TABLE OF CONTENTS

Explanation of term

Conflicts are displayed in applications using a special conflict icon   and indicate duplicate applications in the system. They signal that applicants may have accidentally applied multiple times or submitted documents later. The goal is to ensure a clear distinction between personal data and the applications themselves, where only the personal data is edited in case of a conflict, while the applications remain untouched.

Configuration

To view tasks for conflict resolution and resolve conflicts, users need two permissions:

  1. Permission Conflict | resolve system-wide or Conflicts | resolve according to view permission, to generally view and resolve conflicts via the conflict icons   in applications. The permission Conflicts | resolve system-wide is included in the  HR department (Standard) role by default.
  2. Permission Special Character "MA: Duplicate Applicants" | view, to additionally receive tasks related to conflicts and resolve them. This is included in the Line Management (Standard) and HR department (Standard)  roles by default.

 

Basics about conflicts

  • Distinction between person and application
    We distinguish between a person and an application. Each application creates a new person in the system, where basic data such as name, address, and resume are stored. The conflict function ensures that a conflict icon appears for persons with identical attributes.
    A person can have multiple applications in the system. However, an application is always associated with only one person. 
  • Conflict marking
    • When the Autoclean function is disabled
      Conflicts are always triggered and marked with the conflict icon as soon as the first and last names in an application are identical, regardless of how the application enters the system. This applies to manual entry as well as applications submitted by the applicant via the application form.
    • When the Autoclean function is enabled
      Identical applications are automatically merged. Only applications with unclear attributes trigger conflicts that must be resolved manually.
      More on this below. 
  • Prevention of duplicate applications
    A duplicate application cannot be prevented. The risk of losing interesting candidates would be too high. The candidate might be suitable for another position at a later time.


 

d.vinci Autoclean 

With d.vinci Autoclean, applications can be automatically assigned to a person, so no conflict is triggered - provided the assignment can be made unambiguously. Additionally, the function ensures that no conflicts arise for clearly different persons who, for example, have the same name but different email addresses and birth dates. 


Configuration 

The function can be activated or deactivated on the Basic Settings page in the Options tab for the entire system. By default, it is activated when the system is delivered. 


How the automatic conflict resolution works

  • System-wide check
    The check is performed system-wide when each new application is received (from 12.06.2025) – regardless of whether it is submitted via the application form, API, manual entry, or generated from a message.

    Warning

    A system-wide check is performed. Before activating it, ensure that there are no reasons, such as data protection concerns, against this behavior.
    Why is this important?

    If the automatic conflict resolution system-wide merges persons, it may result in unintended data sharing between independent units.
    For example:

    An applicant applies to two legally separate subsidiaries.

    The system recognizes the name and automatically merges the persons.

    As a result, users from one organizational unit/company might suddenly see personal data intended only for the other unit. This could violate data protection policies or internal guidelines.

  • Check process
    It is automatically checked whether an application with identical attributes already exists in the system.
  • Criteria for automatic merging
    • Same person is assumed (Message in the application history "Conflict resolved: Application was assigned to the new person"), if:
      • First name, last name, and email address are identical, and none of the following special attributes are set:
        • Marked as internal
        • Marked as severely disabled
        • Personnel service provider email provided
    • Cases that still trigger conflicts and must be resolved manually (see section "Manual conflict resolution")
      • First name, last name, and email are identical, but at least one special attribute is set 
      • First name and last name are identical, email is different, birth date is the same 
      • Technical or data-related issues occur during merging
    • Different persons  
      • First name and last name are identical, but email is not, and the birth date is known and different.
        --> No conflict is generated. Persons who have the same name but different birth dates are not the same person.
  • Behavior with existing conflicts
    Existing conflicts are not resolved retroactively automatically.
    However, if a new matching application is received, it can be automatically merged with an existing application – without resolving the original conflict.
  • What happens to personal data?
    • If data is only present in one of the applications, it is adopted
    • If data is present in both applications, the data from the newer application is adopted
    • Keywords and special attributes are always merged additively
    • All changes are documented in the application in the tab History - including previous and current content
  • Disable d.vinci Autoclean
    Learn how to disable the function here: Enable or disable d.vinci Autoclean


Manual conflict resolution

  • Difference between the permission to resolve conflicts system-wide and resolve conflicts according to visibility permission
    You can decide whether users should resolve conflicts system-wide or only within their access area/organizational levels.
    Important:
    It is best to choose one permission. Users with both permissions should not exist in your system.
    Why is this important?
    If users have both permissions, the system follows the principle of unrestricted (system-wide) conflict resolution. This means all conflicts related to the person would be resolved, even if they are outside the user's visibility.
    • Should users resolve conflicts for your entire company?
      You don’t need to do anything. The permission enabling this is called Conflicts | resolve system-wide and is included in the HR department (Standard) role by default.
    • Should users resolve conflicts only for visible job postings?
      The permission       Conflicts | resolve according to view permission must be manually added to their role, and the permission Conflicts | resolve system-wide must be removed. If necessary, an existing role should be copied, the permission Conflicts | resolve system-wide removed, the permission Conflicts | resolve according to view permission added, and the role assigned to the users. See also: Change, copy, or delete a role
      Tip:
      Use the filter button  on the Roles page and search for the abbreviation MB to display all roles with permissions for duplicate applicants. 
  • Difference between the permission "MA: Multiple Applicants" | view system-wide and "MA: Multiple Applicants" | view according to visibility permission
    You can decide whether users should view duplicate applicants system-wide or only within their access area/organizational levels.
    Important:
    It is best to choose one permission. Users with both permissions should not exist in your system.
    Why is this important?
    If users have both permissions, the system follows the principle of unrestricted (system-wide) duplicate applicant visibility. This means all applications marked as duplicate applicants would be visible, and users would automatically be informed about them, even if they are outside their area of responsibility.
    • Should users continue to view conflicts for your entire company?

      You don’t need to do anything. The permission enabling this is called Special Characteristics "MB: Duplicate Applicant" | view system-wide and is included in the HR department (Standard) role by default.

    • Should users view conflicts only for visible job postings?

      The permission Special Characteristics "MA: Multiple Applicants" | view according to visibility permission must be manually added to their role, and the permission Special Characteristics "MA: Multiple Applicants" | view system-wide must be removed.
      If necessary, an existing role should be copied, the permission  Special Characteristics "MA: Multiple Applicants"  | view system-wide removed, the permission Special Characteristics "MA: Multiple Applicants"  | view according to visibility permission added, and the role assigned to the users. See also: Change, copy, or delete a role

      Tip:

      Use the filter button on the Roles page and search for the word MB to display all roles with permissions for conflict resolution.

  • System behind conflict resolution
    When a new application is received, our system checks whether the first and last name already exist in the system.
    If this is the case, the new and previously existing applications receive a conflict icon – if d.vinci Autoclean is activated, identical applications are assigned to one person. More on this above under d.vinci Autoclean. 
    Additionally, a task for conflict resolution is created for all users who can view applications for this person. When a conflict is resolved, the application receives the MB (Duplicate Application) badge.
  • Task for conflict resolution
    • The task for conflict resolution is assigned to all users who have access to one of the applications for the person and have the permission Special Characteristics "MA: Multiple Applicants"  | view.
      The conflict icon   can be clicked in the application to access the task for this person.
      Alternatively, you can access the Tasks menu item at the top of the system bar and look for the conflict icon.
    • Depending on the permission through which users have the right to resolve the conflict, it will be resolved system-wide or only within their visibility area.
      • The permission Conflict | resolve system-wide allows resolving the conflict anywhere in the system.
      • The permission Conflict | resolve according to visibility permission resolves the conflict only within the area for which the user is responsible/has visibility.

  • Checking the conflict/persons

    An application has a conflict icon? Please check and verify the following:
    • Did an applicant accidentally apply twice for the same position?
    • Did an applicant intentionally apply twice for the same position because they forgot to attach a document/provide information the first time?
    • Has the applicant applied in the past?
    • Has the applicant applied for a different position in parallel?
    • Is it a new person with the same first and last name as another person already in the system?

  • Resolving the conflict

    • Comparing data
      Once you click the conflict icon  , you can resolve the conflict. The following applicant data can be compared if provided:

      • Salutation
      • Name
      • Special attribute
      • Birth date
      • Email address
      • Phone
      • Street 
      • Postal code, city
      • Country
      • Publication title (Position)
      • Application date
    • Buttons for conflict resolution
      You have two options to resolve the conflict:
      • Same person
        Clicking the Same person button displays the following message:
        The application and missing data will be assigned to the new person. This person will be deleted!
        The data of the old person will be overwritten with the data of the new person (the one for which you clicked the conflict icon).
        Personal data in the application in the Data tab includes information in the following areas: Attributes, contact details, resume. Only one person with two applications will remain in the system.
        Application data, such as documents or already completed screening questions, will remain.
        Examples:
        A new person has entered their birth date, while the "existing"/old person has entered a different birth date. The old person's birth date will be discarded and replaced with the new person's.
        If the new person has not entered a birth date, but an existing person has, this birth date will be transferred to the new person's record. Only one person with two applications will remain in the system.
        The additional applications are listed in the application in the Data tab as Additional Applications and can be accessed from there.
        Warning:
        We cannot restore the original data of the old person, and it cannot be viewed again after the conflict is resolved. Also, documents belonging to the person will be deleted. Carefully check before resolving the conflict to ensure the correct data is retained.
        For example, there might be a case where the person reapplies for the same position because they forgot to attach documents.

      • Different person(s)

        Clicking the Resolve conflict: different person(s) button
        removes the task, and all data remains as it was entered into the system. There is also no MB badge on the application because, according to the conflict resolution, these are completely different persons. 

  • Exception for manual deletion
    If a person has applied multiple times for the same position with identical information and documents, the duplicate applications should be manually deleted.



How our customers use this

Our customers use the Autoclean function to merge applications clearly belonging to one person and to avoid conflicts for clearly different persons with the same name. They also use the automatically created tasks for conflict resolution to efficiently manage duplicate applications. They carefully review applicant data and decide based on specific circumstances – for example, whether it is an accidental duplicate application or legitimate multiple applications for different positions – how to proceed with the applications. This practice ensures that the application process is clear and fair for all parties involved.
More on this here: Resolve conflict/duplicate application

Further articles on this topic