Document
Last updated: 2026-03-29
Recruitment Documents
This module allows you to track, review, and manage documents submitted by job applicants. You can categorize documents (like resumes, IDs, or certifications), assign them to specific team members for review, and track their verification status. The system will also automatically notify the applicant when their document is updated.
When Do I Use This?
- When an applicant uploads a resume, cover letter, or portfolio that needs to be reviewed.
- When you need to collect and verify compliance documents, such as a passport, driver's license, or background check.
- When you want to assign a specific team member (like a hiring manager or legal reviewer) to look at a candidate's file.
How To Use
Logging a New Applicant Document
- Go to HR → Recruitment → Documents from the main menu.
- Click + New.
- Enter a Name for the document (e.g., "John Doe - Nursing License").
- Select the candidate's Application from the dropdown.
- Choose the Type of document and its current State.
- If someone else needs to review it, select their name under Assigned To.
- Click Save.
Reviewing and Approving Documents
- Open a document from your list.
- Review the physical or digital file provided by the applicant.
- If the document is valid, check the Approved box and update the State to your "Verified" or "Accepted" status.
- Add any relevant comments in the Note section.
- Click Save. Note: Saving changes will automatically send a notification to the applicant!
Field Descriptions
Document Details
| Field Name | Description |
|---|---|
| Name | A clear, descriptive title for the document (e.g., "Resume - Jane Smith"). |
| Application | The specific job application this document is linked to. |
| Type | The category of the document (e.g., CV, Identification, Certificate). |
| State | The current status of the review process (e.g., Pending, Under Review, Verified). |
| Approved | A checkbox to mark if the document has passed all required checks and is officially accepted. |
| Assigned To Group | The team responsible for reviewing this document (e.g., "HR Team", "Legal"). |
| Assigned To | The specific staff member responsible for reviewing this document. |
| Note | Any internal comments or instructions regarding this document. |
Document Types & States (Configuration)
If you are setting up the system, you can define your own Types and States using these fields:
| Field Name | Description |
|---|---|
| Name | The label for the Type or State (e.g., "Passport", "Rejected"). |
| Code | A short internal abbreviation (e.g., "PPT" for Passport). |
| Color | A color code to help visually highlight the document's status in lists. |
| Category (Types Only) | Used to group similar document types together. |
| Active | Uncheck this if you no longer use this Type or State, hiding it from future dropdown lists. |
Tip: Because the system automatically sends an alert to the applicant whenever a document is updated, make sure you double-check your Notes and State before clicking Save! If a document is missing pages or blurry, update the State to "Needs Action" and leave a clear note so the candidate knows exactly what to re-upload.