At certain points in the hiring process, hiring managers need applicants to provide copies of documents such as certifications, diplomas, or authorization release forms along with their job applications. The Required Documents feature provides two solutions to this common problem:
- Job seekers can upload appropriate documentation that they have readily available during the application process.
- Hiring managers can provide applicants with downloadable documents to complete and return via the upload feature.
Note: Applicants can only attach one document per Required Document element added. If an applicant reaches the Required Documents section of the online application and does not have the appropriate documentation readily available for upload, the applicant may choose to "Save now and finish later" to return to the application.
Creating the Required Document Element
To begin using Required Documents, go to Library > Position Elements and select Required Documents. Then, Click +New to create a new Required Document or click The Edit Pencil () to edit an existing Required Document.
To Create a New Required Document, enter a Title and Description/Instructions in the form. Optionally, upload a document that you wish to provide to the applicant as a download.
Note: You may enter as many Required Document position elements to this library as you wish.
Adding the Required Document Element
Once a position element is created, you may add the Required Document to any Position Template by Editing the Template and Adding the "Required Documents" elements from the Available Elements list.
Once added, you may select the required documents you wish to display on the application by checking the appropriate box(es) on Step 3 of the Position Template editor.
Job applicants asked to add required documents must provide those documents in order to successfully complete the job application. They may scan and upload the documents, or alternatively, upload a PDF. The maximum file size that can be uploaded is 50MB.
Granting Authorization and User Permission
The Required Documents element behaves differently from most standard elements. It is unique because authorization must be granted in order to "see" the Required Documents tab within applicant profiles (when the Required Document element is in use with a position template).
Authorization may be granted on a per User basis regardless of User Role under Admin>Authorizations>Required Documents. The Authorization tab is only visible to the key-holder System Administrator and authorizations may also only be updated by the key-holder System Administrator.
Authorizations are granted by placing a checkmark next to a User, then clicking "Update." An audit log is available towards the bottom of the page (View History) and all permission/restriction changes are historically documented to assure proper team oversight.
Note: If a User is not authorized for Required Documents, but the Required Documents element is used for a position to which they have access, the Required Documents tab within the applicant profile will be hidden/invisible to them. Updating Authorizations is highly useful for an additional layer of permission control, limiting the exposure of documents not everyone on the team may need to have available to them based on their system responsibilities.