A great new feature in Gopher 2009 is the ability to see profile information for individuals found in your Gopher database with the same name as on a resume being imported. You have the option to check for duplicates in three ways: 1) based on first name, middle initial and last name; 2) based on first name and last name and 3) based on last name only. By default, duplicates will be based on first name, middle initial and last name; however, you may verify this or change by clicking Options on the Gopher menu bar and selecting Duplicate Name Checking. A new menu opens up with the three available options – check the option that works best for you.
During the import process, if Gopher finds matches on the name according to the duplicate option selected, a window will appear similar to the one pictured below.
Note: Gopher searches the applicants in your Gopher database for name matches, and therefore ignores client records.
I have my “Duplicate name checking” set to First and Last Name. So, when I import a resume containing the name Jack Osborn, Gopher finds as a possible match Jack C Osborn and Jack Osborn. Under the “Matching profile records” you will see the total number of matches found and you may use the scroll bars to scroll through the records. You will see information from the profile record of the individuals found to be a possible match. This information can then be compared with the resume being imported in order to help you determine if the applicant being imported is the same as an applicant already in your Gopher.
You have four options available:
1) “Refresh empty boxes in profile, add new resume.” – If the applicant who’s resume is being imported is found to already be in your Gopher, you may opt to select this option. Any information that is missing from the existing profile record will be updated with the information on the resume (if found), keywords will be updated and the new resume added. The resume will not replace an existing resume; instead a new resume record will be created. Be certain that the matching record is visible in the “Matching profile records” section when choosing this option.
2) “Add resume and refresh existing profile key words.” – This option also applies if the applicant whose resume is being imported is found to already be in your Gopher and works similar to the first option. However, the difference is that when this option is selected, the only information on the existing profile record that gets updated is the keywords. The new resume will also be added. Again, be certain that the matching record is visible in the “Matching profile records” section when choosing this option.
3) “Add new profile and resume as duplicate (# in middle initial).” – If the applicant who’s resume is being imported is not the same as those applicants in your Gopher that were found to be a name match, you may opt to select this option. A new profile record for this applicant will then be created. Since duplicate names are not allowed in Gopher (based on First, Middle, Last), a unique number will be added as the middle initial in order to differentiate this applicant from others with a similar name.
4) “Use pre-edit screen to modify import.” – If you would like to edit the information parsed from the resume (including name or other profile information) prior to importing, select this option. The Pre-Edit Resume Import form will open. Refer to Editing Profile during Resume Import for more information.