Bulk CV Parse User Guide

The 'Bulk CV Parse' feature lets you parse multiple CVs in the background instead of one at a time. You will be able to move CVs into a folder in your own OneDrive and leave them for Colleague to pick up automatically, creating or updating candidate records for you.

Key information

• Each user has their own 'drop' folder in their own OneDrive.
• Only Word (.docx) and PDF (.pdf) CVs are parsed. All other file formats are moved to an 'Ignored' folder.
• Colleague checks your folder every 15 minutes and parses up to 10 files per check.
• New candidates are created with the CV attached. This includes auto-skills and work history (depending on your preferred settings).
• You have an allowance of CVs which can processed in this manner based the number of licenced Users on the system (1,000 per Licenced User, per rolling 12 months). Users can be configured with a higher quota as well as given the option to take from your company's overall allowance (once they have used their quota).
• Additional quota can be purchased from Colleague.
• You get an email summary after each batch.

Everything a normal CV parse does on the review screen will still happen.

• The CV is attached
• Skills and Experience are created (based on settings)
• A profile picture is saved if the CV has one
• Any templated documents are created alongside the creation process (such as a formatted CV)
• Previous emails within your inbox are logged as history (based on settings)

Four things need to be in place:

1. Bulk CV parsing must be switched on for your company. If it is not, the page tells you so and you should contact Colleague Support.
2. Your Colleague login must be connected to Microsoft 365, because the drop folder lives in your own OneDrive.
3. Your User Group needs the Bulk Parse CVs permission set to "Full Access". This lets you set up your folder, drop CVs and change your options. "Read Only" lets you see the page but not act on it.
4. You must be an active, licensed Colleague user.

Open the left-hand menu, expand the Parse CVs group and choose Bulk Parse CVs.

The first time you visit, the page explains what will happen and offers Set up my folder, both on the toolbar and as a button in the panel. Choose it.

Colleague creates a folder called ColleagueBulkCV in your OneDrive, containing below four sub-folders:

Use the Open OneDrive Folder button on the toolbar to open your folder in a new tab, then drag your CVs in - or copy them in from File Explorer if OneDrive is synced to your PC.

You can drop as many CVs as you like. Colleague takes up to 10 per check, so a large batch is worked through over several checks. Files wait in the folder until their turn.

The bar shows how much of your allowance you have used in the last 12 months, and how much is left. It turns amber when you are close to the limit and red when it is used up. Where the figures are available you also see how much of the company's overall allowance has been used, and - if you have been given access to them - how many additional company credits remain.

Folder last checked tells you when Colleague last looked in your folder, and any problem reaching OneDrive is shown here too.

Use the Search CVs box above the list to find a file by name, candidate or reason.

Choose Show Options on the toolbar to open this panel. Depending on your Global Settings, these settings will either be your specific settings (remembered) or set by system defaults.

• Create template documents (e.g. formatted CV) - generates the document templates that are flagged 'Generate on parse' for your user group, exactly as the single-CV review screen does. The panel tells you how many templates are set up; if there are none, ask your administrator to flag one under Admin > Templates. Where a template has Default Document set to Yes, the document it generates becomes the candidate's default document in place of the raw CV.
• Log my past emails with the candidate - searches your own mailbox for emails and SMS exchanges with the candidate's addresses and logs them as history. Choose No, All emails, or Last ... days. This option only appears if email logging is switched on in your Candidate settings.

Where a CV was readable but could not be completed - mandatory details missing, or more than one possible duplicate - the failed row offers a Resolve link.

Resolve opens the CV in the normal single-CV review screen with everything already parsed, so you can fill in the missing details or decide what to do about the duplicates and then register the candidate as usual. The CV is not parsed again and no further allowance is used.

Once you finish, the row is closed off and the file is moved out of Failed into Processed or Record Updated.

• Your company's allowance is worked out from the number of Colleague licences it has purchased, multiplied by 1000 CVs per licence, per rolling 12 months.
• That allowance is then divided between users by your Colleague administrator. If no specific figure is set for you, you will get the default share of one licence (1,000 CVs).
• Rolling 12 months means the last 12 months from today, not per calendar year, so allowance frees up gradually as older parses age out.
• Additional credits can be purchased from Colleague. There is a company pool of credits which can be used once your own allocation is spent - if your administrator has ticked Use credits option for your User.
• Every CV sent to the parser counts, including failures, so tidy up obviously unreadable files before dropping a large batch.

Administrators manage the feature from Admin > Bulk CV Parse Quotas. The page needs the Bulk CV Parse Quotas User Group Permission enabled.

Bulk CV Parse switched on turns the whole feature on or off for the company. With it off, users see a message telling them to contact Colleague Support.

The Licenced filter controls which users are listed. It shows licensed users by default; set it to No or View All to see users who are no longer licensed but whose parses in the last 12 months still count against the company allowance.

The Show Allowance Details toolbar button drops down a summary of the company position: purchased licences and the CVs each one carries, the total allowance, how much has been used and remains, any additional credits bought, used and remaining, and how much of the allowance is still unallocated.

Two rules are enforced when you save an allocation: a user cannot be set below what they have already used, and the total allocated across all users cannot exceed the company allowance.

To buy additional credits, contact Colleague at support@colleaguesoftware.com.