Revisit existing candidates for a new vacancy
Search an existing recruiting database using the new role’s requirements, then prepare a reviewable comparison of relevant prior applications.
How this works
Search an existing recruiting database using the new role’s requirements, then prepare a reviewable comparison of relevant prior applications. Use this when a new vacancy may fit people already in a permitted recruiting database. The goal is a recruiter-reviewed shortlist of records worth revisiting, with stale information and current interest left explicit.
Translate the vacancy into job-related search criteria, retrieve potentially relevant records, and summarize supporting evidence and gaps. Use broad enough searches to avoid hiding candidates through narrow wording. Do not treat old availability, compensation or recruiter opinions as current facts.
Before you start
Current vacancy
Obtain responsibilities, essential criteria and working terms.
Permitted database scope
Confirm records may still be retained and reused for recruiting.
Recruiter review plan
Define who verifies current suitability and decides whether to contact candidates.
Prepare the inputs
- vacancy
- Required
role criteria and required versus preferred fields
Use job-related filters only.
- candidate_records
- Required
stable IDs, documents and last-updated dates
Preserve freshness and source provenance.
- search_rules
- Required
criteria, synonyms and exclusions
Do not exclude on protected traits or weak proxies.
- prior_contact_status
- Required
dated interest and contact history
Historical interest is not current consent or availability.
Implementation, step by step
Translate the role
- Turn responsibilities into explicit evidence queries and permissible filters.
- Separate hard constraints from preferences and uncertain criteria.
Checkpoint: A transparent search plan exists.
Retrieve broadly
- Search synonyms and related professional experience across the permitted records.
- Record query coverage and avoid treating a keyword miss as lack of ability.
Checkpoint: A candidate evidence pool is available.
Prepare comparisons
- Summarize factual matches, gaps and record age for each retrieved application.
- Avoid unsupported fit scores or personality judgments.
Checkpoint: Recruiters can see why a record was surfaced.
Check stale assumptions
- Flag old availability, outdated role history and unverified qualifications.
- Sample excluded or low-evidence records for missed relevant experience.
Checkpoint: The review accounts for data age and omissions.
Hand off for reconsideration
- Provide a review queue and possible clarification questions.
- Let recruiters decide current suitability and authorize any outreach separately.
Checkpoint: No record is automatically rejected or contacted.
Decisions along the way
Experience is relevant but differently worded
Include the supporting example and explain the mapping.
Record is too old to establish current fit
Surface it as historical evidence requiring an update.
Prior candidate declined
Show the dated context without assuming permanent disinterest.
What you will produce
candidate-rediscovery.csv
CSVA reviewable set of potentially relevant prior records.
Include: candidate_ref · criteria_evidence · gaps · last_updated · review_status
search-coverage.md
MarkdownA transparent account of how records were found.
Include: queries · filters · limitations · omission_checks
Check the result
- Verify each surfaced record has job-related supporting evidence.
- Check search filters for unjustified exclusions.
- Confirm stale fields are not presented as current facts.
- Sample missed records to assess search recall.
When something goes wrong
Database lacks stable IDs
Resolve duplicates before comparing records.
Retention status is unclear
Exclude affected records until the responsible owner confirms permitted use.
Search only returns exact titles
Expand evidence-based synonyms and document the changed query.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Synthetic: revisit candidates for a reporting coordinator role.
Inputs
Record C3 from 18 months ago describes weekly operational dashboards under a different job title. Its availability field says 'immediate' from that time.
Expected result
Synthetic result: surface C3 with the dashboard evidence and record age; mark current availability unknown. Do not repeat 'immediate' as current or send outreach automatically.
Run a small pilot
Start small
Search one vacancy against a limited permitted database segment.
Record the baseline
Record recruiter search time and relevant records missed manually or by the workflow.
Agree success criteria
Agree evidence relevance and omission-review criteria before wider use.
Stop or revise
Stop if stale data or prohibited filters drive automatic decisions.
Keep the scope clear
- Rediscovery is preparation for human recruiting review.
- Database access does not authorize contacting candidates or extending retention.
Check before using
Past records may be stale. Do not automatically reject or contact people on the basis of AI ranking; verify lawful retention and current interest.
Business activities
- Hire and assess candidates
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Current vacancy · Stored candidate records · Consent and retention rules
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow