Overview

A number of iCIMS Talent Cloud products utilize files added to the File Library, including:

• iCIMS Connect (Legacy CRM)
• iCIMS Applicant Tracking (ATS)
• iCIMS Offer Management 
• iCIMS Onboarding 

Users can upload and store documents in a variety of formats via the File Library. These documents are securely hosted by iCIMS and available to users working within a shared system. The File Library is used to store and maintain all global files that are referenced, linked, or displayed in many areas of the system or related ATS career sites, Connect portals, or Onboarding portals.

Files may be added to the File Library from the appropriate Library menu bar item, or while composing an email. This article describes how to upload files to the File Library. For information about adding files that are already stored in the File Library to an email or task, refer to the Adding Files from the File Library to an Email or Task article.

Introduction to the File Library

Understanding the following elements can help you better manage your File Library.

1. Number of Files: Counts the number of files currently uploaded into the File Library.
2. Filename: Lists the name of each file in the library.
3. Updated: Shows the date and time that the file was last updated.
4. Get URL: Provides the URL for a document or image in the File Library.
5. Download File: Downloads the file to the user’s computer.
6. Replace File: Uploads a file to replace the selected one. All links to the original file will automatically reference the replacement file moving forward.
   • Note: Files in the File Library do not expire. To preserve files and keep records of information sent, it is not recommended to replace or overwrite files in the File Library. New versions may be uploaded and appropriately named or versioned to update the File Library.
7. Delete: Deletes the file from the library.

Uploading Files to the File Library from the Library Menu Item

1. Select Library on the menu bar, then select File.
2. Select the Upload File button to search for a document to upload to the File Library. Select the appropriate file and select Open to proceed. A popup message displays to confirm that the file has been successfully uploaded.

Tips:

• Only one file may be uploaded at a time.
• The maximum number of files allowed in the library is 100 by default. For more information, submit a case to iCIMS Technical Support.
• The maximum size of any single file added to the library is 5MB.
• The maximum dimensions for an image uploaded to the File Library are 2048x2048 pixels.

Uploading Files to the File Library while Composing an Email

1. Open a new email by selecting Communicate on the Menu Bar, then selecting Compose Email (or through another email launch sequence, e.g., from a relevant search or profile.)
2. Write a message or use an existing email template. Select the Add from File Library icon (paperclip) to launch the Attachments window.
3. In the Attachments window, use the Drag and Drop area to drag-and-drop your file or select this area to upload a file. (If you choose to upload by selecting, choose the desired file from your device, then select Open.)

4. Check the Upload to File Library box and select Upload to store your file in the system. The file is saved to the File Library.
5. To add the attachment to your email, verify that the box beside the new file has been checked. Then, select the Add Attachment(s) button.
6. Review documents currently attached to the message, and then select the Send button when you are ready to send the email.

Tip: For more information on uploading attachments to emails, review the Adding Attachments to Emails article.
 

User Admin Curriculum

The iCIMS Knowledge Base includes additional resources to prepare user admins to work with various iCIMS Talent Cloud products. These resources have been compiled in the following article: User Admin Curriculum.