Upload a File

Our platform offers a unified location to store and manage all documents related to each module like clients, jobs, candidates, etc. This ensures easy access and systematic organisation of all necessary files. The document section allows multiple team members to access, review, and collaborate on documents. This ensures that everyone involved in the recruitment process has access to the most current and accurate information, promoting better teamwork and communication.

To upload a document, follow these steps:

• Navigate to the main navigation header bar and click on Candidates for example.
• You will find a list of all candidates. By clicking on a candidate, you will be redirected to the Candidate Summary page.
• Go to the Documents section and click on the Home and select (+) Add File.

Recommend Reading: Base on your role access level you will be able to add file/folder. Go through this article, click here: Application Roles and Authorisations.

Candidate Summary – Document – Home – Add File

• This will open a pop-up, select a Document Category/Document Name from the drop-down.

This action is optional. If in case, you feel to link the file to a specific document category/document name you can as per your requirement.

Recommend Reading: How to add a Document Category, click here: Document Category.

• Click on the upload document Up Arrow button, this will ask you to select a file, choose a file from your local device.
• One's the file is upload, the file name automatically displayed in File Name field. You can edit it as per your requirement.
• You can enter your notes related to the document in the Comment section. 
• Click on the (+) Access to configure the file-level permissions.

Permissions like View, Edit, Delete, and Download/Share appear in the file-level access pop-up only if they’re allowed in both Master Data – Access Permissions and the User's access level. If a permission is missing in either, it won’t be shown.

Recommend Reading: How a Document Access Rights work, click here: Document Access Rights.

• Upon clicking the Show More Fields drop-down, you will see option like Weightage, Reference ID, Start date and Expiry Date.

• The weightage field is disabled and can only be configured from the Document Name under  the Document Category If a Document Category/Document Name is selected above, the weightage will auto-populate. If not selected, this field will remain blank.

Weightage is a measure of the importance or relevance assigned to a document.

Reference ID is a unique identifier assigned to a document for tracking and retrieval purposes.

The start date refers to the date from which the document becomes effective or applicable.

The expiry date of a document refers to the specific date after which the document is considered invalid, outdated, or no longer applicable.

You can make all these fields mandatory (Reference ID, Start Date and Expiry Date), when configuring the Document Name from the Document Category masters by enabling the toggle.

• Enter the details and click Save.

Candidate Summary - Documents - Add Document

• All files and folders appear, files listed first, followed by folders, sorted by date in ascending order.

Column Name	Description
Access	Displays access icon – Public, Confidential, or Protected
File Name	Shows the file name with the respective icon.
Document Category	Displays the assigned document category
Document Name	Displays the document name
Expiry Date	Shows the document’s expiry date
Type	Indicates whether it is a File or Folder
Uploaded By	Shows the name of the user who uploaded the file
Uploaded On	Displays the date and time the file was uploaded
Last Updated	Shows who last updated the file (version), including date and time
File Size	Displays the file size
Total Size (All Versions)	Shows the combined size of all file versions

Options under the three- dot against each file:

• Share (internally or externally): Allows sharing file(s) with colleagues within the organisation or with external stakeholders.

File Sharing

Action	Public	Protected	Confidential
File Sharing	Only External Share option by default with Download/Share permission. No internal Share.	Internal & External Share option.	Internal & External Share Option.

Recommend Reading: How share feature works, click here: Share Document.

• Share as Attachment: Facilitates document sharing by attaching them to emails.
• Edit File Details: Allows you to update fields like document name, file name, etc.

Recommend Reading: How access for Edit will let you see the edit file access and Versions options under the three-dot against each file and what are the fields you can edit for a file, click here: Edit File Details.

• Delete:  Removes the file and all previous versions from the system depending on the user role access rights and the file-level permissions. 

Folder Delete: Deletes the folder and file(s) within it, based on your file-level permissions.

Only the admin, super admin, or the folder owner can delete the folder, provided they have deleted rights based on their access level and file-level permissions.

• Download: If the user has download/share permission (as per User Management → Access Levels and file-based permissions), they can view the file in full screen and download it; otherwise, the file name won’t be clickable and Share options (Share & Share as attachment) will be hidden.
• Audit Log: Provides record of actions performed on the document, including views, edits, shares, etc.
• View Details: Grants access to metadata and information pertaining to the document, including creation date, file name, etc.
• File Versions: If you have edit access based on your role access levels and file-level permissions, you'll see the Edit File Details and Versions options in the three-dot menu. The File Versions view shows recent versions with a delete option (if permitted) and lets you add new versions using Add Version.

Recommend Reading: How the folder three-dot options work, click here: Candidate Documents, Client Documents.

Documents – Three-dot – Options

Related Article:

X.1  - Enhancements

Client VS Job Document

Job Summary

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