Documents

Where your documents are set

Everything about which documents you collect lives in Settings → Documents: the industries you staff, the document types those bring, the other names each goes by, and any of your own. What you set here is what you can pick from when you create a campaign or write a chase rule.

Industries you staff

Pick the industries you place in and their documents join your list, so a healthcare agency sees nursing licenses and TB tests without wading through forklift certificates. Change them whenever you like; it is on every plan, for the account owner and admins.

• New campaigns and chase rules use the new list straight away. Campaigns already running keep asking for what they asked for.
• UK accounts keep every UK document type whichever industries are picked; the picks decide how the list is grouped.
• Your region (Settings → General) decides which industries and documents you see in the first place.

Turning document types on and off

Each document has a tick. Ticked ones can be chosen when you build a campaign or a chase rule; untick the ones you never ask for and they drop out of those lists. Nothing already running changes.

Other names for a document

The same document goes by different names: a candidate’s file might say “I-9” or “work authorization”. Under each ticked document, Also recognised as lists the names Amy already knows. Add your own, and files called that are filed straight away, with no one asked to check them.

• A name can only mean one document. If it already identifies another, you’re told which.
• Very general words are refused, because they would match too much.
• Built-in names can’t be removed; yours can, with the ×.
• Adding a name re-checks anything waiting in Needs review, so it may clear some at once.

Your own document types

Need something that isn’t listed, like a site induction or a policy sign-off? Add it as a custom type and it can be chased like any other. Custom types are on Pro and above.

Rename one with the pencil, or delete it with the bin. Whether it has an expiry date is set when you add it and can’t be changed afterwards, so delete and re-add it if you need to.

How Amy matches a file to a document

When a candidate sends something, Amy looks at it alongside everything that candidate still owes you and decides which it is.

• It is what was asked for: it is filed, as long as it can be read.
• It is a different document they owe: it is quietly filed as that one instead. Nobody is told off for sending things in the wrong order.
• It is none of them: it is sent back as the wrong document, with that reason.

Amy only changes what a file counts as when she is sure. A document that passes counts in every open campaign asking that candidate for it, so they are never asked twice. You can switch the checking off in Settings → Assistant → Document Checking; files are then filed as they are classified, without being opened.

Expiry dates

“Has expiry” marks documents that go out of date, such as licenses and cards. Today it matters in one place: if a copy we already hold is known to have expired, or expires within 30 days, it isn’t counted, and the candidate is asked for a current one.

What each plan allows