Attaching Files to Trackers, Tracker Candidates and District Applicants

Applicable Roles

• HR Admin
• HR Team
• Recruiting Administrator
• Recruiting Coordinator
• PPO Assigned Tracker Roles: Tracker Manager, Tracker Coordinator, Add Comments

Prerequisites:

Trackers: Create a Tracker, Trackers: Adding Candidates, 

Contents:

Defining Paths to Attach Files

Instructions to Attach Files

Defining Paths to Attach Files

Tracker Candidate Files

Files that are added to a Tracker Candidate through the Tracker, ensures that these files are only associated to that Candidate and the attached Tracker. These are typically files that are related specifically to the candidate's qualifications for the Job Posting/Tracker such as Cover Letters or Interview Answers. 

Tracker Specific Files

These are general Tracker related files; they can pertain to multiple candidates but are not associated with any specific candidate. For example, Tracker Managers may often use this method to attach all of the Interview Notes for all of the Tracker Candidates at once by uploading a File containing the combined Notes instead of attaching each note to each separate Candidate. This is also used for Non-Disclosure Agreements for Tracker Reviewers, and anything that was sent to the Candidates outside of the Tracker. 

District Applicant Files

These files are attached directly to a Candidate or Applicant regardless of any Tracker association. These files remain with the Candidate and any future Tracker they are added to and may include Fingerprint Verification and Certifications.  

Instructions to Attach Files

Adding Tracker Candidate Files

The best way to add files to a Tracker Candidate is through the Candidate Dashboard. 

1. Navigate to Recruiting / Tracker / My Open Trackers
2. Select the Tracker by clicking the magnifying glass then click on "Tracker Candidates" tab when the Tracker displays in the lower half of your screen

3. To view a Candidate Dashboard, click on the blue icon to the right of the Candidate's name:

   

4. When the Candidate Dashboard opens, go to the Add a File section:

   

5. Drag or drop the file to be added within the "Associated File(s)" box; OR click inside the box to add the file, and click "Save File":

   

Please Note: If the following option for "District Applicant" appears, and is selected instead of "Tracker Candidate," the file will be added to ALL Trackers to which the Candidate has been added and could be a potential liability issue for your district. This option should only appear if your login role is within the HR department, and you are a Reviewer on the Tracker as a Manager or Coordinator.

For further information about Tracker Candidate information, please see: Using the Candidate Dashboard 

Attach File(s) to a Tracker

1. Navigate to Recruiting / Open Trackers -or- My Open Trackers
2. Select the Tracker by clicking the magnifying glass
3. The Tracker's tabs will display in the lower half of your screen

4. Select the tab "Tracker Files," then click "New Tracker File":

   

5. In the Tracker File Management pop-up window, drag and drop the Tracker file to be added (or click inside the box to open your computer's directory), and click "Save":

   

Attach Files for District Applicants

District Applicant Files can be viewed across the district, regardless of the Applicant's status as a Tracker Candidate. These files remain with the Applicant if they become a Candidate, independent of any Tracker they are assigned to, so it is imperative that anything added here is unbiased regarding the applicant/potential candidate. Files added here should be added with extreme caution and only used in absolutely necessary situations by HR.

1. Navigate to Recruiting / Applicants
2. In Applicant Management, search/filter for your Applicant and click on the magnifying glass

3. In the lower half of your screen, click the "Applicant Files" tab:

   

4. In the Applicant Files tab, click "New District File"

   

5. In the District File Applicant Management tab, drag and drop the file to be added to the Applicant (or click inside the box to open your computer's directory), and click "Save":

   

   For further information on District Applicant Files and Notes, please see: District Applicant Notes & Files Tabs