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 Only the Job Submission/General Profile section and the Attachments section can be selected	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: The user must be active. The user must be able to access the Recruiting Center. The user must belong to at least one user group matching the user group of the user sharing the candidate file. If a submission is being shared, the user must have access to the staffing type of the requisition. 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