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Article

Adding Attachments to Emails

Release: 16.3

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Overview

Users with appropriate permissions can upload and attach documents from their own computers or attach Platform documents (e.g., from the File Library or profiles) to emails composed in the Platform.

Uploading an Attachment to an Email

The steps below describe composing an email from the Job Profile People Tab. Emails can also be composed from various profiles in the system and by selecting Communicate > Compose Email from the menu bar. The steps for uploading attachments are similar for all emails sent from the Platform. 

For more information about composing emails within the Platform, please see the Composing Emails article.
 
  1. Select Job from the list of Quick Search options. Search for a job with at least one candidate whom you would like to email.
  2. Access the People Tab on the Job Profile and select the By Status grouping option.
  3. Expand the bins and statuses to locate and select a candidate. (Alternatively, select one or more bins or statuses to select multiple candidates at once.)
  4. Expand the More Actions menu, available at the bottom right of the People Tab. Then, select Email. The Compose Email window will display.
  5. Locate the Drag and Drop area of the Compose Email window, which will allow one or more files to be uploaded to the email message.
An image that highlights the Drag and Drop area.
  • To drag and drop files, select one or more files from your computer and drag them over the Compose Email window. When a user does this, the appearance of the window changes. A “Drop your files!” message displays when the files can be dropped to attach them.
  • Drag and drop is not available for tablets or Internet Explorer 9. Users who prefer to upload files using the File Upload window, or whose devices or browsers do not support drag and drop, may upload one or more files by clicking within the identified attachment area. This launches the standard File Upload window; locate and select the desired file, then click Open.
    • Note that the interface for file uploads displays differently for IE9 users and resembles previous functionality:
An image that displays the IE9 alternative.
Tip: To upload one or more file(s) to the File Library from the Compose Email window, follow the steps below:
  1. Select the Add from File Library button.
An image that displays this icon.
  1. Drag and drop your file(s), or click in the Drag and Drop area to upload the file(s).
  2. Check the Upload to File Library checkbox. Then, click Upload.
An image that displays the Attachments Upload screen.
  • Tip: When Upload to File Library is not checked, the user can click Upload to attach files via this window without adding them to the File Library.
  1. Review the File Library to ensure that a checkmark appears beside any uploaded file(s) that should be attached to the email. Then, click Add Attachment(s) to add these attachments to the email.
  2. Review documents currently attached to the message. Continue composing your email as described in the Composing Emails article and then click the Send button to send the email.

Attaching Platform Documents When Composing an Email

Users can attach File Library and profile documents (such as profile attachments and resumes) when composing emails.

The steps below describe composing an email from the Job Profile People Tab. Emails can also be composed from various profiles in the system and by selecting Communicate > Compose Email from the menu bar. The steps for uploading attachments are similar for all emails sent from the Platform.

Note that the steps below describe creating an email from the Compose Email menu item; an email can also be sent in many other ways (e.g., sharing a profile by email, creating an email from search results, etc.).

For more information about composing emails within the Platform, please see the Composing Emails article.
  1. Select Job from the list of Quick Search options. Search for a job with at least one candidate whom you would like to email.
  2. Access the People Tab on the Job Profile and select the By Status grouping option.
  3. Expand the bins and statuses to locate and select a candidate. (Alternatively, select one or more bins or statuses to select multiple candidates at once.)
  4. Expand the More Actions menu, available at the bottom right of the People Tab. Then, select Email. The Compose Email window will display.
  5. Select the Add from File Library icon to add a new File Library attachment to the email.
An image that displays this icon.
  1. If you know the name of the file you are looking for, begin typing its name in the Attachment Name field. You can also select a category from the Filter by Category dropdown list to search for specific document types, explained in the tip below.
  2. Check the box beside the desired file(s) and click the Add Attachment(s) button to add the file(s) as an attachment to the email.
  3. Review the newly-added documents, which are visible in the Drag and Drop area within the Compose Email popup. Continue composing your email as described in the Composing Emails article. Click Send to send the email.
 
Tip: The user can select the following categories from the Filter by Category dropdown list:
  • All: shows all attachments regardless of category, including uploaded attachments that are not in the File Library.
  • Currently Selected Attachments: shows all attachments that the user has selected to include in their email. This includes all uploaded attachments that are not in the File Library.
  • File Library: shows all items in the File Library. An alternative way to access the File Library is via the menu path Library > File.
  • Person Screening Question: shows all completed and available Person Screening Questions, including screening questions that are completed by the recipient or associated person (person being shared).
  • Job Screening Question: shows all completed and available Job Screening Questions, including screening questions that are completed by the recipient or associated person (person being shared).
  • iForm: shows complete, incomplete, requested, or in-progress iForms available for attachment, including iForms that relate to profiles or workflows selected (Person, Job, Workflow, etc.)
  • Job: shows all items attached to the Job(s) that the user is sharing when the Compose Email screen is launched from a Job Profile, Job Search, or Recruiting Workflow Search.
  • Person: shows all items attached to the Person(s) that the user is sharing when the Compose Email Screen is launched from a Person Profile, Person Search, or a Recruiting Workflow Search. This includes all resumes.
  • Company: shows all items attached to the Company (or Companies) that the user is sharing when the Compose Email screen is launched from a Location Profile, Location Search, or a Recruiting Workflow Search.
  • Uploaded: shows all files that the user uploaded to the Email Attachments window during that session. This will not include files that were uploaded with the Upload to File Library box checked. These files will only be available under the File Library Category.

Working with Email Curriculum

iCIMS has created a series of articles to assist iCIMS users in composing emails and managing email templates successfully.

The iCIMS introductory curriculum for working with email includes the following articles:
iCIMS also offers a training webinar on this topic: iCIMS 105: Working with Email and Appointments.