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Candidate documents

The Documents tab stores files linked to the candidate, such as CVs, compliance documents, certificates and other supporting files.

Open candidate documents​

  1. Open Candidates.
  2. Open the candidate record.
  3. Select Documents.

Document list​

The document list can show:

  • Document Name
  • Source
  • Uploaded By
  • Uploaded Date
  • Signature
  • Options

Use search and column controls to find the document you need.

Add documents​

Use Add to upload documents to the candidate record.

The add document flow can include:

  • document upload
  • share with candidate option
  • upload confirmation

Only upload documents that belong to the candidate and are appropriate for the record.

Use Share with candidate only when the document should appear in the candidate portal. This can be useful for documents such as accommodation itineraries, travel details or other placement information the candidate needs to access.

Logistics documents can also be shared from related expense or contract workflows where your workspace supports it. For example, flight tickets, hotel confirmations or travel instructions may be uploaded as candidate-facing files with notes explaining what the candidate needs to know. Only share the candidate-facing document, not internal approval evidence or supplier documents that the candidate should not see.

Merge PDFs​

Use Merge PDFs to combine selected PDF documents into a single file.

The merge flow can include:

  • adding files from the device
  • choosing documents
  • setting an output file name
  • merge and save
Check document contents

Before merging or sharing documents, check that each file is correct and does not include information that should not be shared.

CV actions​

Candidate records also include CV-specific actions such as:

  • Upload CV
  • Download CV
  • View CV

These actions are separate from the general Documents tab, although uploaded CVs may also appear as candidate documents.

CV documents can also affect pipeline status where pipeline automation is configured. For example, a candidate may become qualified when they have a CV on file and availability on their schedule.

CV parsing and generated CVs​

When you upload a CV, RecSphere may parse the file and compare it with the existing candidate profile.

Parsed CV information should be reviewed before it is applied. RecSphere may highlight differences such as a new employment entry, changed personal detail or additional experience. Use the parsed suggestion only when it is correct.

Depending on your workspace configuration, CV actions can include:

  • downloading the original CV
  • generating a branded CV from the candidate profile
  • generating an anonymised or redacted CV
  • quickly previewing the candidate CV

You do not always need an original uploaded CV to generate a branded CV if the candidate profile contains enough information. Check the generated output before sending it to a client.

  • Candidate Records
  • Importing CVs
  • Candidate Compliance
  • Candidate Portal
  • Shortlist Compliance and Document Submission