Attachment - Permissions and Settings
The following permissions and settings are used to configure the attachment functionality.
| Setting | Description | Default Value | Location |
|---|---|---|---|
| Attachment Formats Filter | File formats allowed for the attachments. This
setting is used for the entire Oracle Taleo Enterprise Edition
suite.
|
Any File Format | Configuration > [General Configuration] Settings |
| Attachment Formats Filter in Correspondence | List of file attachments formats allowed for correspondences and message templates.
|
Any File Format | Configuration > [General Configuration] Settings |
| Attached File Maximum Number | This is a Protected setting. Indicates the maximum
number of file attachments allowed per entity record. This setting
is used for the entire Oracle Taleo Enterprise Edition suite. See details below regarding attachment size and number of attachments. |
10 files | Configuration > [General Configuration] Settings |
| Attached File Maximum Size | This is a Protected setting. Indicates the maximum
size of a file attachment (in bytes) allowed. This setting is used
for the entire Oracle Taleo Enterprise Edition suite. See details below regarding attachment size and number of attachments. |
1048576 bytes (1 MB) | Configuration > [General Configuration] Settings |
| Block Macros in Attachments | The system will scan attachments for macros. When the setting is set to Yes, macros will be disabled in the uploaded file. | Yes | Configuration > [General Configuration] 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. | Yes | Configuration > [Recruiting] Settings |
| Candidate maximum attachment updates | Maximum number of possible candidate attachment updates per period. This is a protected setting activated by Oracle Support. | 5 | Configuration > [Career Sections] Settings |
| Maximum attempts to attach file period | Period during which the maximum number of candidate attachment attempts apply. This is a protected setting activated by Oracle Support. | 30 | Configuration > [Career Sections] Settings |
| Attachments searched by Candidate Keyword Search | Determines the list of attachments searched by the Candidate Advanced Search with keywords. Possible values are:
When "All Resumes" is selected, the system will only search attachments tagged as resumes. |
All Candidate Visible | Configuration > [Recruiting] Settings |
Important Information Regarding Attachment Size and Number of Attachments
The allocated number of attached files, the attached file size limit, and the attached file formats are controlled with one set of settings for the entire Oracle Taleo Enterprise Edition suite. This means that the same rules apply for attachments to candidate files, requisitions, offers, submissions, Onboarding (Transitions) PDFs, etc.
For customers with Oracle Taleo Platform Cloud Service (Basic package offering):
the attached file maximum size is 1 MB per file
the maximum number of attached files is of 10 files per entity
Any combination of attachment size multiplied by the number of attachments is allowed as long as it does not exceed 5 MB per file or the package offering options. For example, for the Basic package offering, if the attached file maximum size is 1 MB per file and the maximum number of attached files is of 10 files per entity, the following possibilities would be allowed.
| Attachment Size | Number of Attachments | Total | Allowed |
|---|---|---|---|
| 2 MB | 5 | 10 MB | Yes |
| 5 MB | 2 | 10 MB | Yes |
| 5 MB | 5 | 25 MB | No. Exceeds the 10 MB limit. |
For the Attached File Maximum Number setting, a maximum number of attachments is allowed per entity record. Candidate-facing attachments are counted together across all general profiles and job submissions. Recruiter-facing attachments are counted together across all general profiles, but separately per job submission. For example, if the setting is set to 10 attachments, attachments will be counted as follows:
Offer attachments: they are counted per offer, so 10 attachments would be allowed per offer.
Candidate-facing attachments: these are files attached by the candidate, or attached by the recruiter and flagged as "Visible by candidate". A total of 10 attachments would be allowed for all general profiles and job submissions of a given candidate.
Recruiter-facing attachments: these are files attached by the recruiter and not flagged as "Visible by candidate". A total of 10 attachments would be allowed for all general profiles of a given candidate (a candidate can have more than one general profile, one per language for example). Ten additional attachments would be allowed for each job submission
| User Type Permission | Description | Location |
|---|---|---|
| Access Attachments tab | Attachment visibility in lists reflects the use of the View other attachments and Access Attachments tab permissions. | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
| View other attachments | Attachment visibility in lists reflects the use of the View other attachments and Access Attachments tab permissions. | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
| Remove files attached by other users | To safeguard against users inadvertently removing files attached by other users or candidates, the Remove files attached by other users permission was created. This permission defines the rights users have to remove files that they did not themselves directly attach to the candidate file. When this permission is not granted, users are only able to remove files they have uploaded themselves. | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates |
| Attach a file (general). | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates > General | |
| Attach a file (on preselected candidates). | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Candidates > General |
Attachment visibility in lists reflects the use of the View other attachments and Access Attachments tab permissions:
The Attachments column is always present if configured in the list format, regardless of a user's permissions.
The Attachments icon appears if a user has the Access Attachments tab permission.
The Attachments icon appears in the search results list and folders list if a user has the View other attachments permission.
The Attachments icon callout displays only candidate facing attachments. The display of attachments respects a user's viewing permissions. If a user has the View Attachments tab permission, but not the View other attachments permission, attachments that exist may be hidden; the callout will display "Restricted Visibility" if files attached to the candidate file are classified as "other attachments" and the user is not authorized to view them.