Onboarding Document Collection

A document request cannot be opened for every candidate. Before an application moves to Accepted or Hired, the request endpoints turn the call away, so nobody asks a candidate still under evaluation for paperwork. Starting the chain after the decision is deliberate: no ID or diploma is collected from an application that will go no further.

The main screen lists accepted and hired applications. Every row carries the document status, the information status and the deadline; creating a request, viewing it, sending a reminder, extending the deadline, requesting again and cancelling all happen on that row. The "Request Documents" button on the candidate detail opens this same screen with that application in hand, so you never have to hunt for the candidate again in the list.

A bulk request reaches at most 50 applications at a time. Above the limit the request is rejected as a whole; the first 50 are not sent with the rest dropped, because a bulk action that went out halfway cannot be tracked in the panel. Applications that already have an open request are skipped, no second request is opened on top of them, and the result screen shows created, skipped and failed counts separately.

The chain can also be closed without asking for anything. The "No documents needed" path opens a delivered record with no items in a single write, and the reason is stored as a note. That way a person you asked nothing from does not stay as an empty row: the decision and its reason stay visible.

• Document requests screen: accepted and hired applications, document and information status, deadline
• Document templates: title, description, category, type, whether it is mandatory and a sample file the candidate can download
• Document sets: named template groups, one default set per type
• Employees: the record created when the information form is filled opens on this screen

The candidate never registers. A unique, unguessable token is produced for every request, and the link in the email leads to that address. On the page the candidate sees only the items asked of them; they reach neither the panel, nor another application, nor any company data.

Accepted formats are PDF, JPG, PNG and GIF, up to 10 MB per file. DOC and DOCX cannot be uploaded on the candidate side; only HR can upload those two, as sample template files. All sample templates attached to a request download as a single zip, so the candidate is not left collecting files one by one.

The moment the last file lands, the request moves to Submitted on its own, with no separate "Send" step to wait for. The one exception is optional items: even when every mandatory document has arrived, a pending optional item stops the automatic move and the candidate has to say "Complete submission". Otherwise the request would look closed while the candidate was still uploading.

An item can be pushed back. The candidate picks their own date and, if they want, leaves a note of up to 500 characters. Deferral is not unlimited: the date can move at most 30 days forward and the total life of a request cannot pass 90 days from the day it opened.

An uploaded file never sits at a public address. In storage it is written under a separate path for each company and each request, and it opens only through a time limited signed link. The upload endpoints on the candidate side sit in their own rate limit bucket, 60 requests per minute; a request with many documents makes one call per file, which is why that bucket is kept apart from the general limit.

Deadline tracking is not manual. A scheduled job on the server moves overdue requests to Expired and sends the candidate a notification email. The same job automatically completes requests that are past the deadline but already hold every mandatory document; a request whose work is done does not stay dead just because a date passed.

When a deferral date arrives, the item returns to pending and a reminder goes to the candidate once per request. The reminder lists only the items still outstanding: uploaded, waived and not yet due items stay out, because an email asking again for a document already delivered breaks trust.

The recipient address is resolved per case. Once a candidate has become an employee, reminders and notifications go to the corporate address rather than the personal one. The email wording is not fixed either: document request, document return and information request are separate template types, and a company can write its own text.

An expired link never revives on its own. If the candidate tries to leave a file at that address the request is already closed; to continue, HR has to extend the deadline or request the document again. Automatic expiry, automatic completion and the deferral reminder all depend on a scheduled job, not on a counter inside the application.

A document template is an item defined once and reused on every request: title, description, category, type (hiring, internship or both), whether it is mandatory and, optionally, a sample file the candidate can download. Categories are not a closed list: the core categories arrive ready and new ones can be added from the panel.

Templates gather into named groups. A set is marked with one of the hiring, internship, freelance or general types, and there is one default set per type; when a request opens, the templates of that set arrive preselected. Every template marked mandatory is preselected too, so the most common mistake, forgetting to put a mandatory document on the list, is blocked by default.

Sets work as a union: pressing a set chip adds all of its templates to the selection, pressing again removes only the items of that set. Several sets and individually picked templates can be combined in one request; an item that appears in two sets is never requested twice.

A template can be marked as special category data. That mark opens an information line on the screen shown to the candidate, so when you ask for something like a health report, the reason it is being collected is written on screen.

A wrongly uploaded document is rejected with a written reason; the reason runs between 5 and 500 characters. A rejected file is not deleted, it stays as evidence and is only replaced when the candidate uploads a new one. If an item is rejected on a submitted request, the request reopens and stays in the list until the candidate completes what is missing.

A human decides: the system rejects no candidate automatically, and the document chain itself starts after the HR decision to accept. There is no AI call in the document module; no document is approved or rejected automatically, and a user is the one who closes a request.

Every action leaves a trail. Who created a request, who deleted it and who exported it are all recorded. A bulk export covers at most 100 requests at a time; the limit is fixed so that how many requests fit into one file is never left to guesswork.

The second link is the information form. A new joiner fills in their national id, IBAN and bank, blood type, address, emergency contact, military service status and photo; the national id and the IBAN are stored encrypted. When the form is submitted, the employee record and the employment period are created. If the same person has worked there before, no second record is opened, a new period is added to the existing one.

The third link is document return. Once both sides have signed, HR sends the signed copy back and the candidate downloads it from a tokenized link in the same way. The moments the document was viewed and downloaded are recorded, so "I sent it" and "they got it" show up separately. If an expired return is sent again, a fresh 7 day download window opens.