Onboarding - Download Policies

Find out how to use our Download Policies when transferring data out of the ATS into other platforms

When downloading a workflow package relating to Onboarded candidates, currently it is an ‘all or nothing’ process - either all workflow items are downloaded in the package, or nothing is. 

 

The new Download Policies allow you to specify which workflow items should be included in a package.

This will allow you to determine which items are required for specific purposes, for example when transferring specific data to an HR system etc. 

 

Creating a Download Policy

When creating a Download Policy, it can be applied to new Onboarding packages or existing ones.

Go to the Onboarding section of the ATS and select ‘Manage Packages’:

 

Simply create a package in the usual way using the ‘+’ symbol at the top of the page or select the ‘Edit’ icon on the right-hand side of the screen:

 

A Download Policy is created at Workflow level. Select ‘Download Settings’ to create one:

 

Select the ‘+’ symbol or ‘Create New’ to create a policy:

 

Complete the details of the Download Policy:

• Give your policy a name - this is only shown to Internal users
• Choose what to include in the download - this depends on the type of workflow item that has been completed by the candidate

• • ‘Document contents’ would refer to something like a questionnaire or a reference check
  • ‘File contents’ would refer to something that a candidate may have uploaded, for example proof of qualifications etc. 
• Select the relevant workflow item(s) that should be included in the policy.
  
  

Once you are happy with your selections, click ‘Save Details’ at the bottom of the page:

 

The screen will refresh and you will be presented with your Download Policy:

 

You can create as many Download Policies as you like, and they can be for different purposes. For example: 

• • One set of Workflow items that are required for transfer to an HR system
  • Another set required for the IT team to order IT equipment

 

You might also want to create a policy for References that have been obtained from your candidate's Referees. 

To do this, make sure you select both the Document Contents and File Contents toggles, and simply select the 'Reference check' option in your Onboarding package:

 

Then when the references are downloaded, these will include both details of the referee and the actual reference that they have given for the candidate. 

 

Utilising a Download Policy

Once you have created your Download Policy, go to ‘Manage Onboarded Users’ in the ‘Onboarding’ drop-down menu:

 

Locate and select the relevant candidate you wish to download the workflow items for:

 

Select the ‘Download’ option in the top right-hand corner:

You will be presented with a pop-out menu:

At the top, you will notice the Download policy(s) that you have previously created:

 

Select the relevant one to download the information, and it will be downloaded as a zip file:

 

Opening the Zip file will show you all files that relate to a single Download Policy that has been set up. This includes any file uploads that the candidate may have completed:

 

Each file can then be opened and downloaded as required. 

 

If you wish to download the references, the download will look something like this.

 

Once the candidate has provided their referee details, they can be seen within the PDF as something like this:

• You can see at the top of the section the date and time when the candidate provided this information.

 

Once a referee has also provided their reference for the candidate, their information will also be presented as part of the same download, further down the page:

• As above, you can see a date and time stamp of when the referee provided the reference
• You can also see who has provided the reference as well. 

 

Important things to know

• If no policy is created, the user will only see the original download options in the ATS: