Identifying Candidates whose Consent has Expired or been Withdrawn
When a candidate or contact's Consent expires, or they withdraw consent, the status of the Candidate or Contact will be changed automatically to Consent Expired.
These records can be identified using several methods.
Consent Module Dashboard
Access the Consent module by navigating to Admin > Consents > Candidate/Contact.
Within the consent module you'll find a Dashboard - this will tell you:
Included - this tells you how many records are included within the Consent window i.e. if nothing changes, their consent will expire after the stated timeframe within the settings.
Excluded - this tells you how many records fall in to an excluded category. The exclusion categories are specific to your organisation; but while excluded, their consent will not expire.
Expiring - this tells you how many records are within the renewal window set within your consent settings i.e. they are now receiving emails asking them to renew their consent.
Consent Expired - this tells you how many records there are whose consent has expired and now need to be deleted or anonymised. This will also include those records where the contact or candidate have withdrawn their consent.
Sent for Anonymisation - this tells you how many records have been sent for anonymisation.
Sent for Delete - this tells you how many records have been sent for deletion.
To see a list of the records whose consent has expired, click on the Consent Expired widget - that will display a filtered list of Contacts or Candidates.
Using the Contact Filter (Contacts Only)
It is possible to filter the global list of Contacts to identify those whose consent has expired.
Navigate to View > Contacts > All Contacts, then click Filter in the toolbar.
Within the filter, set the Contact Status to Consent Expired and click Apply.
Using the Candidate Query Builder (Candidates Only)
To use a query, navigate to View > Candidates > Query Builder. This will open the query builder in a new window.
Within the Query Builder, open the Availability tab, set the Status to Consent Expired, then click Add. Once you've finished adding your query fields, click Apply.
Using your personal Dashboard
Before you can create a widget to display Contacts or Candidates whose consent has expired, you'll first need to ensure you have an appropriate metric in place.
Your Metric should include the following within the filter:
Candidates Candidate - History > Status HAS Consent Expired
Contacts Contact > Contact Status HAS Consent Expired
Viewing Consent within a Record
To view the consent status within a record, locate the record in question and access the Summary page.
At the top of the page you'll find a Consent Widget - this will indicate the current Consent status and date.
Reactivating Records with expired Consent
If the Consent widget indicates that consent has expired, click the widget and select the Edit icon.
You'll now be able to:
Reactivate consent
Update contact preferences, including Job Alerts
Deleting and Anonymising Candidates and Contacts
Where the consent for a Candidate or Contact has expired or withdrawn, you are required to remove them from your database.
You have two options available to you - Delete or Anonymise the record. You can learn more about these two options in this article.
⚠️ Warning - once a record is deleted or anonymised, this cannot be undone. If you need to recover records which have been deleted or anonymised in error, please contact the Eploy Support team. The recovery of such records may be a chargeable activity, so please be careful when deleting or anonymising records.
Permissions Required
Before you can Delete or Anonymise a record, you'll need the following permissions:
Contacts - Multiple Edit and Delete/Anonymise
Candidate Personal - Multiple Edit and Delete/Anonymise
Manage Candidate Consent - Send for Delete/Anonymise
Manage Contact Consent - Send for Delete/Anonymise
If you do not have, or are unsure as to whether you have these permissions, please speak to your local Super User or System Administrator.
The Multiple Edit permission is only needed if you plan on deleting/anonymising Candidates or Contacts from the Global List, explained below.
Within the Global List
Within the Global List of Candidates or Contacts (View > Candidates/Contacts > All Candidates/Contacts), select the record(s) you wish to delete or anonymise and click Bulk Action within the toolbar.
To delete or anonymise the selected record(s), click Delete or Anonymise.
A pop-up will display asking you to confirm that you wish to delete/anonymise the selected record(s). The pop-up will also tell you how many associated records will also be deleted or anonymised e.g. Applications or Actions, and when the records will be deleted or anonymised automatically..
Tick the confirmation box, then click Send for Deletion/Anonymisation.
Within the Record
To delete or anonymise a record from within the record itself, access the record in question and ensure you are on the Summary or Personal tabs for Candidates, or the Details tab for Contacts.
At the bottom of the screen you'll see the Delete and Anonymise buttons.
Click the appropriate option, read the warning and tick to confirm.
Now you'll have two options - Send for Deletion/Anonymisation or Delete/Anonymise Immediately.
If you select the Send For option, the request will be processed on the date noted in the warning pop-up. If you select the Immediately option, the request will be processed immediately.