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GDPR - Useful Searches to Identify Data to Delete

When preparing for GDPR it may be useful to identify old, obsolete or little-used records within your database. Having identified these record and stored them in a GROUP, you may then decide to delete these record from your database.

Below are some examples of searches which may prove useful in identifying data that you wish to remove.


Identify record by created date

To find any candidates created prior to a given date, use the filters at the top to specify:
Date Type = Created, Date [--/--/--] to [31/12/2015], status=All



This will find everyone created prior to the chosen date. You can then use the GROUPS button at the left to create a Group.

Identify Currently PLACED Candidates

You may wish to run a  search to find ANY candidate whose status is currently PLACED
You can then remove them from the GROUP.

Search Criteria:  Status = Placed

This will find any candidates who currently have a status of "Placed".
As an example, you *may* wish to remove these candidates from the Group containing candidates added before xx/xx/xxxx. You can do this by using the 'Remove from Group' facility at the left hand side of the workbench.


Identify Candidates placed during date range

You may wish to run a  search to find candidates who were placed during a date period, although their current status may no longer be "Placed". This is especially useful for contract placements, where candidates work for a period of time and then have their status set back to LIVE after their contract placement has finished.

Search Criteria:  Status = Placed, Date Type=Status Change, date [01/01/2016] to [31/12/2019]

This will find any candidates whose status was ever changed to "Placed" since 01/01/2016.


Identify candidates based upon Registered Date

You may wish to run a  search to find candidates with a Registered Date within a certain range. (The Registered Date can be seen at the bottom centre of a candidate record,)

Search Criteria:  Status = All, Date Type=Registered, date [01/01/1999] to [31/12/2015]


Search by Last Contact Date

You may wish to find candidates based upon their "Last Contact Date".
This can be seen in the column labelled "Last" on the candidate workbench. For more information about how the Last Contact Date is calculated, click HERE

Search Criteria: Status=All, Date Type=Last Contact,  Date: [01/01/2017] to [--/--/----]

e.g. This will find any candidate who has been contacted since 1st Jan 2017


Search by CV Updated Date

You can find candidates based upon the last date that their CV has been updated. (This date can be seen on the DOCS page of the candidate record).

To do this, click on the Filter criteria above the workbench, which will open a query screen. Enter your criteria as

CVUP     CV Updated Date     GE    AND   01/07/2017

Logic Line [ 1                ]

This tells the system to use criteria [1] and will search for any candidate whose CV has not been updated on or after 01/07/2017 


Search by Last Booked Date

If using TEMPS it may be useful to find candidates based upon the last date that they were booked. This can be done as below.

Search Criteria: Status=All, Date Type= Last Booked, Date=[01/01/2017] To [--/--/----]

This search will return any candidate who has their LAST booking on or after 01/07/2017


Search Using Number of Matches

It is possible to find candidates based upon the number of match record they have.

To do this, click on the Filter criteria above the workbench, which will open a query screen. Enter your criteria as

MATS     No of Matches    GE    AND   1

Logic Line [ 1                ]

This will return a list of candidates who have one (or more) match records.



Search using Match Stage

This can be used to find candidates who have reached a particular STAGE through the Match process. If *any* of their matches have reached the specified stage(s) then they will be returned on the list.

To do this, click on the Filter criteria above the workbench, which will open a query screen. Enter your criteria as

MATC     Interview/Match Status    EQ    OR   MAT     1st    CVS

Logic Line [ 1                ]

This will return a list of candidates who have a match that is currently at the stage of MAT, CVS or 1st.


Search by consultant (owner)

It is possible to find candidates based upon the current 'owner' of the record. (This is the UserID seen at the top-left of the candidate record.)

To do this, click on the Filter criteria above the workbench, which will open a query screen. Enter your criteria as

CNS     Consultant         EQ    OR   ADM    LTS

Logic Line [ 1                ]

This will find any candidate where the 'Consultant' (owner) is either ADM or LTS.
This is often useful to find record added (or owned) by a particular consultant, perhaps because they have left.



Tip:  You may wish to run a search to initially identify records and put them into a group, then run subsequent searches through that group and use 'Remove From' group to gradually take people out of the group.

The process is:
1) Use the criteria on the Candidate workbench to find the people you want.
2) Click on group from within 'Show Group' to push the search through the selected group.

3) Once the results come back, click on the Group in the 'Remove From' section to take the candidates out of the group.

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  1. Graeme Orchard

  2. Posted
  3. Updated

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