GettingDocs
Guide · Campaigns

Your team

USING GETTINGDOCS

Campaigns

Reading a campaign, what every button does, and which one fixes what: retrying a document that didn’t save, reminding someone who went quiet, asking for a new copy.

The campaigns list

Campaigns in the sidebar lists every campaign with how far it has got. Pick a number on the screen below to see what it means.

In the app: Campaigns
GettingDocs / Campaigns
1The numbers across every campaign1 of 6

Six counts for all your campaigns together: candidates, fully delivered, still chasing, needs review, flagged, and uploads that failed. Each has a small chart of the last couple of weeks.

How it’s counted

“Fully delivered” and “Still chasing” count candidates in each campaign, so someone in two campaigns counts twice. “Upload Failed” counts files, not people.

Reading a campaign

Open a campaign to see where everyone has got to. The top half is the campaign as a whole; underneath, a row for each candidate shows their documents and what you can do about them.

In the app: one campaign
GettingDocs / Campaigns / October starters
1What it asks for, and when1 of 9

The name, its status, every document it asks for, and its schedule: what time chases go out, how often, and how many quiet days before someone is flagged.

Edit changes the name, the opening message and the schedule. The documents are locked once it has started.

Which button do I need?

Most problems have one right button, and they are easy to mix up: one re-files a copy we already have, one reminds the candidate, one asks them for a new copy. Pick what has happened.

What has happened?

Use

Retry, on their row

The candidate is not contacted

We have their document; it just did not reach your ATS or Google Drive. Retry files the copy we already hold. To retry every failed file in a campaign at once, use the retry icon on its row in the campaigns list.

In the app: your campaign
GettingDocsCampaignsOctober starters

When a document didn’t save

A document can arrive safely and still fail to reach your ATS or Google Drive. You will see it as a purple Retry on the candidate’s row, “uploads failed” under the campaign’s Collection, an Upload failed status on the campaigns list, the Upload failed tile on your dashboard, and a notification.

In the app: Campaigns
GettingDocsCampaigns

What to do depends on why it failed, which the notification tells you:

  • A passing fault at your ATS or Google: these are retried automatically a few times first. If it still failed, Retry usually works.
  • The connection has lapsed: reconnect it in Settings → Integrations, then Retry.
  • “Document format not accepted”: your ATS refused the file itself, so retrying will not help. Reject it to ask the candidate for a different copy.
  • “File too large to keep”: over 25 MB. The candidate has already been asked for a smaller copy; there is nothing to do.
  • “Document saved to Drive, not [your ATS]”: it is safe in Google Drive. Nothing is waiting on you, though you may want to attach it in your ATS yourself.
Retry never contacts the candidate. If they have since sent a new copy that saved, there is nothing left to retry and the button goes away.

Editing, completing and reopening

Edit changes a campaign’s name, period, opening message and schedule at any time; on a running campaign the changes apply to future reminders. The documents it asks for are locked once it has started, because candidates have already been told what to send.

In the app: Edit Campaign
GettingDocsCampaignsOctober startersEdit

Mark completed stops every reminder for the campaign. Reopen sets it chasing again. A campaign also reopens on its own if a document in it is rejected or fails to save.

In the app: your campaign
GettingDocsCampaignsOctober starters
  • You can’t add or remove candidates once a campaign exists. Start another campaign for new people; someone already in one is not asked twice for a document they have sent.
  • Campaigns created by an ATS chase rule keep going on their own and are not completed by hand. Switch the rule off instead.
  • Deleting a campaign removes it, its messages and its document records from Gettingdocs, and cannot be undone.

Files waiting to be identified

When your ATS is connected, we look at the files already on each candidate’s record so nobody is asked for something you hold. A file we can’t name for certain goes to Needs review, and that candidate waits, unchased, until someone says what it is. Pick the right type (our best guess has a tick), or Not one of these. Confirming one marks that document as collected.

In the app: Needs review
GettingDocsIntegrationsNeeds review
Teach it the word that gave the file away and every other file using that word is sorted for you, now and later. Accept suggestions takes every guess at once when you trust them.

Quick fixes

  • Start Campaign won’t start: connect Google Drive or your ATS first, and make sure the campaign has candidates and your plan has room for them.
  • Send list now does nothing: it won’t send within a minute of the last reminder, before the first message has gone, while they wait in Needs review, or when nothing is outstanding.
  • Someone shows Stopped: your ATS marks them as not to be contacted, so we leave them alone. If that is wrong, change it in your ATS.