Find out how to download all Candidate data from the ATS in one go. 📖 Reading Time: 5 mins
📑 Contents
- Introduction
- How To Create Your Download Policy
- How To Add A Download Policy To A Job
- How To Download Candidates Data
- How To See Who Has Downloaded A Candidates Data
🟣Introduction
The Data Download Policies feature allows users to download candidate data in one go based on which policies you would like. It’s up to you to select whether you would like to download all policies or a selection of relevant ones.
When ready these can be downloaded from an email in one click. Once downloaded you will have access to each policy as an individual file within a zip folder.
🟣How To Create Your Download Policy
To get started head to tools and “Candidate Pack Download Policies”:
You will then be taken to the following page where you will be able to create your Data Download policies. To do this simply click the purple + button (1):
After clicking the + button you will be taken to the Create Policy page, start by giving your Policy a title:
Next you need to choose which Policy details you would like to be downloaded through this policy. You can select a few or all of the options depending on your requirements:
Once you are happy with your selections, click “Create Policy”.
You will now see your policy listed:
🟣 How To Add Download Policy To A Job
Your download policy can be added to a new job through the Job Creation process or via editing a previously created job.
To get started go to ‘Jobs’ and ‘Jobs List’ and select the previously created job you would like to add this to. Once selected scroll down to “Candidate Processing” and “Candidate Data”.
Underneath the Candidate Data section you will see “Download Policy”, click within this box to see a list of available “download policies”:
This may have a pre-populated policy for you already filled in. If this is the case you can either leave as is, or delete non needed ones using the X and add in the correct one from the list:
🟣 How To Download Candidates Data
You have a number of options to download a candidate's data:
- By clicking on the relevant candidate within the jobs list and opening options
- Through the candidates mini profile
To get started with the first method, head to your Jobs List and click on the relevant job or select the “Others” option and select “Hired”:
Select the candidate you would like to download data for by ticking the check box and clicking on options (1). You will now see a “Download Candidate Pack” option towards the bottom of the list (2):
To download candidate data via the mini profile, select the person icon found on the right hand side of the candidate within job list:
Once on the mini profile you can select either the cog icon or download icon found in the top right corner. Both of these will open lists where you can download candidate data.
To go through the cog menu, simply click on the cog icon (1) and select “download candidate pack” (2):
To go through the download menu, simply click on the download icon (1) and select “candidate pack” (2):
Once you have clicked to download your candidate data you will see a pop up detailing the selected policies, once you are happy click “Request Download”:
You will then receive an email with a link to download your policies:
Each doc once downloaded will use the following naming convention: the candidate name, candidate ID, job name and policy name which will look something like the example below:
JohnDoe_12345_SoftwareEngineer_PersonalDetails.pdf
🟣 How To See Who Has Downloaded A Candidates Data
You may need to see who within your organisation has downloaded a candidate's data.
There are two ways to do this, either:
- Via the small downwards triangle option (Job Actions Menu) on a job
- Via the Candidates profile
To view this through a job (option 1), start by selecting the small downwards facing triangle button (1) you will then see a menu open where you will need to click on “Candidate pack download history” (2):
This will then open a pop-out where you will be able to view who has previously downloaded this candidate's data:
To view this through the Candidates Profile (option 2), simply go to the relevant candidates full profile, scroll down and select “Candidate Data Download History” from the menu on the left hand side:
Once selected you will see a list showing all of the policies that have been downloaded for this candidate and by who:
