Troy Vision is able to take a candidate’s CV and automatically extract the details from it and create a candidate record in the database; this is known as CV Scanning or Parsing. The CV must be in Microsoft Word .doc or .docx format, or a .pdf text-type document. It is not possible to process a .pdf file that is an image.
To extract the information from the document (which has no industry standard) is a highly complex task and so we use a third party company called Burning Glass who are a world leader in this industry. The CV contents are encrypted and sent over the Internet to Burning Glass’ servers where it is analysed and the various fields extracted and returned to Troy.
The software is included in Troy Vision and there is no charge for its use. However, there is a charge for the Burning Glass service to scan the CVs. Please contact Troy Support for current pricing.
Go to Settings / System Settings / Creation Settings and select the CV Scanning tab.
You can choose to populate all User Fields that are detected in the CV, the specific ones you choose above or none. You can also provide default values for some or all of the Mandatory Fields in the system. ‘Index CV once candidate has been created’ will index the CV for subsequent searching, but means that the creation process will take longer while the indexing takes place. Otherwise, the CV will be indexed as part of the next scheduled pass of the Document Indexer function.
You can choose to notify All Administrators, one selected person or no-one when your available scans falls below a threshold value. This can give you time to purchase more scans before you run out.
The Configure button allows you to enter your Burning Glass credentials.
These will all be provided to you by Troy Support. Select all of the languages that you receive CVs in. When you subsequently parse a CV, you will only be offered the languages ticked here to choose from, so that languages you never use will not get in the way.
Click Settings Icon / Automated CV Parser / Configure
Here you can select which category to use for storing the parsed CVs and where to store newer versions – these can and usually will be the same. Duplication checking on the email address only allows for cases where the person has moved house, or where one version of the CV has the first name as ‘William’ and another has ‘Bill’. You can configure up to 4 different shared network folders where users can drop CVs to be processed for different divisions; each division can have a different default language if required.
On the first of the two screens above, you can start the background process to monitor those folders and set how frequently it cycles round. You can also view and clear down the log file of processed CVs.
In Settings / Personal Settings / People you can tick the box to start the CV parser when you log in. Only one person needs to have this turned on and it should be someone who is logged in to Troy on most days. Remember to turn it on for someone else when that person is on holiday, or otherwise not using Troy.
Individual CV Parsing
There are several ways to parse CVs without dropping them into a shared network folder.
- Manual action – on the front screen, click Add / Scan in a CV. The screen below will open. Select ‘From Folder’ or ‘From Email’ and navigate accordingly.
- Drag and Drop – either navigate to a CV in a folder on disk and drag it to the Troy front screen or find an email in Outlook with a CV attached and drag the attached file or the whole email onto the Troy front screen.
- Automated Email Parsing – From the front screen select Message Centre and click on the Settings icon. The ‘Automatically scan CVs’ setting allows you to choose an Outlook folder to monitor. This setting is individual to each user, so all users need to do this for themselves. Note that this cannot be the main Inbox, so that incoming CVs don’t get processed without being checked first; you must move them to the specified folder. To automate this, it may be possible to set up one or more rules in Outlook.