✏️ Introduction
The Download Policies feature within Tribepad’s Onboarding module gives you greater control over the data included when downloading workflow packages for onboarded candidates.
Download Policies allows you to define exactly which workflow items are included - making it easier to share only what’s needed with specific teams or external systems, such as HR platforms or IT departments.
This functionality ensures more efficient, secure, and relevant data transfers from the ATS to other platforms, tailored to your organisation’s needs. The guide below walks you through creating, managing, and using Download Policies to streamline your onboarding process.
⏬ Creating A Download Policy
When creating a Download Policy, it can be applied to new Onboarding packages or existing ones.
To get started head 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.
Once the candidate has provided their referee details, and you wish to download the references, the download will look 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:
