Hub Quick Reference Guide

HR Rep – Duplicate Check and Merge Employee Records

The purpose of duplicate check is to identify candidates who are either current or past employees of NOV
who may have existing records in Hub since its inception in 2018. If we find there is a match based on the
form the candidate has completed, recruiters or HR Reps must either merge the candidate record with an
ex-employee record or add the internal candidate profile to the requisition. Following this step, the
candidate is moved forward to HR Admins to complete the offer process.

Step 1 To review candidates on a requisition, go to https://hub.nov.com

Navigating to  Click on “My Client Groups”
Hub  Click on the “Hiring” icon

Step 2  Remove the “X” on the filter: Recruiter, Hiring Manager, Collaborator
Removing  Click “Show Filters”
Filters

Page 1 of 7
Step 3  Under “Filters” click “Phase” drop-down arrow
Requisition  Under “Phase” click “Open” → a list of requisitions open will apppear
Phases  Click on the specific requisition → this will take you to the “Job Overview” page

 Click on the number of applicants under “Active Applicants”

Step 4
Active
Applicants

Page 2 of 7
Step 5  Click applicant name
Choose NOTE: Applicant should be in the Request for Information, Conduct Duplicate Checks
Applicant status within Hub.

 Arrive at the Applicant profile

Step 6  Click “Actions” → select “Check Duplicates”
Duplicate
checks

SCENARIO 1
 NO MATCH
Step 7  Move to “Step 13”
Duplicate check
1 of 4 scenarios
NO MATCH

Page 3 of 7
Step 8 SCENARIO 2
Duplicate check  MATCH SCORE “HIGHEST”
2 of 4 scenarios  Click the arrow to view details of matches
HIGHEST  If match is an employee, move to “Step 12”
MATCH  If match is not an employee, Click “Merge” and move to “Step 13”

Step 9 SCENARIO 3
Duplicate check  MATCH SCORE “HIGH”
3 of 4 scenarios  Click the arrow to view details of matches
HIGH MATCH  Click “Merge” to access and download the match report (Step 11)
 STOP! Review the candidate match details report with an HR Admin to validate
the potential duplicate is a match. Do not proceed until the match has been
confirmed by an HR Admin.
 If there is no match, cancel and proceed to step 13
 If HR Central confirms a match with a current employee, click “Cancel” when and
proceed to “Step 12”
 If HR Central confirms a match that is not a current employee, click “Continue” to
merge by stating ‘employee number’ and proceed to step 13

Page 4 of 7
Step 10 SCENARIO 4
Duplicate check  MATCH SCORE “MEDIUM” or “LOW”
4 of 4 scenarios  Click the arrow to view details of matches
MEDIUM or  Click “Merge” to access and download the match report (Step 11)
LOW MATCH  STOP! Review the candidate match details report with an HR Admin to validate
the potential duplicate is a match. Do not proceed until the match has been
confirmed by an HR Admin.
 If there is no match, cancel action and proceed to step 12
 If HR Central confirms a match with a current employee, click “Cancel” when and
proceed to “Step 12”
 If HR Central confirms a match that is not a current employee, click “Continue” to
merge by stating ‘employee number’ and proceed to step 13

Page 5 of 7
Step 11  Click “Download”
Pre-merge  Save as “Pre-merge Analysis {req number}_{Applicant name}”
analysis &  Send email to HR Central Subject heading : PRE-MERGE ANALYSIS REQUEST : {REQ
merge NUMBER} : {APPLICANT NAME}
 If there is no match, cancel action and proceed to step 13.
 If HR Central confirms a match with a current employee, click “Cancel” when and
proceed to “Step 12”
 If HR Central confirms a match that is not a current employee, click “Continue” to
merge by stating ‘employee number’ and proceed to step 13

 Tick the box of the correct profile of the “candidate to retain” in the event of
multiple matches. You much choose the correct record
 Click “Submit”

Page 6 of 7
Step 12  Go to Candidate Search
Add employee  Type the employee’s first and last name in the search field and click the “Search”
candidate button
profile to the  Click “Actions” → select “Add to Requisition”
requisition  Select the requisition and check the “Create job application on behalf of candidate”
check box
 Go back to the requisition and navigate to the applicant list
 Select the employee’s profile
 Select “Move”
 Under “Phase” select “Offer
 Under “State” select “To be created”
 Click “Save and Close”
 Email HR Central offer details (only in Europe)

Step 13  Go back to applicant’s profile

Move applicant  Select “Move”
to Offer to be  Under “State” select “Ready for Offer”
Created  Click “Save and Close”
 Email HR Central offer details (only in Europe)

Page 7 of 7