RPA use case: Using a bot for resume screening

An organization is only as good as its people. To find great people, organizations need an excellent sourcing tactic to attract the talented.

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In this technology-savvy era, most of the job seekers are active and preferred to use a job search website. The Internet has made the job application process easy and efficient for job seekers. A few clicks and they are in the recruiting funnel for hundreds or not, thousands of companies.

While the process of applying jobs is made easy for job seekers, the task of screening the received resumes become a very tedious and time-consuming task for recruiters. Recruiters can easily spend a big chunk of their time in a week to look through the resumes to generate a shortlist of potential candidates for one job posting.

When a recruiter personnel has to go through hundreds of resumes in a day, this manual process is bound to miss out potential candidates who may have been a good fit for the job.

In a nutshell, this manual process of matching candidates’ capability and the job’s requirements is a high-volume and repetitive work that will be automated in the coming years.

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Organizations, big or small, can easily automate the resume screening process with RPA bots. RPA bots achieve automation by mimicking human actions to complete the designated task. The RPA bot can be configured to collect resumes and applications, do screening/comparison, and send notifications to candidates, etc.

Unlike applicant tracking systems, which recruiters use as a filtering database to search for potential candidates; RPA bots can complete the end-to-end process of hiring a job applicant, more than just filtering and organizing resume documents.

Another benefit of using an RPA bot is that it can work with all types of applications. Organizations do not need to change their IT landscape to implement RPA bots. Most of the RPA software also provides trial version (with all sorts of automation commands ready to use), which is especially beneficial for smaller companies or startups who are not ready to commit to getting an ATS.

A sample 4-step resume screening process that an RPA bot can automate:

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  1. Retrieve data input — Every Monday and Wednesday morning, the newly implemented RPA bot will access multiple job search websites to download the resumes submitted by job seekers. After downloading the documents, the RPA bot will put the documents in a designated folder for further action.
  2. Validating the documents- After retrieving and downloading the documents from multiple online sources, the RPA bot will organize the documents into folders according to the job positions. For instance, documents retrieved from website A and B for the Manager position will be bulk together into one folder.
  3. Screen resumes — After the documents have been carefully categorized based on job postings, the RPA bot will retrieve the job criteria list that has been pre-defined by the recruiter. In this case, the job criteria list (parameter) for the Manager position includes keywords such as:
  • 2 years of experience
  • Banking industry
  • Resume description should consist of keywords such as: “lead,” “analytics”, “teamwork”, etc.
  • The threshold for this job posting is preset to 70% match.

After screening through the resumes, the RPA bot will then divide the resumes into two categories: those that met the threshold and those that did not. For the resumes that past the 70% threshold, the RPA bot will extract the name and email address of the candidate and put the values into an Excel file, with a link of the document’s path.

*Note that recruiters can easily change the job criteria list and threshold in the configuration file that is used by the RPA bot.

4. Follow up actions — When the RPA bot has completed the resume screening process, it will send an email with statistics to the recruiter such as:

  • Numbers of resumes screened
  • Number of job postings screened
  • Number of resumes that passed the threshold, etc.

The recruiter can then decide if he or she would like to look through the filtered list of potential candidates again (using the Excel file generated by the RPA bot) or proceed to let the RPA bot to set up appointments with the applicants, and sending notifications to the candidates that did not fit with the job requirements.

Many software and services are readily available to automate the resume screening process. However, not all of them are as easy and fast to implement like RPA bots. Most importantly, RPA bots are inexpensive and are scalable to automate more task as time goes!

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