TABLE OF CONTENTS

Explanation of term

Attachments are documents that can be stored in different areas of the system and made available to other users. These can include application documents, interview notes, or job descriptions—depending on how you use the system.


Configuration

The creation of attachments takes place in various areas of the system. See: Create an attachment


System behavior

  • Requirements
    • External attachments (e.g., submitted via the applicant form):
      • Allowed file formats: Word, PDF, PowerPoint, jpg, gif, png
      • Maximum file size: 10 MB, total maximum size: 20 MB
    • Internal attachments (e.g., manual upload in an application):
      • Allowed file formats: Word, PDF, Excel, PowerPoint, jpg, gif, png
      • Maximum file size: 10 MB, total maximum size: 20 MB
  • Where attachments can be accessed
    • Applicant management
      • Messages
      • Application
      • Job posting
      • Messages
      • Correspondence Templates
    • Onboarding
      In the Onboarding there are also Documentsyou can use to store files in a central place. 
      • Onboarding
      • Portal Articles
      • Portal Tasks
      • Correspondence Templates
  • Viewing permissions
    Attachments in an application can be viewed by all users who have access to the application, unless they are uploaded as confidential attachments.
  • Accessing attachments
    Existing attachments can be accessed via the Attachments tab.
  • Virus protection and security measures
    • Automatic virus scanning
      All uploaded documents are automatically checked for viruses and malware. If a potentially harmful file is detected, it is quarantined and logged in the history. For security reasons, applicants are not notified of the rejection.
    • Default PDF view
      By default, all documents in applications are opened only as PDFs to neutralize potential malware.
    • Opening original files
      With the permission Download attachments (from applications) as original files, original formats (e.g., Word documents) can be opened. However, opening original files carries the risk of malware infections. This permission should only be granted to devices that are not connected to the corporate network.
      See: Download attachments in original format
    • Rechecking during upload
      An additional virus scan is performed during upload. If a file is identified as potentially harmful, the upload is blocked, and the user receives a notification to consult with administrators.
    • Missing documents warning
      If online applications are missing documents, check the history entries, as a compromised document may be the cause.
    • Access to quarantined documents
      For security reasons, affected documents remain in quarantine and are not released. Please contact the applicant and request the documents again.
  • Sending attachments via email
    Attachments that are only added when sending an email and are not stored in the correspondence template cannot be viewed later in the history. Only the attachment name is displayed.

How our customers use this

Our customers use attachments in various ways to facilitate the exchange of relevant documents:

  • In applications, not only resumes and certificates but also interview notes and other documents are centrally stored.
  • In correspondence, attachments such as directions or assignments can be sent directly.
  • For job postings and staffing requests, attachments supplement additional information or approvals.

Further articles on this topic