Difference Between Application and Applicant
In nCore HR, there is a distinction between an application and an applicant.
- Application: Each time a candidate applies, nCore generates a new application associated with a specific position.
- Applicant: This is the person who applies for a position, thereby generating an application. The application is linked to the candidate through the email address provided at the time of application. The email serves as the unique identifier for the applicant.
If someone uses different email addresses to apply for multiple positions, nCore will register them as separate applicants. If they use the same email address, all applications will be linked to a single applicant. Example:
- If candidate Mario Rossi applies for Position A using email x and for Position B using email y, nCore will track the two applications as belonging to two different applicants.
- If Mario Rossi applies for both Position A and Position B using the same email x, nCore will track both applications as belonging to a single applicant—Mario Rossi.
nCore HR primarily operates at the application level. Applications are visible within the specific job position or can be searched in the Database under the Application search section.
For example, by using the Name filter and entering "Mario" in the Application Search section, two Mario Rossi will appear: one corresponding to the application for position A and the other for position B.
For companies such as employment agencies, which focus more on the applicant than the application, it is possible to activate, upon request, the Applicant search section in the Database. This section allows filtering of an applicant profile that consolidates all submitted applications.
For example, by using the Name filter and entering "Mario" in the Application Search section, a single Mario Rossi profile will appear, containing both the application for Position A and the one for Position B.
Difference Between Application Dataset and Applicant Dataset
When the Applicant search section is activated in the Database, in addition to the distinction between application and applicant, a distinction is also introduced between:
- Application Dataset: Completed by the candidate when applying and collected within the specific job position.
- Applicant Dataset: Filled out by the candidate at the time of applying for a position and collected both within the position and in the centralized applicant profile in the Database > Applicant search.
By default, all Datasets are application-based, which is necessary for nCore to function. However, some of them can also be configured as applicant-based Datasets. This allows the data entered at the time of application to be displayed in the centralized profile visible in the Applicant search section of the Database.
When a Dataset is configured as “applicant-based,” the applicant’s centralized profile automatically updates with the most recent data submitted in their latest application. If the applicant applies for a new position and enters different data, this new data overwrites the previous values in the profile. For example, if Mario Rossi applied for Positions A and B, and then applies for Position C with different information, his centralized profile in Applicant search will be updated with the data from the application for Position C.
Internal Datasets are also application-based by default, but can be configured to display in the centralized profile in Applicant search. In such cases, they too will automatically update with the most recent data entered by the recruiter or manager within a position. Example:
The Internal Dataset “Current Salary” has been activated for Positions A and B. For Mario Rossi’s application to Position A, the recruiter enters a value of 30,000 in the Internal Dataset. Later, when Mario applies for Position B, the recruiter updates the “Current Salary” value to 35,000. Since the “Current Salary” Internal Dataset is also configured as an applicant Dataset, Mario Rossi’s profile in Applicant search will automatically show the most recent value, which is 35,000.
How to Properly Configure Datasets for the Applicant Search Section
Before effectively using the Applicant search section, it’s essential to correctly configure both Datasets and Internal Datasets.
To ensure that data is displayed and kept up to date in the centralized Database profile, two fundamental steps must be followed:
- In Node > Setup, for each Dataset you want to make visible in the centralized applicant profile, you must check the box Also link to applicant profile. This step makes Datasets and/or Internal Datasets available and viewable in the Applicant search section.
- Once selected, it’s essential to apply those Datasets and/or Internal Datasets to all positions. This can be done manually or through the use of Fixed Datasets.
Only after these steps have been correctly completed will the centralized profile automatically update with the most recent tracked value.
Use case
Let’s assume the “Driving License” Dataset is configured both as an Application Dataset and as a Applicant Dataset, and has been set in positions A and B.
Candidate John Doe applies to position A and fills in “License B” in the “Driving License” Dataset. In the Database, under Applicant Search, John Doe’s profile will show “License B.”
Later, he applies to position B and enters “License B and C.” In the centralized profile — still under Applicant Search — the data will automatically update to “License B and C.”
Therefore, the most recent entry will always be visible in the centralized profile.
If you open position A, in John Doe’s application profile you’ll see the flag Show most recent data, which displays the updated value entered in position B. The user can then choose whether to keep the older data or overwrite it with the newer one.
Multilingual Dataset with selectable responses
If a candidate applies to position A in Spanish and to position B in English, and both positions include the “Licencia - Driving License” Dataset, and the candidate first enters “Licencia B” in position A and later enters “License B and C” in position B, then the centralized profile in the Database will automatically store the value “License B and C.”
In position A, the older value “Licencia B” will still be visible, along with the most recent value “License B and C,” with the option to update position A with the latest value in the appropriate language.
To ensure the data is updated in the correct language for each position, the Dataset choices (in this case “Driving License”) must be configured using the Advanced Choice field type.
In spanish, you will need to download the “key_value” .txt file and enter:
→ 1;Licencia B
→ 2;Licencia B y C
In English, use the same keys but translate the values:
→ 1;License B
→ 2;License B and C
The keys must be identical across both languages to enable correct automatic updates.