CV Extraction for Recruitment
Automatically digitize applicant information using OCR technology
The Hr Recruitment Extract module uses OCR (Optical Character Recognition) technology to automatically extract information from applicant CVs/resumes and fill in the applicant form, saving manual data entry time.
The system supports 3 extraction modes: do not digitize, digitize on demand, and digitize automatically. Extracted information includes name, email, phone number, and skills, with a validation workflow to ensure accuracy.
Key Features
Extraction Features
| Feature | Description |
|---|---|
| Automatic Extraction | Automatically extract data when CV is attached |
| Manual Extraction | Allow users to choose when to extract |
| Basic Information Extraction | Name, email, phone number |
| Skills Extraction | Automatically recognize skills from CV (if skills module available) |
| Data Validation | Allow review and edit extracted data |
Extracted Information
Data Fields
| Field | Description | Saved To |
|---|---|---|
| Applicant Name | Full name | partner_name |
| Contact email address | email_from | |
| Phone Number | Contact phone number | partner_phone |
| Skills | List of skills (if hr_recruitment_skills module available) | hr.applicant.skill |
System Requirements
Key points
• Module hr_recruitment (Recruitment) installed
• Module iap_extract (IAP Extract) installed
• IAP account configured with sufficient credits
• Internet connection to send CV to extraction service
Configure Extraction Mode
The system provides 3 extraction modes to suit business needs and budget.
Steps
1. Go to Settings
2. Scroll down to Recruitment section
3. Find Recruitment processing option
4. Select appropriate mode
5. Click Save to save settings
Extraction Modes
| Mode | Description | When to Use |
|---|---|---|
| Do not digitize | No automatic extraction, manual data entry | When not wanting to use OCR service or save credits |
| Digitize on demand only | Show "Send for Digitization" button for user selection | When wanting to control which CVs are extracted |
| Digitize automatically | Automatically extract when CV is attached (default) | When having large volume of applicants and wanting to save time |
Automatic Extraction
Automatic extraction only works when the setting mode is Digitize automatically, applicant is in the first stage, and CV is attached to the resume.
Steps
1. Go to Recruitment → Applicants
2. Click New to create new applicant
3. Enter basic information (name, applied position)
4. Drag and drop CV file to attachment area or click attachment icon
5. System automatically sends CV for extraction
6. Status displays: Waiting Extraction
7. After a few seconds to minutes, status changes to: Waiting Validation
8. Information fields are automatically filled: name, email, phone, skills
9. Review extracted information and edit if needed
Manual Extraction
Use manual extraction when wanting to control credit costs, only extract CVs of potential candidates, or need to review CV before extraction.
Steps
1. Go to Settings → Recruitment
2. Select Digitize on demand only
3. Click Save
4. Create new applicant and attach CV as normal
5. System does not automatically extract
6. Open applicant resume
7. Find and click Send for Digitization button
8. Status changes to Waiting Extraction
9. After completion: Waiting Validation
10. Review and validate data
Validate Extracted Data
OCR is not always 100% accurate. Some CVs have complex formats that are difficult to extract. Validation helps improve system accuracy.
Steps
1. Open applicant resume in Waiting Validation status
2. Check filled fields: name, email, phone number, skills
3. Click on field to edit and correct information
4. Save changes
5. When applicant is moved to Hired stage
6. System automatically sends validation feedback to OCR service
7. Helps improve accuracy for future extractions
Extraction Status
Status Types
| Status | Meaning |
|---|---|
| Waiting Extraction | Processing, CV has been sent to OCR service |
| Waiting Validation | Extraction completed, waiting for data validation |
| Done | Validation completed, can continue recruitment process |
Handle Special Cases
Situations and Solutions
| Situation | Cause | Solution |
|---|---|---|
| CV cannot be extracted | CV is blurry photo, infographic format, unsupported language | Manual data entry and skip extraction |
| Name confused | Name recognized as company name | Edit information in applicant form |
| Wrong email/phone | Special format or OCR misrecognition | Edit information and continue process |
| Irrelevant skills | OCR extracted keywords that are not skills | Remove inappropriate skills, add correct skills |
Process Optimization
Key points
• Use automatic extraction for bulk recruitment: save data entry time, process many applicants at once
• Use manual extraction for important positions: control credit costs, only extract potential candidates
• Combine both modes: automatic for junior/entry-level positions, manual for senior/executive positions
• Request applicants send standard CV: PDF or DOCX format, no photos, avoid complex formats
• Validate data regularly: always review extracted data, edit incorrect information, send feedback to system
• Update skills list: add new skills to system, ensure accurate skill names
IAP Credits Cost Management
Each CV extraction consumes credits from IAP account. Manage costs effectively to optimize recruitment budget.
Key points
• Track extraction count: check credit balance regularly, top up credits when needed
• Optimize usage: only extract good quality CVs, skip CVs that do not meet basic requirements
• Use manual mode when control needed: review CV before deciding to extract
• Contact administrator for details on pricing and credit balance
Multi-language Support
Accuracy by Language
| Language | Support Level | Notes |
|---|---|---|
| English | Highest | OCR works best with English CVs |
| Vietnamese | Good | Well supported, needs more careful validation |
| Other Languages | Varies | May need more careful validation or manual data entry |
Frequently Asked Questions
FAQ
| Question | Answer |
|---|---|
| How long does extraction take? | Usually a few seconds to minutes, depending on file size, format complexity, and OCR service load |
| Can I re-extract CV? | Yes, delete old extracted data (if needed) and click Send for Digitization again |
| Does extraction cost money? | Yes, each extraction consumes credits from IAP account |
| Can I extract CV from email? | Yes, if CV is sent via email and automatically creates applicant, system will process according to configured mode |
| How to disable the feature? | Go to Settings → Recruitment, select Do not digitize, click Save |
Practical Tips
Key points
• Example 1 - Bulk recruitment: Receive 50 CVs for Junior Developer position, use Digitize automatically to save 70% data entry time
• Example 2 - Important position: Recruit Senior Manager with 10 applicants, use Digitize on demand only to save 50% credits
• Example 3 - Special format CV: Applicant sends infographic CV, contact to request text-based CV or manual data entry
• Handle multi-language CVs: System supports multiple languages, but needs more careful validation for non-English languages
• Applicant without email: Use phone number as primary contact or create temporary email