Attachments of the applicant

If you are looking at a candidate's attachments within ATS Recruitis, you may have noticed that you do not always see the same set of attachments, and that the attachments from the candidate and those inserted by you later differ in their behavior or by where and how they are displayed.

All these differences have their logical justification and this article tries to explain them so that you can use them to your advantage or, on the contrary, not to make an unnecessary mistake.

At the outset, it is important to know that attachments can be:

  • Assigned to a specific position
    • typically, if a candidate responds to a certain position, the attachments supplied by him are logically saved for that position
    • of course, you can also add attachments to positions manually during the admissions process
  • Not assigned to any specific position, or assigned to the applicant as such
    • you can insert such attachments manually and they are then available for all positions to which the candidate has applied or to which recruiters apply

This division is essential especially for sharing candidates with hiring managers, when you want to have control over who has access to what, or you want to have more historical CVs for comparison.

Now let's look at some practical scenarios to show how attachments work...

1. Adding attachments to the applicant

You can manually add an attachment to an existing candidate on the applicant card. Specifically, on the "Personal data" tab in the "Manage attachments" section. Here you select and insert a new attachment. Another option for how new attachments are created (i.e. those that the applicant did not send at the time of responding to the position) is email communication with the candidate when using the system email as a copy, sending an offer to the candidate, etc.

It is important to mention here that the attachment can be assigned to a specific position (after selection from the list) or "Do not assign to any position" (this is the default setting). An attachment not assigned to any position, or assigned only to the applicant as such, is available in all positions to which the applicant applied or was copied by recruiters.

This is especially important when sharing answers to hiring managers - certain sensitive documents that you do not want to share with managers for all positions are not good to save without a specific position and vice versa.

2. Copying an applicant from one position to another position

A typical scenario where you deal with managing attachments for a position is copying a candidate to another position, or "recycling" it.

When you copy an applicant, a menu of positions will open in the right panel, and below them the management of attachments. You select the positions to which you want to copy the applicant and then the attachments you need for the given "new" positions as well. Attachments that are not assigned to any position are automatically displayed to the candidate for all job positions.

3. Displaying attachments in detail of a specific position

In addition to displaying attachments on the candidate card, you can also see attachments on the candidate's line in the position detail. Since these are attachments to that specific position, logically their number does not have to equal the number of all attachments you have with the given candidate and that is correct (again, above all with reference to the shared applicants and their answers with hiring managers).

In the example below, we see a situation where an applicant applied for one specific position and provided, for example, a CV and an entry questionnaire. In addition, a third document was attached during the recruitment process and saved as "Do not assign to any position":

If we had such a candidate's answer for a specific position copied to another position and did not select any attachments from the original position, the candidate would be copied without attachments to a specific job position. So, only one attachment appears for this "new" position

4. Display of attachments on the candidate card

You can see all the attachments for a given candidate (i.e. across all his positions), of course if you have rights to all given positions, after clicking on the candidate's detail on the "Overview" tab. By default, the attachments for the given position are shown, and after clicking the button you can see all the attachments, with the fact that you have them grouped by position and not assigned to any specific position at the end of the attachment.


In these images you can see both views of the attachments on the candidate card:

ATS Recruitis features Bulk tagging LinkedIn plugin Linking new responses from StartupJobs Integration with Integration with CzechCrunch Jobs Custom answer forms Talent database Facebook as a publishing channel Filtering in the overview of positions according to filter items Competency model Distribution of positions in the Recruitis system Creation of a new position Agency portal as a publication channel Google Chrome Plug-in Category of tags Reasons for rejection of candidates Measuring candidate satisfaction Record of communication with the candidate Interview planning Working with the hiring managers Questions for the interview Setting up and monitoring feedback Filtering the candidates in the database by source Hot candidates The gender variable in e-mail templates Online interviews directly from Recruitis Fast interview planning Introduction video with an overview of ATS Recruitis settings GDPR changes in the system Introductory video introducing ATS Recruitis Comparison of candidates Notification of all notes on your positions Variable stages of the recruitment process External sharing of the candidate cards Filling in the candidate's personal data directly from the CV New applicant notification even for manually entered ones Two-phase authentication Option to turn off adding a smart email to the copy of messages to candidates Automated candidate sharing and tagging Option to choose NPS sender The Google Chrome plugin now also loads candidates from StartupJobs Enforce response form language Notification of emails sent only to the system email Webhooks for the Nelisa portal End of support for Internet Explorer 11 Integration Impersonation Talent database and its possibilities Account line manager vs. account with limited rights Kanban Manage profile photos Processing the candidate list in the database (alternative to exporting candidate contacts) Copying and moving a candidate Principles of functioning of the candidate card Recruitment flow and connection with email templates Upload a response from a LinkedIn ad Clearing the image cache when sharing a position on LinkedIn Adjusted dialogs for copying and moving a candidate Scheduling a candidate interview right in your calendar Ad response source vs. candidate resource Candidate Service Prioritization (SLA) Management of communication regarding the rejection of applicants New GDPR filters in the database Reports and statistics GDPR consents Recovering a deleted user account Referral User management Multi-brand in email communication with candidates Filters in position lists NPS metric Applicant import history Practical example: candidate deletion vs. removing the answer Foreign advertisements Offers to candidates (offer management) Attachments of the applicant Confidential job position Place of work Preferred location Webhooks for system events Renaming the candidate Tagging notes Option to cancel sending NPS Expedited position publication Application for opening a position ("requests") SMTP settings for sending emails Elimination of the applicant Who has access to the candidate card Automatic response Classified ads and ad templates Sending SMS from ATS Recruitis Recruitis Option to omit a candidate from the invitation saved in your calendar Bulk actions To cancel a delayed email send Position sharing opportunities through ATS Recruitis' internal career site Connection with the fajn-brigá portal Withdrawal of consent to the processing of personal data A reminder to take action with the candidate Send emails from Recruitis using your Outlook365 account The function to remove candidates from a position directly in the talent database

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