Documents

The Documents page is where you view submitted documents and can add applicant documents. To access this page, select a Request Number in Pending Recruitment status from the Dashboard, click the Vacancy Number link in the Vacancy Created section, click the Applicant Overview tab (this tab is only available when one or more applicants have applied to the vacancy), click the appropriate applicant Name link and click Documents.

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The Documents section allows you to review documents submitted by the applicant, add applicant documents, and determine if they will be viewable by the Hiring Manager. The number to the right shows how many unique documents were submitted by the applicant. A document that is submitted multiple times under various document types will only be counted once. The following elements are displayed:

• Filter by Document Name. This field allows you to search for a document by entering the name or a partial name.
• All Document Types. This drop-down list allows you to filter the documents by document type.
• Document Name. This field displays the name of the document entered by the applicant.
• Document Type. This drop-down list displays the document type.
• Required. This column displays a Yes or No to indicate if a document was marked as required on the Vacancy - Supporting Documents.
• HM Viewable. This toggle indicates if the document will be viewable by the Hiring Manager.
• NH Viewable. This toggle indicates if the document will be viewable in the New Hire record. When uploading a document to an applicant record, this toggle is automatically turned on.
• Received. This column displays the date and time the document was received in the system.
• Gear Icon. This icon allows you to manage documents for the applicant. You can create new applicant documents from existing documents to hide specific pages or separate documents that were uploaded in a single file. You may also delete user uploaded files and establish the New Hire Document Type. For instructions, see Separating pages from an uploaded applicant document, Deleting a document and Designating a new hire document type in an application.
• Choose File. This button allows you to upload a document to an applicant record. For instructions, see Uploading a document to an applicant record.

Note: Document links are color coded to help HR Users determine whether they should request a new version of the document from the applicant or wait for document re-processing. The possibilities include:

• A blue link indicates a successfully processed file and allows the HR User to open that file in PDF format.
• A yellow link indicates a failed document that may still be able to be saved through various automatic or manual processing tools. These links will remain yellow until all options for successfully processing that file have been exhausted. At that time the link will turn blue or red depending on the outcome of the processing.
• A red link indicates a document is corrupt and could not be restored through automatic or manual processing tools.

Causes for failed or corrupt documents may include:

• MS Word files
  • Password protected.
  • Protected view.
  • Embedded hyperlinks.
  • Embedded CSS and HTML tags.
  • Corrupt resulting from conversion from WordPerfect or Apple text program.

• PDF files
  • Signatures required.
  • Broken certificates.
  • Hyperlinks embedded.
  • Font substitution required.
  • Portfolio PDFs.

Note: A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. To ensure the document is not a PDF Portfolio document, open the document and if there are multiple different documents with a variety of extensions, it is a PDF Portfolio document and will not be processed.

• Graphics files
  • Embedded graphics objects which do not render.