Concept: Manual Candidate Merging

You can view and manually merge potential duplicate records on the:

Find Duplicates for Candidate

report.

Duplicates

tab on the

Overview

profile group of the candidate profile.

Possible Actions on Duplicate Records

Workday enables you to take action on duplicate records, depending on the source and target of the merge event. On the grid below:

The top row lists potential merge targets.

The first column lists potential merge sources.

	Prospect	Candidate without Candidate Home Account	Candidate with Candidate Home Account	Pre-Hire with Candidate	Pre-Hire	Terminated Worker	Former Worker	Active Contingent Worker	Pre-Hire with Initiated or Future-Dated Hire	Active Worker
Prospect	Merge	Merge	Merge	Merge	Merge	Merge	Merge	Merge	N/A	N/A
Candidate without Candidate Home Account	Merge	Merge	Merge	Merge	Merge	Merge	Merge	Merge	N/A	N/A
Candidate with Candidate Home Account	Merge - Candidate Home account moves to target	Merge - Candidate Home account moves to target	Merge - Latest updated primary email address becomes Candidate Home account username	Merge	Merge	Merge	Merge	Merge	N/A	N/A
Candidate with Pre-Hire and Without Hire Events	Merge	Merge	Merge	Merge	Merge	Merge	Merge	Merge	N/A	N/A
Candidate with Pre-Hire and Initiated Hire Event	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A

You can't merge a candidate to a worker who has an in-progress event, such as a personal information change or future-dated hire event.

You can't merge 2 candidates if at least 1 candidate's Job Application
event is complete.

If you unmerge 2 candidates who previously had different Candidate Home accounts, Workday restores both accounts. You can't unmerge candidates out of order. Example: If you merge 2 candidates, then merge the record with a third candidate, you must undo the second merge before you undo the first.

When you merge a prospect created through Prospect Introduce Yourself with another prospect, Workday displays Terms and Conditions for the merge Target and not the merge Source. Terms and Conditions for the Source are available in audit reports.

Duplicate Record Identification

Workday compares this information on both records to find and display potential duplicates for a candidate:

Type	Description
Candidate name	At least one of these combinations must be an exact match: First letter of the First Name and full Last Name . Full First Name and Last Name .
Contact information	The Phone Number or Email must be an exact match. Only available for candidate-to-candidate matching. Workday doesn't match phone numbers if the formatting differs. Example: 555-1234 doesn't match with 5551234.
Date of birth	Must be an exact match.
National ID	You can merge records with national IDs that have different expiration or issue dates when the national ID type and ID are the same. You can't merge 2 records that have different values for the same type of national ID. If both the source and target records have national IDs of the same type, either: All of the source's national IDs of that type must be contained within the target's IDs of the same type, or All of the target's national IDs of the same type must be contained within the source's IDs of the same type. Example: You can merge 2 records if the source and target share the same SSN (Social Security Number) and the source has an additional SSN. However, you can't merge the records if they share the same SSN, but both of them have additional, different SSNs. Workday doesn't compare government IDs when identifying duplicate candidates.
Previous worker questions	If you enable previous worker questions on the Edit External Career Site task, Workday compares existing worker data with these candidate answers: Previous work email. Employee ID. If at least one of these answers matches with a former or terminated worker, Workday also compares their data with these candidate answers for increased accuracy: Manager name. Work location.
Social media	At least 1 of these fields must be an exact match: LinkedIn URL X User Name Facebook URL Google+ URL