Documents Tab

The Avionté Documents Tab is a great way to keep all documents in one place. Users can store job descriptions, onboarding documents, marketing materials, and more!

Note: Documents/Files uploaded into BOLD do not sync with Back Office

Key Takeaways

1. It’s easy to stay organized; create different folders for different types of documents.
2. Users also have complete control over who has access to each document.  It can be public (shared with everyone) or private (only visible to them) or private but shared with specific members of the team. 
3. However, it’s not just about storing the documents – it’s about having them there when users need them.

CHAPTERS

File upload limitations
Create a Folder
Add files to a Folder
Document Live View / Preview
Two ways the Documents Tab can make life easier

File upload limitations

Talent/Employees

• Max file size: 5 MB file size
• Formats: DOC, DOCX, TXT, PDF

HCM/Recruiters

• Max file size: 60 MB file size
• Formats: DOC, DOCX, TXT, PDF, PNG, JPG, BMP, XLS, XLSX, CSV, PPT, PPTX, MP4

Create a Folder

1. On the Documents Tab
   
   
   
   
2. Enter a name for the Folder
   
   
   
   
3. Click the Check button
   
   
   
   
4. Find the Folder just created
   1. The new Folder might not be at the top of the list
      
      

Add files to a Folder

1. On the Documents Tab, find the Folder the user wants to add files to
   
   
2. Click the Add Files + button
   
   
   
   
3. Locate the file(s) the user wants to include (docx, jpg, m4a, m3u,  mp4, pdf, png, pptx, txt, xlsx) 
   1. Users can select multiple files at once
4. Click Open
   1. It may take a few seconds to load
      
      
      
      
      
      
5. Notice the files that are now listed
   
   

Document Live View / Preview

Some of the files uploaded can be displayed in a pop-up window.

• Currently, this will only display for pdf and txt files

If users see the eye icon, it will display the file:

Two ways the Documents Tab can make life easier

1. Pull in job descriptions during the job creation process

Job creation process

If users hire for similar jobs over and over, they can upload the job descriptions into the Documents Tab and save themselves rifling through files on their computer.

2. Share Documents to the Talent Portal:

Share via Talent Portal

• By default, when a document is added to a folder, a button will appear next to the document name that says, Not Shared With Talent.
  
  
  
  Clicking this button gives the option to add the document to the talent profile by clicking Continue.
  
  
• When a document is shared, the button will change to say Shared With Talent. Another button will appear alongside called Talent Offices.

Clicking the Shared With Talent button will allow users to remove the document from talent profiles if they wish.

Clicking the Talent Offices button will allow users to choose which offices they would like to share the document with.

Documents are organized in folders. There are new options at the folder level as well:

• [Not] Shared With Talent
• Talent Offices
• Delete Folder
• Add Files

Users can apply these options to all the documents in a folder if they wish. Users can use the Add Files option to add documents to a folder.

When talent logs into their portal, shared documents are displayed in Profile > Documents.