1. How do I use the candidate messaging features in Redwood?
  2. Use Attachments With Outgoing and Incoming Emails

Use Attachments With Outgoing and Incoming Emails

When composing an email, you can upload attachments to outgoing emails. You can also receive incoming emails from candidates with attachments.

You can also send attachments for bulk emails sent from candidate lists in candidate pools, job applications, prospects, events, and search pages.

When you select a sent or received email from the Messages tab, you can view its attachments. You can also preview or download them. In case the incoming attachments weren’t received due to an error, you can view the error by expanding the attachments section.

Attachments for Outgoing Emails

Here are a few things to consider when you upload attachments to outgoing emails:

  • You can send any type of file, but the file size and the length of the email must be within the limit set by your administrator.
  • Unsupported file types or files with malicious content will be rejected when you try to send the message.
  • When you view the sent message in the Messages tab of the candidate details page, you can preview the attachment or download it.
  • When you send emails to more than 10 candidates at once and upload attachments to those emails, it’s considered as a bulk process and will take some time to complete. When it’s completed, you’ll get a worklist notification, after which you’ll see the sent message in the Messages tab. When you send bulk emails, the size of the first email is checked against the size limit set by your administrator, and if it’s within the limit, all emails are sent.

Attachments for Incoming Emails

Here are a few things to consider regarding incoming email attachments:

  • You can receive incoming attachments only if it’s allowed by your administrator and only when two-way communications is enabled.
  • For incoming emails, the attachment’s file type has to be a part of the allowed list of file types. This is defined by your administrator. The allowed list includes these file types: .txt, .rtf, .doc, .docx, .pdf, .htm, .html, .jpeg, .png, .zip, .HEIC, .pptx, .msg, .jpg, .pdf, and .odt. If an incoming email contains any attachment outside of the allowed list, the attachment won’t be processed.

Automatically Categorize and Save Incoming Email Attachments

When the Recruiting Inbox Document Processing Agent is enabled, attachments received in candidate emails are automatically categorized and saved to the appropriate candidate record. This reduces the need to manually download and upload attachments.

The agent saves attachments based on the email context:

  • Candidate profile, candidate pool, or event emails: The attachment is saved to the candidate profile on the Details tab.
  • Job application or submission emails: The attachment is saved to the job application's Overview tab.

The original email attachment isn't changed. The agent saves a copy, so changes to the saved document don't affect the original attachment.

The agent categorizes attachments by using the attachment content, file name, and email context. It assigns a predefined document type, such as Resume, Cover Letter, Passport, or Miscellaneous. If the agent can't find a document type, it saves the attachment as Miscellaneous.

While attachments are being processed, you can continue to preview or download them from the Messages tab or Message Center. After processing is complete, when you preview the attachment, the document category where the attachment was saved is displayed.

The attachment list on the candidate profile or job application shows the document category and indicates that it was saved by the Candidate Email Assistant.

If you later delete the saved attachment, the original email attachment no longer indicates that it was saved before.

Here are a few things to consider:

  • The Recruiting Inbox Document Processing Agent works only for emails received through the vanity email mailbox.
  • This agent operates independently of the Inbox Response Agent and doesn’t impact email delivery, response, or visibility. Because processing is asynchronous, attachments may initially appear uncategorized. Once processing is complete, they’re categorized and saved
  • You can change the document category by editing the saved attachment from the candidate profile or job application.
  • If the configured attachment processing limits are reached, the agent doesn't process attachments. You can download and save the attachments manually.
  • If a job application is locked because of its phase or state, attachments aren't saved to it.