Managing Files and Documents In JazzHR

An effective recruiting process requires the careful management of many pieces of candidate data, including documents. From resumes and cover letters to and offer letters and onboarding paperwork, JazzHR allows you to upload, store and organize these files in an easily accessible, secure location.

To start managing documents within JazzHR:

Unclear on something? Review our FAQs.

Upload Documents

Documents can be stored in JazzHR in two locations: the Candidate Profile and/or Settings > Templates > Documents.

Upload candidate-specific documents to the Documents tab of the Candidate Profile. By default, you'll find all files the candidate uploaded via a Custom Questionnaire here. Click +Add Document to upload and store additional documents (e.g. writing samples, certifications, etc.).

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Upload account-wide documents under Settings > Templates > Documents. Note that only Administrators and Super Users can access this area. From this page, click +New Document Upload Document to add frequently used, account-wide documents (e.g. application template, explanation of benefits, etc.). Note you can also upload and store Offer Letters and eTemplates here.

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Having trouble uploading a document? Review our troubleshooting guide

Organize Documents

Keep the documents you store in JazzHR up-to-date and organized to best streamline your hiring processes.

From the Documents tab of the Candidate Profile, click the drop-down next to any document to rename it, adjust visibility, download it or delete it. Note that deleted documents cannot be recovered.

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From Settings > Templates > Documents, organize your account-wide documents into folders. Click +New Folder to create a new folder in which you can add unlimited documents.

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Send Documents

Documents stored in JazzHR can be sent to the candidate for eSignatures as either an Offer Letter or eTemplate (both are available to Pro customers or Plus customers with Offers and eTemplates).

An eTemplate is a collection of one or more documents you group together for electronic signing by the candidate. From i9s to general onboarding paperwork, eTemplates are easy to create with drag-and-drop signature fields. After uploading the file itself to Settings > Templates > Documents, send each from the Documents tab of the Candidate Profile. Learn more about eTemplates here.

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An Offer Letter also allows for eSignatures from candidates, but unlike eTemplates, can be customized with e-fields. Copy and paste these into the template file itself to be uploaded under Settings > Templates > Documents. Then, send each from the Documents tab of the Candidate Profile, easily filling out the e-fields for each candidate without having to adjust the template file itself. Learn more about Offer Letters here.

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Frequently Asked Questions

What kind of file types and sizes can be attached to a candidate's profile?
File sizes are limited to a max size of 8.5MB per file. Note that resumes are limited to 5MB.

In addition to these file size requirements, JazzHR supports the following specific file types:

  • Resumes: .doc, .docx, .pdf, .odt, .rtf, .txt
  • Documents: .doc, .docx, .eps, .odp, .ods, .odf, .pdf, .ppt, .pptx, .psd, .rtf, .txt, .vcf, .xls, .xlsx
  • Images: .gif, .jpg, .jpeg, .png, .tif, .tiff
  • Audio & Video: .asf, .mov, .mp3, .mp4, .mpeg, .mpg, .wav, .wmv
  • Compressed formats: .tar, .gz, .tgz, .zip

Can candidates upload files as part of their application?
Yes, include a Custom Questionnaire question with a "File Upload" answer type as either part of the job application itself or to send after a candidate has applied. Responses will be stored in the Documents tab of the Candidate Profile

Can I send/receive emails with files attached?  
Yes, you can send and receive emails with attachments from the Candidate Profile. The max file size is 8.5MB per file. 

Do you support scanned resumes?
Yes! However, we do not perform OCR (optical character recognition) when these are uploaded, so the parsing features may not work. Most modern scanners perform OCR when scanning a document and embed the text in the resulting PDR, which allows for parsing. Similarly, documents exported to PDF contain encoded text and are parsable.

Can I forward attachments in emails to a candidate profile?
Yes! Forward attachments (i.e. resumes) to the candidate dropbox email. This file will then be stored in the Documents tab of the Candidate Profile.

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