A number of iCIMS Talent Cloud products use the following candidate creation process, including:

• iCIMS Applicant Tracking (ATS)
• iCIMS Offer Management
• iCIMS Onboarding
• iCIMS Connect (Legacy CRM)

Overview

The steps outlined in this article describe how a user with appropriate permissions can manually create new candidates or email new candidates into iCIMS Applicant Tracking (ATS) using iResume.

This article is composed of the following sections:

• Adding a Candidate Manually Using the Create Person Tool
• Adding One or More Candidate(s) via iResume Email Import
  • Best Practice: Recommended File Types for iResume Email Import

For information regarding adding new candidates via file transfer (e.g., as part of the migration of resumes during implementation), refer to the Creating New Candidates via Bulk File Transfer: Migrating Legacy Resumes during Implementation article.

Notes:

• For information on adding candidates in iCIMS Candidate Relationship Management (CRM), review the Adding Candidates in iCIMS Candidate Relationship Management (CRM) article.
• For information on adding candidates in iCIMS Text Engagement, review the Text Engagement: Adding Candidates article.

Adding a Candidate Manually Using the Create Person Tool

The steps below describe the standard process for creating candidate profiles within iCIMS Applicant Tracking. Depending upon your organization's configurations, options presented may differ slightly from the steps below.

1. Select Create on the menu bar and choose Person from the dropdown menu. Then, select Candidate from the sub-menu.
2. Select the Upload Resume button to select a resume file from your computer and preview a text-only version of the resume in the Copy/Paste Resume field. Then, select Next to parse resume information and review candidate details.

• Tip: Many resumes uploaded to the system display in a rich HTML resume view on the candidate profile. Users can also copy and paste resumes into the Copy/Paste Resume field manually. Note that doing so will result in a text-only resume view on the candidate profile.
• Warning: Resumes must be a minimum of 70 characters.

3. Review the parsed name and email address information and update as needed. Select Next to continue reviewing candidate details or select Previous to return to the previous screen.

• Warning: The system does not currently accept accented characters in email addresses (e.g. josé@email.com). Any email address with an accented character will be flagged as invalid, and users will be unable to send email to those addresses.

4. Review the parsed General Information and Contact Information and update as needed. Select Next to review additional candidate details.

• Tip: The Person Folder dropdown allows you to change the candidate’s folder. By default, Person Folder is set to Cand:Active when creating new candidates.

5. Review any additional General Information (e.g., salary) and Source Information and update as needed. Select Next to continue reviewing candidate details.
6. Review parsed Education and Professional Experience information and update as needed. Select Next to continue reviewing candidate details.
7. Review any additional parsed information if applicable and update as needed. Select the Finish button to complete the new candidate profile. 

Adding One or More Candidate(s) via iResume Email Import

Users may easily import multiple resumes into ATS using iResume (email import); resumes emailed into the system are used to create new candidates or upload to existing candidates' profiles, if applicable.

iResume email import allows users to import up to ten resumes at once and create multiple candidates. Candidates created via email import can also be attached to existing jobs within ATS by properly formatting the iResume email. Resumes submitted by email import take at least several minutes to parse and populate in the system; the amount of time varies depending on the number of resumes submitted at one time. If resumes are submitted in bulk, resumes are parsed in batches and are subject to additional processing time.

iCIMS can support resumes in other languages, such as German, Spanish, French, Italian, Chinese, and Russian. Submit a case to iCIMS Technical Support before beginning to upload non-English resumes so that your system can be properly configured. 

Warning: Non-English resumes may not parse correctly if they were originally scanned and saved as images. For best results, an original digital document should be used.

The steps below describe how to use the iResume email import tool to create new candidate profiles. Depending upon your organization's configurations, options presented may differ slightly from the steps below.

1. Select Create on the menu bar, then choose Import Resume via Email from the dropdown menu. Select the language of the resume(s) that you would like to import from the submenu (e.g., Import English Resume).
2. Within the automatically-launched email window, attach the resume file(s) or copy and paste the text of one resume into the email body. (Note: Up to ten resume files may be attached or one resume pasted into the email body.) The To: field automatically populates with the email address created for use with email import for your organization's system. The appearance of the email window may differ depending upon your email provider.

3. If you would like to associate the resume(s) with a specific job, include the Job ID, the job's System ID, or the job's External ID in the Subject field of the email. To store applicants for general consideration, proceed to the next step without entering any additional information.

• Job ID: To use the Job ID, enter it in the Subject field in the following format: displayid:2016-1234
  • Note: displayid: is included in the Subject field of the email by default.
• System ID: To use the job's System ID, enter it in the Subject field in the following format: systemid:1234
• External ID: To use the job's External ID, enter it in the Subject field in the following format: externalid:abc123
• Notes:
  • There should be no spaces in the subject line for any of the above options.
  • To locate the Job ID or External ID for a job, review the corresponding fields on the Detail tab of the Job profile.
  • To locate the Job's System ID, run a Job search that includes the System ID column in the search output.
  • The Job, System, or External ID indicated must correspond to an existing Job profile to successfully associate a candidate with a job.

4. Select Send to submit the resume(s) to the system via the Email Import.

Tips:

• The system automatically creates a new candidate profile for each resume that contains a full name and contact information (either phone number or email address). The resume is then displayed on the Resume tab of the profile and attached in its original format, if applicable. 
• A note is created on the candidate's profile (on the Notes tab) containing the body of the iResume email sent to the system.
• A newly-imported resume sent via iResume is added to an existing candidate profile if there is a match in the system. Duplicate checking is typically based on first name, last name, and email. When a new resume is uploaded, it overwrites the previous version, which is then be archived in the Resume Log.
• Submit a case to iCIMS Technical Support for assistance troubleshooting email import problems, as well as setting a preferred language and locale setting for email imports.
• The following language and locale settings are available for iResume email imports:
  • English for United States/Canada
  • English for England/Ireland
  • English for India
  • English for Germany
  • French for France
  • German for Germany
  • Italian for Italy
  • Spanish for Spain
  • Simplified Chinese for China
  • Traditional Chinese for Hong Kong/Taiwan
  • Russian for Russia

Best Practice: Recommended File Types for iResume Email Import

The system can accept a number of file formats for resumes, including .html/.htm and .tif/.tiff files. However, the following file formats are the most commonly used and the most recommended:

Note: .zip (compressed) files are not acceptable.

Warning: Document formatting can affect resume parsing accuracy. For example, if the candidate’s name is included in the header of the document, the system will not be able to parse the information. Without a candidate name, the system will not create a Candidate Profile, and the resume will be rejected.