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Home > Guides > User Guide > Managing Applicants > Attachments

Attachments

Page Location: Applicant File > Attachments

Based on Group Security settings, users can add, edit or delete attachments.  Based on User Security, users can see only specific types of attachment. 

The Attachment Page holds external files and documents related to an applicant (Word docs, spreadsheets, pdfs, etc.) Attachments are saved in Cyber Recruiter, so if the file is deleted from where it originally was located, it is still accessible through Cyber Recruiter.

Attachments can be added by a user, by the system as a person applies, or could be added by an Applicant via the Self Service Module

To add a new record, the user will click Add New Record

To edit a record in order to change the details or upload a new file, the user will click the icon. 
To remove a file, the user will click the icon at the end of the record line.

 

In an Enterprise system, to Approve a file click on the  to view the document and mark it as approved. Hover over the  icon to view the date and person who approved the document. 

 

To globally print the PDF documents, check the row and press the printer icon in the header.  All the PDF documents will display in a browser window in sequential order.  Use the native Print option in the browser to print the documents to another format (paper or electronic).

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NOTE: If a copy of the Application is saved to the file during the application process, the only option available during the edit process is to make the copy available to the Applicant in the Self Service module.

To view an attachment, click on the Description link. The file opens in a new internet browser in the proper application format (Word, Excel, Adobe Viewer, etc.) It is not possible to modify a document from here; however, the document can be saved with another file name in order to make changes.

When viewing the detail of an attachment:

Column Name  Purpose 
Date This is the date the document was added to the system. 

If this the file is an Application, this will be the date the applicant completed the application process. 
If this is uploaded by an Applicant, this will be the date the Applicant uploaded the file.
If manually adding an attachment, the field is controlled by the user so it could be back or future dated if necessary. 

NOTE: When a user adds the file, clicking on the date field will display a calendar.  Clicking on the rust colored Month/Year header will display another menu so the user can quickly move to a different month or year. 
Type The type file is used to group the various attachments together into a common category.   Define Attachment Types in the Code Table before using them on this page. 
Description   Enter a description for this individual document so it can be referenced later.  This displays in the summary table of all attachments connected to this applicant and will be what the user clicks on to display the document. 

If an applicant uploads an attachment and fails to put in a title for the attachment, the description will simply be 'Attachment'.
Note Enter a note, if necessary, related to this document. 
Public If this box is checked, this document will be viewable to the Applicant in the Self Service view.  This box will be automatically checked if an Applicant uploads a document to the system but will not be checked if the system or a user adds a document.
Attachment New Attachment: When in the 'Add' mode, click the 'Select' button to find the document which should be uploaded on the network or individual computer.  Once a file is selected, the path to the file will display on in the Attachment field. 

Updating Attachment: When in the 'Edit' mode, follow the steps above to replace the existing attachment with a new file.  When editing a record, the following message appears in an attempt to communicate that the 'Attachment' field is not shown even through there is an attachment connected to this record.

The Attachment item is currently empty. Only click the Select button if you intend to replace the existing form with a new one.
File Type File Type is a validation for acceptable files to upload. Only specific types of files can be uploaded and they are hard-coded into the system. The current list includes DOC, DOCX, PDF, RTF, XLS, XLSX, PPT, TXT, HTM, HTML, JPG, GIF, MP3, and WMV.

This list can be narrowed down for the Applicant view the Self Service setup.


See also