Sharing Candidate Files - Permissions and Settings
The following permissions and settings are used to configure the candidate file sharing feature.
Setting | Description | Default Value | Location |
---|---|---|---|
Candidate and Job Submission Sharing Configuration | Determines the method used for sharing candidate and job submission information, including attachments, with recipients. When sharing using a link to an online PDF, a single PDF containing the consolidated data and attachments of all shared candidates is generated and stored on the cloud; an email is sent to each recipient and contains a link to access the PDF and attachments in the cloud; the information remains accessible online for 15 days after the date the information was shared. When sharing by email, one PDF is generated for each candidate being shared and an email containing the PDF and attachments is sent to each recipient. | Share using a link to an online PDF | Configuration > [Recruiting] Settings |
Configuration of Sections in the Job Submission/General Profile for the Print and Share Functionalities | Enables the ability to configure the sections in the candidate
general profile and job submission, including attachments, that can
be printed or shared. This setting applies to all users who have the
permissions to use the print or share functionality. Available values
are:
|
All sections can be selected | Configuration > [Recruiting] Settings |
PDF Retention Period for Shared Candidate Information | Specifies the number of days that candidate information will
be retained in the system and available online. After the specified
period, the candidate information will no longer be available. The
maximum retention period is 15 days. This setting only applies when
sharing candidate information via a link. Note that the limit is set to 60 days. Even if the setting is set higher than 60 days, files will not be retained longer than that. |
15 | Configuration > [Recruiting] Settings |
Share Other Attachments | When enabled, users will be able to
include "other attachments" in the "Candidate Share" or "Interview
Request" actions. "Other attachments" equates to any attachment not
directly related to the job submission from which the action is being
taken as well as all attachments when sharing from the candidate general
profile. The Share Other Attachments setting has been added as a safeguard for companies that are concerned by users gaining access to "other" attachments. Because it is the share sender's security permission that determines what can be shared, this setting safeguards the security of the data from the share recipients where this extra protection is desired. When the setting is enabled, the "Visible by candidates" option in the "Share Candidate" assistant will display other attachments, i.e., attachments visible by the candidate which are not linked to the current submission. |
Yes | Configuration > [Recruiting] Settings |
Disable External Candidate Sharing | Confine candidate sharing to members of the groups to which a user belongs. To be a recipient of a shared candidate file, certain rules apply. Candidate share recipients presented in the selection tool are affected by the Disable External Candidate Sharing setting.When the setting is set to
Yes, it is not possible to share the candidate file with external
users by typing an email address in the "Share with External Recipients"
field. Recipients can only be selected amongst the users displayed
in the assistant. To appear in the list of available users, the following
conditions must all be met:
When the setting is set to No, it is possible to share the candidate file with external users by typing their email address. The list of users in the assistant will contain all active users with access to the Recruiting Center. |
No | Configuration > [Recruiting] Settings |
User Type Permission | Description | Location |
---|---|---|
Share Candidates | This permission is required to share candidates. | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
Access Attachments tab | Attachments can be included when sharing a candidate file. | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
View other attachments | Attachments can be included when sharing a candidate file. | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
Message Template | Description | Location |
---|---|---|
Share Candidate Notification | Message template used for the legacy Candidate Share mode. The message template contains the PDF as well as the attachments. |
Configuration > [Recruiting] Message Templates |
Share Candidate Notification - Link to Access Shared Candidate Information | Message template used for the new Candidate Share mode. The message template contains a link to access the PDF and attachments in the cloud (instead of attaching the PDF file and attachments to the email). Note that token variables such as {Candidate.FullName} can be added to this message template but they will not be populated if more than one candidate is being shared. In such a case, there is only one message for several candidates. |
Configuration [Recruiting] Message Templates |