Overview
The retrieval of successful candidates in SelectHR is managed by a workflow called SYSTEM - Transfer Successful aCloud Recruitment Candidates.
This workflow is run periodically by an identically named batch job.
This workflow is a good starting point to determine if the successful candidate has been fed successfully from Access Recruit data transfer. The stages of this workflow can be monitored using the workflow log in the Admin Tool .
Check the batch job has run without error
You should check instances of the workflow running around the time that the data transfer was completed in Access Recruit. If any errors have been encountered in the stages of the workflow it may suggest that there could be an issue with the workflow itself.
At the time that the SYSTEM - Transfer Successful aCloud Recruitment Candidates workflow runs, if there are no successful candidates to be retrieved by the data transfer, the following message may be displayed against the stages of the workflow
Candidates retrieval failed with message: No data returned - onboarding_exports.json.
Be aware that this is not an indication of an issue with the workflow itself; it is simply a warning that there were no successful candidates to be retrieved when the workflow has run. This message may also appear in the message log of the SelectHR Administrator Tool.
Once the data transfer from Access Recruit has been completed successfully by the SYSTEM - Transfer Successful aCloud Recruitment Candidates workflow, the data is stored in a table within the SelectHR database.
Check if the candidates have been pulled into Live or Test
The next troubleshooting steps are about checking if the information pertaining to the successful candidate exists in the SelectHR database. It's quite possible that the candidate may have been pulled into the Test System if you have had a Live to Test performed recently.
The easiest way to check is to run through the following steps in both the Live and Test systems.
Log in to the Admin Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the Database drop down to SelectHR.
Log in.
Copy the below SQL:
Select ZZSystemRecruitment.Person.* From ZZSystemRecruitment.Person
In the top left of the export, click Options, Paste SQL from clipboard.
Click Data.
If the successful candidate is displayed in the live system data, then the next troubleshooting step is to determine if the successful candidate has reached a stage at which they can be converted into an employee in SelectHR.
If the successful candidate is displayed in the test system data, then the candidate has been pulled into the wrong system and will need to be created manually in the Live System. You should raise a new case online and reference the title of this article if the candidate is in the Test System so that Support can prevent further records from going into the wrong system.
If there is no reference to the successful candidate in the data, it may suggest that the issue could lie in the data transfer of Access Recruit.
Check that the candidate hasn't been deleted in error
In SelectHR, follow these steps to check if the candidate was deleted in error.
Log in to the Admin Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectPersist.
Log in.
Copy the below SQL:
Select audit.[Audit Number], audit.[Audit Date], audit.[Object Database], audit.[Object Schema], audit.[Object Name], audit.[Key Number], audit.Action, audit.[Payroll Updated], audit.[XML Response], audit.Pending, audit.[Key Name], [audit fields].[Field Name], [audit fields].[Is Text], [audit fields].[Was Text], [audit fields].[Is Date], [audit fields].[Was Date], [audit fields].[Is Number], [audit fields].[Was Number], [audit fields].[Is Decimal], [audit fields].[Was Decimal], [audit fields].[Is Boolean], [audit fields].[Was Boolean], security.users.[User Number], security.users.[Person Number], security.users.[User Name]From audit Inner Join [audit fields] On audit.[Audit Number] = [audit fields].[audit number] Left Join security.users On audit.[User Number] = security.users.[user number]Where audit.[Object Schema] = 'ZZSYSTEMRECRUITMENT' And audit.[Object Name] = 'PERSON' And audit.Action = 'DELETE'Order By audit.[Audit Date] Desc
In the top left of the data export window, click Options, Paste SQL from clipboard.
Click Data.
If the candidate is in this list, they have been deleted in error and will need to be entered manually.
Check the candidate's export record in Access Recruit
In Access Recruit, follow the steps below.
Open Access Recruit, and click Candidates.
Click Onboarding Records.
Click the Created column to order by the created date.
Search for the Employee in the list. Note the Created date.
Click Onboarding Exports, then click the Created column to order by the created date.
Match the created date with what you noted. - If there are several you will need to check each export record.
Click the paperclip icon to download the JSON file which includes the candidate's data.
Open the JSON file in notepad or an editor of your choice.
You will be able to easily identify the record by searching for:
"surname":"xxxx"
"firstName":"xxxx"
If you require further assistance, raise a case with support.