. However, Beamery will represent the ‘Full Name’ of the target candidate, irrespective of which was last updated/created. This is because Beamery’s merge logic differs from Workday's merge logic. 

Beamery’s merge logic is to always present the details of the target candidate. Workday’s logic is to present the details of the candidate who was last updated or if not updated, last created.

This discrepancy is resolved by the next candidate_pull - as Workday will then send across an updated ‘Full Name’