Optimizing your process by integrating document collection into your workflow to boost efficiency and provide a smoother experience for both recruiters and candidates.
Create a Document Template
1. Go to Templates > Documents.
2. Select Collect Document.
3. Enter a Document Name (max. 70 characters).
4. Upload a Sample (PNG, JPEG, Doc, PDF, CSV) to illustrate the desired format or request users to download, fill, and upload the document.
5. Specify Instructions (max. 1000 characters) for candidates during document requests.
6. Choose Permission Level:
Full access - the document can be viewed/downloaded by anyone.
Restricted access - Visible to all users, but only downloadable for Onboarding Admins.
7. Click Save.
These document templates can be used as File Upload questions for pre-screening interviews and specially for onboarding questions. Go to the Question Template Library to set up these questions!
Request Documents via Email or Chatbot with Attachment Tokens
You can request a document using email or chat, linking it to the right template with <mail attachment token> and <chat attachment token>.
1. Message the candidate to ask for the document, including the <mail attachment token>.
2. Choose a Document Type: Attachment stores files in the candidate's Attachments section, while Documents saves them in the Documents Tab. If you select Documents, specify the document type and click Confirm. If no document type is chosen during request, it will be uploaded without a name.
3. Select your preferred channel and click Send.
The candidate must send the document to the provided email address for it to be saved in the specified document template.
4. When using the <chat attachment token>, the process remains the same, except the token won't include an email address. The candidate can send the document via chat, and it will be saved in the designated document template.
Remember, if you want to request files through WhatsApp, utilize the Chat Attachment token.
Manage the candidate's documents
After a candidate submits required documents, locate them in the Documents section of their profile:
1. Visit a candidate's profile in the Leads tab and select Documents.
2. If a file doesn't meet the requirements, use the pencil icon to edit and delete it. You can upload up to five (5) files per candidate profile.
If you are an Onboarding admin you can download all submitted documents from the Documents section.
1. To download a single document, go to the candidate's profile > Documents.
2. Select a document, and click on the file and it will open in a new tab, from there download or save the document.
To download all the documents at once;
1. Go to the candidate's profile > Documents Click Download. Documents will be compressed in a zip file with the file name as Last Name_First Name_Documents.zip.
Some documents can automatically be validated by the system using the OCR feature so you don’t need to check and validate all the documents one by one. Check out for the OCR tag on the documents list to see all supported documents that can be recognized by OCR.
Note:
Whenever we send a chat/email attachment token, we create an empty document.
When the candidate responds with the file, it should be added to the space created.
🤔 Do you have any questions? We want to help! 💚
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