Purge Applicant Records

Use the Purge item on the Action Bar of the Applicant Information page to delete applicant records based on the following criteria:

• You can specify a submission or renewal date. All records with dates preceding this date are purged. Keep in mind that renewal dates have priority over submission dates in a rollover.
• You can enter a submission/renewal date and a status code. In this case, the applicant records must meet both types of criteria to be purged.

Purging enables you to remove multiple records, which is more efficient than deleting records individually.

Prerequisite

Before running a purge, you should generate the Applicant Status report which lists applicants' application/renewal dates and status codes. It also includes warnings for applicants whose records contain a hire date but have not been rolled over. For more information, refer to Applicant Status.

Menu Path

From the Human Resources menu, select Entry & Processing. From the Miscellaneous menu, select Applicant Information.

Purge a Group of Applicant Records

1. On the Applicant Information page, in the action bar click Purge.
2. In the Purge Information dialog, click OK. The dialog's message indicates that you can only delete applicants added in Applicant Tracking and not those added in the Job Applicant Center.

3. On the Purge Applicants page, enter data in the following fields to identify the records you want to purge:

   Applications Submitted/Renewed Prior to Date (required)

   Enter the cutoff date for the records being purged. Records with dates preceding this are deleted, depending on the With Status field. Application and renewal dates are stored in applicants' Applicant Status tabs. Renewal dates have priority over application dates in a purge. For example, if a record has an August 1 application date, October 15 renewal date, and October 1 purge date, the record will not be purged.

   With Status (optional)

   Enter the status code stored in the Applicant Status tabs of the applicants being purged. Leave the field blank to purge all records that have dates preceding your entry in the previous field.

4. Click Accept.
5. In the Print window, enter your report settings. The report's default file name is purgeapp.rpt.
6. Click OK.
7. When the purge is complete, click OK.
8. In the Purge Complete dialog, click OK, and then review the report to identify the records purged.

The system does not prevent purging hired applicants whose information has not been rolled over. To alert you to this, the purge report displays a warning message. Rather than re-enter these records in Applicant Tracking, it is simpler to enter the new hire's information directly into Human Resources.