Attachments | Zoho Recruit

Attachments in Zoho Recruit

Attachments are an essential feature in Zoho Recruit that allow you to add documents, images, and other files to your records. These attachments can be used to store resumes, cover letters, certificates, and other supporting documents that are important for recruitment processes.

In this article, we will explore the different applications of attachments in Zoho Recruit, including how to add attachments to records, how to un-attach files from records, what attachment categories are, how bulk actions like download and delete work, and how the Documents module and WorkDrive integration work for attachments.

Limits

In Zoho Recruit, file size limits are applied based on where you upload the attachment. There are three different places where these limits are applied, namely;
  1. When you attach a file to an individual record
  2. When you attach a file to an email template
  3. When you attach a file to an email
Note: The space taken up by attached files are included in your total storage space provided in Zoho Recruit. 

For Individual Records

Attachment Limit: 20 MB
This limit is for all attached files combined. You can either upload a single file or multiple files, but the total size of all the files combined should not exceed 20MB.

For Email Templates

Attachment Limit: 3 MB
When you use the email template to send emails in bulk, the attachment size will not be multiplied and calculated against your storage space, but only once. Only the document(s) attached to the template is considered for storage.
Example
You have an email template with a 1MB attachment. When you use this template to send emails to 5 candidates, the document attached is not counted on your storage 5 times, i.e. 5MB (1MB x 5). Instead only 1MB of your storage space is used.

For Emails

Attachment Limit: 10 MB
This limit is for all email attachments combined. You can either upload a single file or multiple files, but the total size of all the files combined should not exceed 10MB.

Additionally, if you use an email template then files attached to the template are included too.
Example 
Say you are using an email template with a 2MB attachment to send an email to a candidate. You can only attach files up to 8MB as the file attached to the template is counted against your 10MB limit.

Attachment Categories

Attachment categories provide a useful way to organize your attachments in Zoho Recruit. For example, you can create categories such as Resumes, Cover Letters or Job Contract to group your attachments by type.
Note: By default, only users with Recruiter and Administrator roles have permission to Create, Edit and Delete attachment categories.

Adding a new Attachment Category

To add an attachment category:
  1. Click Setup > Customization > Modules > Attachment Category.
  2. Select the module for which you wish to create an attachment category from the Modules drop-down list and click Add new.
  3. The Add Attachment Category pop-up will then be displayed. You can do the following from the pop-up;
    1. Enter the Category Name in the textbox.
    2. Check the Publish checkbox if you want to display the attachment category on your Career Site.
    3. Check the Mandatory checkbox if you want to make the attachment category mandatory in the candidate and job opening form.
  4. Click Save. The new attachment category details are displayed in the Attachment Category page.
Note: You can only upload one attachment per record using the default attachment categories (Eg: Resume, CV, etc.). To upload multiple attachment with the same category, use Others or user-created attachment categories.

Editing an Attachment Category

After an attachment category is created, you can edit the details of the category you have created.

To edit attachment category:
  1. Click Setup > Customization >Modules > Attachment Category.
  2. In the Attachment Category page, select the module for which attachment category needs to be edited from the Modules drop-down list.
  3. Click the Edit link under the Action section, corresponding to the category.
  4. Make the necessary modifications and click Save.

Deleting an Attachment Category

Apart from creating new categories and editing existing ones, you can delete an attachment category any time you wish.

To delete attachment category:
  1. Click Setup > Customization > Modules > Attachment Category.
  2. Select the module from which you wish to delete the attachment category from using the Modules drop-down list.
  3. Click Delete under the Action section, corresponding to the category.
  4. The Delete Attachment Category pop-up is displayed.
  5. In the Delete Attachment Category window do the following:
  1. To change the category, select the option "Do you want to change the attachment category?"
    1. Select the attachment category from the drop-down list.
    2. Click Replace.
  2. To delete the category, select the option "Are you sure you want to delete this category?"
    1. Click Delete.
Note: If you delete a category, all the related attachments will also be deleted. You can retrieve the deleted items from the recycle bin. To permanently delete the items, you need to delete them from the recycle bin.

Attachment Permissions

In companies with different levels of hierarchy, it’s important to define the access level of each user. When sharing resumes and files with other recruiters, if there are any confidential documents, which can’t be shared with all, it’s ideal if the user has the option to choose who can see what.

Using Attachment Permissions, you can now decide the level of action a user profile has over a document. For example, if you don’t want a custom user to view or edit a contract document, you can disable the view and edit options for that particular user, so that documents of that category alone will be disabled for that user.

To set permissions for attachment category,
  1. Go to Setup > Users & Control > Security Control > Attachment Permissions.
  2. Select a Profile and Module from their respective drop-down lists and click Edit.
  3. Enable/disable permissions based on your requirements (View, Create, Edit, Delete & Download) and click Save.

Attaching files with records

One of the primary applications of attachments in Zoho Recruit is adding documents, images, and other files to your records. This can be used to store resumes, cover letters, certificates, and other supporting documents that are important for recruitment processes. For example, when you receive an applicant's resume, you can easily add it as an attachment to their record in Zoho Recruit. Listed below are the various different ways you can attach a file to a record in Zoho Recruit.

Attaching files from the Documents module

Zoho Recruit's in-built Documents module lets you and your team upload, store and manage documents related to your hiring process. Files uploaded under the Documents tab can be linked to multiple records as attachments.

To attach a file from the Documents module:
  1. Go to the record you want to attach a file with.
  2. Click Related List > Attachments and click Attach. From the list of options, select Documents.
  3. Select the file that you want to attach from the pop-up and click Attach.
  4. Choose an attachment category for the selected file.
  5. The selected file will then be added as an attachment to the record.

Uploading Files as Attachments

To upload a file as an attachment;
  1. Go to the record you want to attach a file with.
  2. Click Related List > Attachments and click Attach. From the list of options, select Upload File.
  3. Select the file that you want to attach from the pop-up and click Attach.
  4. Choose an attachment category for the selected file.
  5. The selected file will then be added as an attachment to the record.

Attaching files from Workdrive

To attach a file from Zoho Workdrive;
  1. Go to the record you want to attach a file with.
  2. Click Related List > Attachments and click Attach. From the list of options, select Zoho Workdrive.
  3. Drag & drop (or) select the file that you want to upload from the pop-up and click Pick.
  4. After selecting what file(s) to attach, you can either Attach as a link (or) Attach as a copy.
    1. Attach as a link (Choosing this option will attach a link to the file selected from Zoho Workdrive)
      1. Choose Who can access the attached file. This lets you choose which users can View, Comment or Edit the file. Any changes made will reflect in the original
      2. Finally, choose a category for the attachment.
      3. The file will then be attached to the record as a link.
      4. By clicking on the file, users can use Zoho Workdrive's tools to view, add comments and make edits (based on their access permission).

    2. Attach as a copy (Choosing this option will attach a copy of the file selected from Zoho Workdrive)
      1. Choose an attachment category for the selected file.
      2. The selected file will then be added as an attachment to the record.

Attaching URLs to records

In addition to files, Zoho Recruit also lets you attach URLs to records. If you need to access a certain link at some stage of your hiring process, you can add it as an attachment and access it from within Zoho Recruit when it is required. For example, a candidate's LinkedIn profile URL can be attached to their record to quickly view what they have been up to.

To add a URL as an attachment;
  1. Go to the record you want to attach a URL with.
  2. Click Related List > Attachments and click Attach. From the list of options, select Link (URL).
  3. Enter the URL you wish to attach and click Attach.
  4. It will then be added as an attachment.
Note: All URLs added as attachments will be stored with the Others attachment category.

Attaching files from your Cloud drive

Zoho Recruit is integrated with multiple cloud storage providers, namely;
  1. Zoho Docs
  2. Google Drive
  3. Box
  4. OneDrive
  5. Dropbox
  6. Evernote
While attaching files to a record, choosing the Cloud option will let you Authenticate the above applications. You can then choose files from the authenticated cloud storage and attach files at your convenience.

Attachment-based module filters

Filtering records by attachments and attachment categories in Zoho Recruit can help you find suitable candidates quickly, organize records efficiently, and track key documents. By using the module filters section to filter records by attachments and attachment categories, you can save time and improve your workflow. Zoho Recruit has two attachment-based filters, namely Attachment Category and Is Attachment Present.

Filtering records based on attachment category

When in any module, toggle the Attachment Category checkbox from the Filters section. Using a combination of the two picklists given, you can choose to only view records with/without attachments under the specified attachment category.

Filtering records based on attachments

When in any module, toggle the Is Attachment Present checkbox from the Filters section. Upon toggling the filter, you can choose to only view records with/without files attached to them.

Managing Attachments

Attachments play a crucial role in organizing and accessing essential information. You can perform several actions on individual attachments to streamline your recruitment process. Here's a quick overview of the key actions you can take:
  1. View: Preview attachments to quickly assess their content without downloading them.
  2. Rename: Easily change the name of an attachment to ensure clarity and consistency in your recruitment records.
  3. Download: Download attachments to your local device for offline access or to share them with colleagues or client-contacts.
  4. Delete: Remove unnecessary or outdated attachments to maintain a clutter-free database. 
To perform actions on individual attachments;
  1. Go to the record with the attachment(s) you wish to work with.
  2. Click Related List > Attachments and hover over the attachment.
  3. Click the More icon and select the option of your choice.

To download/delete attachments in bulk

  1. Go to the record you want to download/delete the attachment from.
  2. Click Related List > Attachments and check the attachments you wish to delete/download.
  3. Keep in mind that the attachments section will only display 10 attachments at a time.
    1. Click the Select All button to highlight all attachments and use the Clear to unselect all attachments at once.
    2. You can scroll between sections using the arrow icons in the bottom-left corner of the Attachments section.
    3. Once you're done selecting, click Download or Delete based on your requirements.
  4. If you select the Download option, the selected files will be zipped and be prepared for download. Depending on how large the files are, this may take some time. You can minimize the download window and check on it later. You will be notified both within Zoho Recruit and via email once the files are ready for download.
Note:
  1. Users can download/delete attachments only if they have the required permissions for the Attachment Category of the selected files. This can be changed from Setup > Users & Control > Security Control > Attachment Permissions.
  2. Manually, you can only select 50 attachments at a time. However, using the Select All button, you can Delete up to 200 files at a time. There is no upper limit for Download.
  3. You cannot download attachments added as links. This includes files added using the Attach as a link option in Workdrive and the Link (URL) option.
  4. Files attached from the Documents module cannot be deleted from the Attachments section of the record. Also, these files cannot be downloaded through an API request. Both actions must be performed from the Documents module.

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