Viewing and Managing Documents, Forms, and Applicant Information

Human resources personnel can click the Name column hyperlink from the Applicants list on the Applicant dashboard to access the Document List pop-up. The Document List pop-up allows you to review and update contact and identification information for the applicant, view a list of documents uploaded during or after the online application process as well as PDF forms, action form collections, and assessments completed during the hiring process, and any pre-populated forms from the online application. You can also use the pop-up to countersign online forms, determine whether the online form displays to the applicant, upload and attach documents, and add notes regarding the applicant. Human resources personnel can obtain an electronic copy of the document or form by clicking the corresponding name hyperlink on the Document List pop-up.

The file name of the documents that you upload cannot exceed 50 characters in length or include the following special characters: \ / : * ? " < > | (). Additionally, documents that you upload and attach are limited to the following file types:

• Adobe PDF (.pdf)
• Microsoft Word (.doc, .docx), Excel (.xls, .xlsx), or PowerPoint (.ppt, .pptx)
• Graphic Files (.jpg, .gif, .tif, .png)

Internet Explorer 7 does not provide native support for viewing Tagged Image Format (TIF, TIFF) files. As a result, the file may not display correctly when you attempt to open and preview the image from the Document List pop-up. Additionally, if you have an older version of Microsoft Excel installed and you attempt to open a file in Microsoft Excel (.xls, .xlsx) format, the following message displays: "The file you are trying to open, 'getDocument.aspx', is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?" You can click Open to open the Microsoft Excel file if you receive this message.

If you need to capture the countersignature date in the document, you must strictly configure the corresponding PDF form field. Contact your system administrator for assistance with configuring PDF form field tags to capture the countersignature date in PDF forms.

Document List Fields

 

* - indicates a required field

Field	Definition
Contact Information	Section that includes the following fields you can use to view contact and address information for applicants:   Field Definition Edit Contact Info Icon used to modify the contact information for the applicant as necessary. If you update the contact information for the applicant, the changes you make display for the applicant on the Candidate Information pop-up from the Candidate dashboard. E-mail Displays the e-mail address for the applicant. Work Phone Displays the work phone number for the applicant. Home Phone Displays the home phone number for the applicant. Other ID Displays the alternate identification code for the applicant. The Other ID field is only available if your business or organization utilizes the alternate method of identifying applicants, which allows applicants to provide an alternate identification code during the applicant portal account creation phase of the online application process. Contact your system administrator for assistance with activating this functionality for your Pangea environment. Address1 Displays the first line of the address for the applicant. Address2 Displays the second line of the address for the applicant. City Displays the city for the address associated with the applicant. State Displays the state for the address associated with the applicant. ZIP Code Displays the postal code of the address associated with the applicant. Country Displays the country of the address associated with the applicant.
Modify Contact Information	Section that includes the following fields you can use to update contact information for the applicant:   Field Definition E-mail Text field used to type the e-mail address for the applicant. Work Phone Text field used to type the work phone number for the applicant. Home Phone Text field used to type the home phone number for the applicant. Other ID Text field used to type the alternate identification code for the applicant. The Other ID field is only available if your business or organization utilizes the alternate method of identifying applicants, which allows applicants to provide an alternate identification code during the applicant portal account creation phase of the online application process. Contact your system administrator for assistance with activating this functionality for your Pangea environment. Update Info Icon used to save your changes and refresh the Document List pop-up. Cancel Icon used to cancel your changes and refresh the Document List pop-up.
Attached Documents	Section that includes the following fields you can use to view, attach, publish, or delete documents associated with the applicant record:   Field Definition View Document Icon used to open the corresponding document. Document Name Displays the file name of the corresponding document associated with the applicant. You can click the document name hyperlink to open the corresponding document. Source Displays the following icons used to indicate the source from which the corresponding attached document was originally uploaded:   Icon Definition Dashboard Attachment Indicates that the document was uploaded by a system user via the Home or Applicant dashboards. OA Attachment Indicates that the document was uploaded by the applicant during the online application process. Publish Checkbox used to indicate whether you want the document you upload to be visible from the Candidate dashboard. The checkbox is only available if the attached document displays with a Source of Dashboard Attachment. Delete Icon used to remove the document from the applicant record. Select Document Displays the file path to the document once you click Browse to locate and select the document you want to upload. Browse Button used to locate and select the document you want to upload. Attach Document Button used to upload and attach the document to the applicant's record. The maximum file size for any individual document or file you upload and attach for the applicant cannot exceed 4MB.
Application Forms	Section that includes the following fields you can use to view, open, countersign, or publish forms that the applicant completes or uploads during the online application process:   Field Definition Source Displays the following icons used to indicate the source from which the corresponding form was originally uploaded:   Field Definition OA Document Indicates that the document consists of a PDF form that was automatically prefilled and uploaded during the online application process. OA Form Indicates that the form consists of a previously submitted online application form collection. You cannot countersign or publish documents with a Source of OA Form. As a result, the Countersign and Publish checkboxes display as inactive for online application form collections. Document Name Displays the file name of the PDF form or online application form collection associated with the applicant record. You can click the document name hyperlink to open the corresponding PDF form or view a summary of the online application form collection.   The name of the online application form collection in this column consists of the job class to which the applicant applies,as well as a suffix of "Application". Type Displays a description of the form type. Countersign Checkbox used to indicate whether you want to countersign the corresponding form. The checkbox is only available if the Contains Countersignature option was selected for the form when it was uploaded, and you can only modify the value of the checkbox if the Counter Sign Docs permission is active for your user account. If you deselect the Countersign checkbox, the countersignature is removed from the corresponding document. Publish Checkbox used to indicate whether the applicant can view the document or form on the Home dashboard once their user account is activated or from the My Documents section of the Candidate dashboard during the hiring process. You can only modify the value of the checkbox if the Counter Sign Docs permission is active for your user account. Last Modified By Displays the user name of the user that last modified the application, document, or form. Date Displays the date and time by which the application, document, or form was last modified. Sign All Checkbox used to select the available Countersign checkboxes for all forms in the list. Publish All Checkbox used to select the available Publish checkboxes for all forms in the list. Save Button used to save your changes to the forms.
Action Forms	Section that following fields you can use to view details for documents, PDF Forms, or action form collection summaries that were uploaded as the result of either the applicant or a hiring associate completing a hiring action during the hiring process:   Field Definition View Document Icon used to view the corresponding document, PDF Form, or form collection summary associated with the applicant record. Source Displays the following icons used to indicate the source from which the corresponding action form was originally uploaded:   Field Definition Action Form Indicates that the form consists of a previously submitted action form collection or PDF form. Action Document Indicates that the document consists of a PDF document associated with an action form collection.   You can click the Source icon to view the corresponding PDF Form, PDF document, or form collection summary associated with the applicant action record. Document Name Displays the name of the action document or form collection associated with the hiring action. The name of the action documents or form collections in this column display a prefix that consists of the position title and job opening code to which the applicant applies. You can click the Document Name column hyperlink to view the corresponding document, PDF Form, or action form collection summary from the previously performed action associated with the applicant record. Type Displays a description of the action form collection, PDF form, or document attachment type Status Displays a Sent or Complete value to indicate the status of whether the applicant or hiring associate has completed the action form collection, PDF form, or document attachment. Date Sent Displays the date by which the hiring action was initially assigned to the applicant or hiring associate. Date Completed Displays the date by which the hiring action was completed by the applicant or hiring associate. Last Modified By Displays the name of the applicant or hiring associate responsible for the most recent change to the document or form associated with the hiring action.
Assessment Forms	Section that includes the following fields you can use to view details for assessments that the applicant completed during the online application or action form collection completion processes:   Field Definition Source Displays the following icons used to indicate the source of the corresponding assessment:   Icon Definition OA Form Indicates that the assessment consists of a form that the applicant completed during the online application process. Action Form Indicates that the assessment consists of a form that the applicant completed during the action form collection completion process. Title Displays the name of the position, followed by the job opening code in parenthesis, associated with the candidate record for which the applicant completed the assessment. Title - Assessment Displays the title or name of the assessment form. You can click the Title - Assessment column hyperlink to view a summary of the assessment for the applicant via the Applicant Assessment Summary pop-up. Score Displays the score or rating for the assessment. The Score column displays a value of 'Pending' if the applicant has not completed the assessment yet or if the applicant has retaken a more current version of the assessment. Date Completed Displays the most recent date by which the applicant completed the assessment.
Applicant Notes	Section that includes the following fields you can use manage notes for applicants:   Field Definition New Notes Icon used to add a new applicant note. Notes Displays the contents of the applicant note. Last Modified By Displays the name of the individual responsible for adding or updating the applicant note. Date Displays the date by which the applicant note was last updated. Edit Icon used to modify the corresponding applicant note. Delete Icon used to delete the corresponding applicant note. Notes* Text area used to type content for the applicant note. You can type up to 500 alphanumeric characters in this field. Accept Icon used to save your changes to the applicant note.

You can use the Document List pop-up to do the following:

• Modify Applicant Information
• Upload and Attach Documents
• Countersign or Publish Online Forms
• Add, Modify, or Delete Applicant Notes

To Modify Applicant Information

1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to update contact information.
2. Click the corresponding Name column hyperlink of the applicant record you want to update from the Applicants list. The Document List pop-up displays.
3. From the Contact Information section, click the Edit Contact Info icon. The Document List pop-up refreshes to display fields you can use to update contact information for the applicant.
4. Modify the value for the E-mail, Work Phone, Home Phone, or Other ID fields as necessary and then click the Update Info icon.

To Upload and Attach Documents

The maximum file size for any individual document or file you upload and attach cannot exceed 4MB.

1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to upload and attach documents.
2. Click the corresponding Name column hyperlink of the applicant record for which you want to upload and attach documents from the Applicants list. The Document List pop-up displays.
3. From the Attached Documents section, click the Browse button next to the Document field to locate and select the document you want to upload.
4. Click Attach Document. The Document List pop-up refreshes to display the document you uploaded.
5. Select the Publish checkbox to indicate whether you want the document to be visible to the applicant via the Candidate as necessary.

To Countersign or Publish Online Forms

You cannot countersign or publish online application form collections. As a result, the Countersign and Publish checkboxes are inactive for forms that display with a Source of OA Form in the Application Forms section.

1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to countersign or publish forms.
2. Click the corresponding Name column hyperlink of the applicant record for which you want to countersign or publish forms from the Applicants list. The Document List pop-up displays.
3. From the Application Forms section, do one or more of the following as necessary to countersign or publish forms:
• Select the Countersign checkbox to indicate that you want to countersign the corresponding form. You can also select the Sign All checkbox to select the Countersign checkbox for all forms in the list.
• Select the Publish checkbox to indicate that you want to publish the corresponding form to the applicant. You can also select the Publish All checkbox to select the Publish checkbox for all forms in the list.
4. Click Save.

To Add, Modify, or Delete Applicant Notes 

1. From the Applicant dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to add, modify, or delete applicant notes.
2. Click the corresponding Name column hyperlink of the applicant record for which you want to add, modify or delete applicant notes. The Document List pop-up displays.
3. From the Applicant Notes section, do one or more of the following as necessary:
• Click the New Notes icon, type the content for the new applicant note in the Notes field, and then click the Accept icon.
• Click the Edit icon, modify the content for the existing applicant note in the Notes field, and then click the Accept icon.
• Click the Delete icon. A message displays to confirm whether you want to delete the applicant note. Click OK.

You cannot edit or delete applicant notes that you did not originally add to the applicant record. The only exception to this policy is if you are the direct manager for the contracting associate that originally adds a note towards the applicant record, in which case you can also delete notes added by associates for which you are responsible.

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