What does this feature do & when to use it?
The Files section in Recruit CRM lets you store and organize documents related to any record in your database, such as candidates, jobs, companies, and contacts. You can upload files, create folders to keep them organized, and reuse saved files when filling file-type fields or composing emails. You can use this when:
You want to store job descriptions, recommendations, or client briefs against specific records.
You need to organize files into folders within a record’s Files section.
You want to attach existing files from a record’s Files section to file-type fields.
Before you begin
Please note:
Files must be related to an existing record (candidate, contact, company, or job) and uploaded via that record’s details page.
Individual file sizes cannot be more than 8 MB.
On the business plan, you can create custom roles with restricted access to the Files section.
You need access to the relevant record’s details page and Activity section to view and manage files.
How to Upload Files to a Record? 🗃️
Open the details page of the record (candidate, job, company, or contact) where you want to store files.
In the Activity section, click on the Files tab.
Click on the Upload option.
Choose the file from your local system that you want to upload, or drag and drop the file into the Files section.
Wait for the upload to complete; the file will then appear in the Files section for that record.
How to Create Folders in the Files Tab? 📁
In the record’s Files section, click on the Create New Folder button.
In the pop-up menu, enter a name for your folder.
Click OK to create the folder.
Upload or move files into the appropriate folders to keep your documents organized.
How to Attach a file from the Files section to a file-type field? 🎯
You can attach files already stored in a record’s Files section directly to file-type fields, without re-uploading from your local system. This works for candidates, contacts, companies, and jobs.
Go to the record and locate the file-type field you want to fill.
Click on the pencil (edit) icon next to that file field.
Click on the arrow icon beside the file upload option.
Select the Select from Saved Files option.
The files in the record’s Files section will appear in a dropdown list. You can also click on a file name to open a preview before confirming your selection.
Select the file you want to attach from the list. Click on the tick mark icon to upload and save it to the file field.
Note:
You can upload files from the record’s Files section in the edit form and directly to the file fields on the record.
Only files uploaded to the specific record you are editing will be visible in the dropdown list, which keeps the process clean and secure.
You can still choose Upload File to upload a new file directly from your local system if needed.
How to Attach files to emails from the Saved Files section? 📧
You can attach files to emails directly from the Saved Files section, without uploading from your device again.
In the email compose window, locate the attachment area.
Click on the arrow button beside the Upload from Device option.
Click on Select from Saved Files.
A list of up to 15 recently used files will be displayed.
To find a file linked to a specific record, use the search bar to search for the record, then click on the Search button.
Click on a file name to preview it, if needed.
Click on Add Files to select the desired files. If required, repeat the search to select files from multiple profiles; you can add files from more than one record to the same email.
Once all desired files are selected, click on Done.
The selected files will be added as attachments to your email.
Troubleshooting
Problem: You cannot upload a file to a record.
Problem: You cannot upload a file to a record.
Likely cause: The file size exceeds the allowed limit.
What to check: Confirm the file size on your device.
Resolution: Reduce the file size to 8 MB or less, then upload it again.
Problem: You cannot find a file when attaching from Saved Files in an email.
Problem: You cannot find a file when attaching from Saved Files in an email.
Likely cause: The file is not among the fifteen recently used files or you have not searched by the correct record.
What to check: Use the search bar to look up the specific record and click Search to load all files for that record.
Resolution: Once the record’s files are visible, select the required file and click Add Files, then Done.
Problem: A user cannot see or access the Files section.
Problem: A user cannot see or access the Files section.
Likely cause: Their role may have restricted access to the Files section (on the business plan).
What to check: Ask an administrator or account owner to review the user’s custom role and permissions.
Resolution: Update the role to grant the necessary access to the Files section if appropriate.
FAQs
Can I attach files from multiple records to a single email?
Can I attach files from multiple records to a single email?
Yes. You can search files from multiple profiles and add them to your email before clicking Done.
Conclusion
Using the Files section, folders, and Saved Files options in Recruit CRM helps you keep all candidate, client, and job documents organized and easy to reuse across records and emails.