Client Services

FAQs

Documents

What documents can Students upload into the CSO System?

The document categories Students are able to upload to are customizable. By default, there are sections for Resumes and Cover Letters to be uploaded into a Student’s profile, but you can create any number of new custom categories. For example, Transcripts, References, State Applications, etc. Your system’s document categories can be managed in Tools > Setup > Document Categories. For any assistance creating new document categories please contact our support team for guidance!

What types of files can Students upload into the CSO System?

Students may upload file types ending in .doc, .docx, or .pdf and that are 1MB or smaller. If you or your Students are experiencing any errors uploading a document, make sure it meets those requirements: If there is a file type that is near the 1MB limit but just a little too big, you may want to try a few tricks to reduce the file size. For example, try saving it as a different file type, or if the document includes images, embed the image directly into the document instead of saving it as a image.

Where do Students access their uploaded documents?

Students are able to access their uploaded documents from the My Profile>My Documents top navigation menu. Documents which have been approved my be used to apply to positions in your system while those that are Pending must first be reviewed and approved by an Administrator. Please note that document approval is only optional, if you wish to enable or disable the requirement for administrative approval of documents, please contact our support team.

Can I review the documents that Students upload into the system?

Yes! In Document Categories, you may indicate which documents require Administrator approval. For example, you can have it so that any resume uploaded requires approval, whereas Cover Letters do not and can be uploaded/updated freely. If a document requires approval, it will appear in your Administrator Pending Bin.

What do the different document statuses mean?

The Document Pending Bin has several different statuses that can be assigned to your Student’s documents. Following is a description of each.

  • Active – Use this status if the document meets your standards and you wish to approve it. Take note that a document cannot be set to another status once approved. Students may only use Active documents to apply to positions in your system.
  • Needs Revision – This status will alert the Student that their document has not been approved, and that their document should be revised. The Student will need to upload their updated document so that it returns to your pending bin with a “Revised” status. When a document has been assigned the Needs Revision status, the Student will see an [Update] link appear next to the document’s name. The Student must use the [Update] link to submit their revised document.
  • Under Review – Documents with this status will remain in the Pending Bin and the Student will receive a notification that their specified document is Under Review. This can be useful when a decision has not been made yet on the document, but you still want to acknowledge it has been seen. Documents with an Under Review status may not be edited by the Student or be used to apply to positions in your system.
  • Pending – This status is automatically applied to a newly uploaded document which requires approval. Pending documents cannot be used to apply to positions in your system.

When I approve a Student’s pending document, will the Student be notified?

Yes, it is possible to automatically notify a Student when their pending documents are approved. There is an automatic system email which is triggered when a document’s status is changed from Pending to Active. If you wish to enable this automatic system email, head to Tools > Setup > Templates. Once here, locate the “STUDENT

If I approve a Student, does that automatically approve their pending documents as well?

No, approving a Student does not automatically approve a Student’s pending documents. The Student Pending bin and the Document Pending bin are separate from each other so that are able grant a Student access to your site you work on reviewing their pending documents.

Why can’t I remove a Student’s resume?

All documents except for a Student’s Default Resume are able to be removed from a Student’s profile by clicking the document’s [Remove] link. Because Students’ use documents to apply to positions and interviews within the system, the system will always require at least one document to be on file for each Student. The first resume that a Student uploads to their profile will automatically be set as the Student’s Default Resume; however, the Student can assign another document as their Default Resume if they wish. Students’ Default Resumes cannot be removed by either the Student nor the Administrator, it can only replaced by a different file. If you must remove a Default Resume for whatever reason, please contact support for further assistance

How do I remove a Student’s resume?

All documents except for a Student’s Default Resume are able to be removed from a Student’s profile by clicking the document’s [Remove] link. Because Students’ use documents to apply to positions and interviews within the system, the system will always require at least one document to be on file for each Student. The first resume that a Student uploads to their profile will automatically be set as the Student’s Default Resume; however, the Student can assign another document as their Default Resume if they wish. Students’ Default Resumes cannot be removed by either the Student nor the Administrator, it can only replaced by a different file. If you must remove a Default Resume for whatever reason, please contact support for further assistance

Can I control who is able to view the Document Pending Bin?

The Document Pending Bin is controlled by a system permission which means you are able to control which Administrators are able to access this feature according to their Access Levels. To review or edit the permissions for this feature, navigate to Tools > Setup > Permissions > Forms > Home > Pending Links: Documents. Click the Edit link to the right of this permission and check the boxes for the Administrator types your would like to access the Document Pending Bin. After editing your selections, click “Update” and then “Refresh” at the top of your screen.

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