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Adding Files to Records

Samantha Williams
  • Updated

Files can be saved against different record types, allowing you to store important information against Contacts, Companies, Candidates, Vacancies and Placements. This may be used to save a particular Companies Terms and Conditions, or if the candidate has provided you with proof of ID or certificates against their own record.

Prerequisites

If you are attaching the file to a contact, company, vacancy or placement record, the record must already exist on your database. Files cannot be saved at point of creation for these record types. When creating a candidate record using the CV import tool, as long as the files are sent in the same email as the candidate CV, the additional files can be saved against the candidate record. You will be asked where to save them and what file type to save them as during the import process.

Attaching Files to Existing Records

In the example below, we have outlined how to attach a file to an existing candidate record. However, the same process can be followed for attaching files to a contact, company, vacancy or placement record;

  • Search for the company to add the file to
  • Click the Files tab

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  • Click the Upload icon in the grey toolbar to access the File Uploader 
  • You now have 3 options to begin the file upload into the system, depending on where the file is stored you can:
    • Use the Select button to find the file saved in a local folder on your computer to upload
    • Drag-and-drop a file from your desktop into the tool (Note: you cannot drag files from other applications such as Outlook, it will need to be saved to your desktop first prior to dragging the file into the File Uploader)
    • You can use the Cloud File tool to upload the file from a cloud hosted document repository
  • Once uploaded you will need to select a file type. These depend upon how your files were configured during your implementation process. If you need to add/amend a File Type, please contact the Eploy Support Team.
  • The Title will be taken from the uploaded document however this can be manually edited in the text box
  • click Upload File to add against the record

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Once uploaded, the documents will be displayed in the Files tab of the record.

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Attaching Files when creating Candidate Records

A file can be attached to an existing candidate record using the method outlined above. However, if a new candidate has provided their CV along with supporting documents, these can be added at the same time as creating the candidate record using the CV Import Tool.

  • Send CV and supporting documents in one email to your CV import mail box (this is usually set up as cv@companyname.eploymail.co.uk)
  • Open the CV Import Tool
  • Select email and click Next
  • Complete the details about the CV Import
  • Un-tick Only import allowed CV files if any of the files attached are different to those listed
  • Click Next
  • Insert Application or Add to Long List (if linked to a vacancy)
  • Click Next
  • If needed Create Action
  • Click Next
  • Select to Store Correspondence
  • Click Next
  • Select from the dropdown What do you want to do with these files
  • Once you have made your choices click Import Email (you must select to one file to proceed)
  • To skip this email click Skip Email (no files will be imported)
  • Select All As CV’s will set each file to Create a New Candidate
  • Ignore All will reset all the files to Ignore
  • Close will close the CV Import Tool