What are Duplicates?
Workday automatically identifies when a candidate may have multiple records in Workday, or is an existing worker. Candidates that have been identified as a possible duplicate cannot move forward in the requisition/hiring process.
Workday identifies potential duplicates based on:
- First and last name – exact match
- Partial match of name – first letter of first name and exact last name
- Date of birth – exact match
- Phone number – area code and number
Does my Candidate have a Duplicate Record?
When unable to move a candidate forward, look for the following to determine whether the candidate has a duplicate record:
- Is there a “Yes” in the “Any Duplicates Found” column of the candidate grid?
- Is this an internal candidate? If so, did they apply for the job through the internal candidate site? Internal candidates can also include active Contingent Workers.
- Was this person a former UT employee or contingent worker? Do they already have a record in Workday?
- Do multiple pre-hire records exist for this employee?
If you have started or completed a new hire, but the person is already in Workday, a duplicate has been created.
What to do if I have a Duplicate?
Contact
hrsc-duplicate-candidates@utlists.utexas.edu. A customer service ticket will be created to track the issue. Depending on the circumstances, the employee records will need to be merged, the duplicate record deleted, or the application deleted and the candidate will need to reapply before the hire can be successfully completed.