This article contains all the information you need to manage the candidate documents you will find under Documentson the Profile tab of the Candidate profile. It will explain which document categories are available, how you assign documents to specific categories and how to set up access rights for the employees involved in the application process.
Access Rights for Candidate Documents
Candidate documents usually contain sensitive information that not all the employees involved in the recruitment process should be able to view or edit. You can use Recruiting roles to specify the access rights for the individual document categories. To do so, go to Settings > Recruiting > Roles > Candidate documents.
You can assign either viewing or editing rights, with editing rights automatically including viewing rights. Candidate documents are organized into the following categories:
Special rules apply to the Offer, Uncategorized and Outbound message attachments document categories. You will learn more about this later on in this article.
In general, these rules apply when you are granting viewing and editing rights for document categories:
What Are Viewing Rights?
- Viewing rights allow an employee to view the documents on the Profile tab of the candidate profile. They do not allow an employee to upload documents or change document categories.
- An employee with viewing rights can view message attachments in the Messages tab of the candidate profile, as long as their recruiting role also has at least viewing rights for Messages.
What Are Editing Rights?
- Editing rights need to be allocated for at least one document category so that employees can switch to editing mode and upload documents or change document categories by going into the Candidate profile and navigating to Documents on the Profile tab.
- The editing mode for the Documents section is only visible for employees who have editing rights for at least one document category.
- An employee can only assign document categories if they have editing rights for the categories in question. If an employee has viewing but not editing rights for certain categories, these will be grayed out when they are in upload/editing mode.
- Employees with editing rights can assign email attachments to the relevant document category directly from the Messages tab. You can find out more in this chapter.
If employees with editing rights for a certain category change the category of a document (e.g., the cover letter) to one for which they do not have editing rights, they will not be able to reverse this change afterwards. Should the employees have viewing rights for the newly assigned category, they will still be able to view the document, but not change its category. If they do not have viewing rights, the document will no longer be visible for employees with their recruiting role.
- Offer document category:
The access rights for this category are linked to the access rights for the Offers tab. You can only grant viewing or editing rights for the Offer document category if you also grant the recruiting role the corresponding access rights for Offers.
- Outbound message attachments document category:
This category applies to all the documents you send to candidates via the Messages tab in the candidate profile. It is linked to the access rights for the Messages tab in the candidate profile. You can only grant viewing or editing rights for Outbound message attachments if you also grant the recruiting role the corresponding access rights in the Messages tab.
⚠️ Offer documents sent via the Offer tab do not belong to this category. You can grant access rights for them via Roles > Offers.
- Uncategorized document category: Assign these access rights with care, as this document category automatically includes all incoming documents (e.g. those received by email) and thus can include all kinds of candidate documents.
Employees with access rights for the Messages tab may not always have viewing or editing rights for the Uncategorize category. If that is the case, when a candidate emails in their documents, these employees will only be able to see that the email contains an attachment belonging to the Uncategorized category. They will not receive any further details about the document name and will not be able to view or edit the document. The document will also not appear for them in the Documents section of the candidate profile.
Managing Document Categories in the Candidate Profile
The candidate profile allows you to upload new candidate documents and assign categories. There are several ways to assign a category to a candidate document. This can be done via the Profile tab or the Messages tab. The following section provides an overview of both options:
- In the Profile tab
Go to the required candidate profile and select the Profile tab. If the candidate profile does not yet contain any documents, click on the Upload documents button. If documents have already been uploaded, click on the pen icon in the Documents section to access the upload screen. There you can upload new documents and assign each newly uploaded document to a Document category from the drop-down menu. If you have editing rights for the category, you can also assign existing documents to a different category.
- In the Messages tab
In the Messages tab, you will be able to see both the incoming emails and all the documents that candidates send as attachments during the application process. You can assign these to a category directly from this tab. At the same time, they are also saved under Documentson the Profile tab. Please note that the relevant recruiting role must also be granted at least viewing rights for Messages.
To set a document category directly from the Messages tab, you will need editing rights for the Uncategorized category because incoming candidate documents automatically belong to this category. Use the drop-down menu next to each document to categorize the file. If you only have viewing rights, you will be able to see the file and file name, but not categorize it. Employees with no access rights will be able to see that an email attachment exists but will not be able to access any further details.
Any documents you send to candidates via the messages tab will be assigned to the Outbound message attachments category.
Specifying Document Categories in the Application Form
If you use the Personio career page, you can let your candidates assign their documents to a category when uploading them in the application form. Specify which document categories should be available to your candidates as upload options in the application form via Settings > Recruiting > Career page > Application form fields. The predefined default categories are CV and Other. You should also specify which categories are mandatory for candidates.
If candidates use the application form for their application, they will find that it contains an upload option for the document categories you have specified. When candidates select a particular category for their document upload, their documents will then automatically be assigned to that category. If you want to change the category later on in the Candidate profile, you will need editing rights for the document category that contains the document at that point in time, as described in the Assigning document categories chapter.
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