Organizing files can often feel like searching for a needle in a haystack, especially when you’re managing multiple candidates, contacts, jobs, companies, and deals. Without a structured system, finding the right file at the right time becomes challenging.
To solve this, Recruiterflow has a File Categorization System, that gives you the ability to categorize files under each entity type—Candidate, Contact, Job, Company, and Deal. With this feature, you can organize files your way, ensuring quick access and better file management.
Here’s everything you need to know about this feature:
What Is File Categorization?
File categorization allows you to assign specific labels or categories to files uploaded under various entities like candidates, contacts, jobs, companies, and deals. Recruiterflow provides predefined categories to get you started, but you can also create custom categories, rename them, set default categories, and remove user-added ones.
This feature ensures that your files are easy to locate and manage, no matter how complex your operations are.
How to Use the File Categorization Feature
1. Adding a New Category
Head to Settings in Recruiterflow and then head to Document Settings as shown in the image.
You can click on the dropdown of any entity to see what categories are added. If you want to add a new category, click on the "+ Add new" button as seen in the image.
Now, add the name of the new category and click on 'Save'. Once done, the new category will be added to the entity.
Pro tip: If you want to enable the category on the Client Portal or the Public Profile, also check on the Make as Public box.
2. Renaming a Category
Click on the options icon of a category as seen in the image and select Edit as seen in the image
Now rename the category by adding it in the field as seen in the image and click on 'Save'
3. Removing a User-Added Category
Click on the options icon of a category as seen in the image and select Delete as seen in the image. The category will be deleted for that entity.
Note: Predefined categories cannot be deleted.
4. Setting a Default Category
Click on the options icon of a category as seen in the image and select Set as default as seen in the image. The category will be set as default for that entity.
Note: The default category will be automatically assigned to any new files uploaded unless changed manually.
FAQs
Q: Can I delete a predefined category?
A: No, predefined categories are provided by Recruiterflow and cannot be deleted. However, you can choose not to use them or add your own categories.
Q: What happens if I remove a user-added category?
A: If you remove a category, any files previously categorized under it will no longer have a category, unless you recategorize them manually while deleting.
Q: Can I change the default category later?
A: Yes, you can update the default category at any time by following the steps in the Setting a Default Category section.
By leveraging the file categorization feature, you can maintain a cleaner, more organized database and work more efficiently.
If you have further questions, don’t hesitate to reach out to our support team. We’re here to help!