Automated CV Parsing via 365 Mailbox

An administrators guide to how it works when you request our automated CV parsing service via 365 mailbox.

Automated CV Parsing

Colleague supports the option for there to be a montiored mailbox which processes the attachments of emails when they are received.

The key scenario where this is relevant is when in receipt of a Candidate's CV, and you wish to have the system create a Candidate record from the document automatically. With an automated mailbox setup, you will be able to simply forward the email to the mailbox for processing.

This feature is implemented under Consultancy. The below User Guide sets out our standard solution.

Please note: Further customisation is possible based on your requirements.

Setting Up Your MS365 Mailbox

Colleague utilises a logic app when implementing this service. For more information on logic apps please click here.

The Logic App requires a connection to a specified 365 mailbox designated to recieve the emails with CVs as attachments.

This mailbox does not need to be a Business Standard account, a Business Basic account will suffice.

If Colleague are managing your 365 Support cover, please contact the Support Team to request the setup of this mailbox, alternatively speak with your 365 supplier.

Setting Up The Logic App

Once the 365 account is in place, Colleague will require the login details to the mailbox to setup the Logic App.

This will happen as standard if Colleague are administering your 365 tenant, alternatively Colleague will liaise with your 365 supplier.

How Does It Work?

The Logic App is triggered when a new email arrives in the inbox.

It will check the attachment to the email, to ensure it is supported document format, for the CV Parser the support formats are .DOC, .DOCX or .PDF. If the document is in the correct format it will begin the parse.

If multiple documents are attached to the email, the logic app will work through each document in turn.

The Logic app will then review the parsed data and, for standard implementations, check on the email address for any potential duplicate Candidate records. (other fields can also be included as part of this duplication check, based on client requirements).

If a duplicate Candidate record is found, the CV is attached to the existing record. No other data is updated.

If no duplicates are found, a new Candidate record is created with the newly parsed personal & contact details, address, education and work history. The CV is also attached to the new record.

No skills are parsed during this process.

Once the parse and registration is complete, the email can be moved to a different sub folder to keep the inbox clear and for peace of mind that the CV has been processed.

Additional Options

Based on your requirements, additional options can also be included, such as:

Candidate Source - To advise that the record was created via a specifed source i.e. 'Website'
Custom Field - Unique field created to track that the record was created via the automated process
Confirmation Email - Can be sent to a specifed email address to inform a User of the new Candidate record
Notification of Failure - Email sent to a specified email address to advise in the event that the parsing process has failed to create a Candidate.
Parse Text from Email Body - i.e if the email has been generated by an online form from a website and the email body contains details entered from the form (name, email, telephone)

Pricing

A standard automated CV parsing logic app is delivered under Consultancy for £300.00 (plus VAT).

Addtional charges may also be necessary based on your requirements, as per the above 'Additional Options'.

Once in place, there are ongoing execution costs associated with Logic Apps, which are added to a client’s invoice as part of their monthly billing cycle, these costs are subject to Microsoft reviews, but are currently:

£0.000103 per execution (AND, OR, IF clauses)
£0.001 enterprise connector (calls to Colleague)

As an example, a standard logic app with 5 executions and 2 enterprise connectors that runs every 15 minutes per day would cost approx. £2 per month.

More information on logic app automation, please click here.

For any more information regarding Automated CV Parsing via a 365 Mailbox, please contact the Support Team.