Library - Documents

Documents can be used to create documents, like offer letters or benefit letters that you can send to the candidate.  In the Library Tab click Documents on the left side navigation menu.

You are presented with the Documents Grid. The following items are displayed on the grid:

• Name- The name given to the Document.
• Last Modified- the Date and Time the template was last edited.
• Actions– Icons used to access, edit or delete the Document.

Additionally, the ability to create a new Document template or Delete one is available from the right side navigation menu.

Create  Document

Select New Document to begin creating a  Document from scratch:

The following options are available:

• Name– The name of your Document.
• Header Image– You can choose a header image that will be included at the top of your document. Click Choose File and navigate to the where your image is stored on your hard drive and attach it to your document template.  The image formats that you can upload are PNG, JPG and GIF.
• Merge Fields and Body–This is where you enter the body text of the document. You also have limited formatting capabilities in this field. You can also enter merge codes here as well
• Insert Merge Codes- Merge codes are available for use in Documents to personalize the body of the document for applicants and insert dynamic content from your ApplicantStack database. You can select this option to view all the merge codes that are available for the body of the document. Clicking one of these codes will insert it in the Message field. You can also type the code into the Subject field to further personalize your email template. Clicking this option again will hide the merge codes.
• Create Merge Fields– You can add merge fields to automate filling the document with data that is specified during the creation of the document. This date will be requested when the document is created for the candidate.  For example, you can add a field for Start Date and then use the value supplied in the document.  The field can be one of three datatypes.  These are Text, Date and Dropdown.

Select Save and the  Document is now saved to the Library.

Editing Document

From the Email Template Grid, select the Email Template you wish to edit. This can be done by the following ways:

• Select the underlined name of the Email Template and then Edit Template from the right side navigation menu.
• Select the Edit Icon under Actions for the Email Template you wish to edit.

The following options are available:

• Name– The name of your Document.
• Header Image– You can choose a header image that will be included at the top of your document. Click Choose File and navigate to the where your image is stored on your hard drive and attach it to your document template.  The image formats that you can upload are PNG, JPG and GIF.
• Fields and Body–This is where you enter the body text of the document. You also have limited formatting capabilities in this field. You can also enter merge codes here as well
• Insert Merge Codes- Merge codes are available for use in Documents to personalize the body of the document for applicants and insert dynamic content from your ApplicantStack database. You can select this option to view all the merge codes that are available for the body of the document. Clicking one of these codes will insert it in the Message field. You can also type the code into the Subject field to further personalize your email template. Clicking this option again will hide the merge codes.
• Create Merge Fields– You can add merge fields to automate filling the document with data that is specified during the creation of the document. This date will be requested when the document is created for the candidate.  For example, you can add a field for Start Date and then use the value supplied in the document.  The field can be one of three data types.  These are Text, Date and Dropdown.

Select Save and the Document is now saved to the Library.

To use a Document for a candidate, go to the candidate record and select "Document" from the menu:

Select the Template and choose "Submit":

Complete the required fields (the ones you created) and choose "Next":

Review the document and make any necessary changes and choose "Save" to save the document to the candidate record:

Once you choose "Save" you will be provided with the following options:

When you return to the candidate record you will see the new document in the Attachments section here:

To email the candidate the document, select "the email icon under the Actions column:

Once you send the document, the date sent will include the date.  Once the document has been signed, the date Signed column will include the date as well.