Limits

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

For Email Templates

Attachment Limit: 3 MB

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

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

Note: By default, only users with Recruiter and Administrator roles have permission to Create, Edit and Delete attachment categories.

Adding a new 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

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

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

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

Attaching files 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

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

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

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

1. Zoho Docs
   
2. Google Drive
   
3. Box
   
4. OneDrive
   
5. Dropbox
   
6. Evernote

Attachment-based module filters

Filtering records based on attachment category

Filtering records based on attachments

Managing Attachments

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.

Performing actions on attachments individually

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.
   

Downloading (or) deleting multiple attachments added to a record

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. 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.
   

Downloading Attachments from the List View page

Availability

Only available for the Enterprise plan of both the Staffing Agency and Corporate HR editions of Zoho Recruit.

1. Go to the module and select the records whose attachments you wish to download and click More Options > Download Attachments.
   
2. Select an Attachment Category and click Next.
   
3. Choose what fields to include in the reference .CSV file and click Download.
   
4. Attachments and details of the selected records will then be made available for download as two separate files in a pop-up (bottom-right). Click the link(s) to start the 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. You cannot download attachments added as links. This includes files added using the Attach as a link option in Workdrive and the URL option.
   
3. 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 too. Both actions must be performed from the Documents module.