Documents - Recruitment
by Viindoo
| Lines of Code | 1051 |
| Technical name | viin_document_hr_recruitment |
| License | OPL-1 |
| Website | https://viindoo.com/apps/modules/19.0/viin_document_hr_recruitment |
| Read description for | v 14.0 v 15.0 v 16.0 v 17.0 v 18.0 |
| Required Apps | Discuss (mail) Employees (hr) Calendar (calendar) Recruitment (hr_recruitment) |
| Included Dependencies | Viindoo Base Documents Management Documents - HR Multilingual Tracking Token Expiration |
Every CV, filed under the job it belongs to - automatically
Documents - Recruitment watches every CV, application letter, and interview file your team attaches to a candidate in the Recruitment app, and automatically files a proper document copy into a folder built for the job posting - already access-scoped, with nothing left loose on an attachment list.
Extends viin_document - see its documentation.
Extends viin_document_hr - see its documentation.
At a Glance
The facts of Documents - Recruitment in one place. Published by Viindoo.
One folder per job posting, not a folder per candidate
Every CV for "Senior Developer" lands in the same "Senior Developer" folder - so a recruiter comparing five applicants for one opening opens one folder, not five separate records. Worth being plain about: the folder is organized by job posting, shared by every candidate who applies to it - there is no separate folder per individual candidate.
Filed the moment it's attached, no manual step
Attach a CV to an Applicant record and it is already a filed document, in the right folder, by the time the page refreshes - no exporting, renaming, or dragging into a shared drive. The filing rule keeps working after install, so every new application is covered without a recurring manual pass, and not every document bridge in this product line organizes at this level - this one does.
A file room your HR team can already open
The "Recruitment" folder, its tag set, and its document team ship ready-made - install, and there is nothing left to configure before the first CV arrives. Read access follows the same HR Officer group your team already has for other HR document folders, so there is no separate permission list to build.
Key Features
Automatic per-job filing rule
Every attachment on an Applicant record is filed into a sub-folder named after the applicant's Applied Job, the moment it is attached (and retroactively for anything attached before install). Saves the recruiter a manual filing step on every single application, for the life of the job posting.
Pre-built Recruitment workspace, team, and tag set
A "Recruitment" folder, a "Recruitment" document team, and a ready tag set (CV, Application Letter, Recruiting, Recruitment Done, Recruitment Cancelled) all ship on install. Saves the time an HR admin would otherwise spend designing a filing structure before recruiting can start.
Six document actions wired onto the real folder, not a demo one
"Mark as Recruitment Done" and "Mark as Recruitment Cancelled" (this module's own), plus "Ask to Review," "Approve," "Send to Legal," and "Deprecated" (inherited from the Documents app), are all wired directly onto the live, auto-created job-position folder. Nothing is stranded on a workspace only a demo database would show - every action a recruiter sees is one they can actually use.
A review loop that actually closes
"Ask to Review" opens a review activity on a filed document; "Approve" closes that same activity. A recruiter who asks a colleague to check a CV gets a clean close-out when it is approved, not an activity left hanging open.
Job Position "Workspaces" and "Documents" smart buttons
From a Job Position form, one click opens that job's own document folder, and a second shows the flat list of files filed against it. Saves a recruiter the trip through the Documents app's own folder tree just to check what has been filed for one opening.
Applicant "Documents" smart button
From one candidate's Applicant record, one click opens every file filed specifically against that person - CV, application letter, and anything else attached. Saves scrolling through a shared job folder to find one candidate's own paperwork.
Mark as Recruitment Done / Mark as Recruitment Cancelled
One click retags a filed document to reflect the outcome - hired or not - and closes out any pending review activity on it at the same time. Saves a separate step to update the record after the tag changes.
How It Works
Install, and the folder is already there. The "Recruitment" folder, its "Recruitment" team, and its tag categories (Recruitment, Recruitment Status) load on install - nothing to build before the first CV arrives.
A recruiter attaches a CV - it's already filed. On a candidate's Applicant record, the recruiter adds the CV as a chatter attachment. Behind the scenes, the filing rule reads the applicant's Applied Job and files a document copy into a sub-folder named for that job, ready to tag from the folder's own Recruitment tag set.
One click from the job posting, or from the candidate. On the Job Position form, "Workspaces" opens that job's own folder; "Documents" opens the flat list of files filed against it. On the Applicant form, "Documents" opens just that one candidate's own files.
Compare every candidate for one role in one folder. Because every CV for that opening files into the same sub-folder, a recruiter opens one place to see every application side by side.
Close the loop when a decision is made. An HR Manager opens the filed document and clicks "Mark as Recruitment Done" for a hire, or "Mark as Recruitment Cancelled" for a rejection - the status tag updates, and any open review activity on that document closes in the same click.
Frequently Asked Questions
Do I need Odoo Enterprise for this?
No. It runs on Odoo Community and on Viindoo SaaS - no Enterprise licence required.
Will it turn itself on once I install Recruitment?
No. It installs on request, alongside hr_recruitment (the core Recruitment
app) and its companion module viin_document_hr - it does not self-activate.
Does this also organize documents for people once they're hired?
No - its scope stops at the candidate stage: CVs, application letters, and interview
paperwork gathered while a position is still open. Documents for people already on payroll
are covered by its companion module, viin_document_hr.
Who can see the CVs this module files?
Anyone holding the general HR Officer access level can read every filed CV across every job posting - it is not narrowed by recruiter, by job, or by department. That is by design, for an HR team that already shares one file room for its recruitment paperwork. If your hiring process needs narrower visibility than that - a recruiter seeing only their own openings, say - check that against this before installing. One related detail worth knowing, confirmed by driving it live as a plain HR Officer: that role can see the "Mark as Recruitment Done / Cancelled" buttons on a document, but applying them - or any of the other document actions - returns an access error; changing a filed CV's status needs HR Manager access (or an equivalent Recruitment or Documents administrator role).
Does it need demo data to work?
No. The Recruitment folder, its team, its tags, and the filing rule are production data - they load on install whether or not demo data is present. Demo data, if loaded, only adds one extra sample sub-folder and one sample file to look at before real applications start arriving.
Technical Requirement
- Odoo version: 19.0
- Editions: Odoo Community, Viindoo SaaS
- Required modules:
viin_document_hr,hr_recruitment - License: OPL-1
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Sales & Support
apps.support@viindoo.comDocuments - Recruitment
Note
Extends viin_document - see its documentation (viin_document documentation).
Note
Extends viin_document_hr - see its documentation (viin_document_hr documentation).
Bridges the Documents app and the Recruitment app: every file attached to a candidate's Applicant record - CV, application letter, interview notes - is filed automatically into a ready-made Recruitment workspace, organized one sub-folder per job posting.
Installation
- Open Apps.
- Search for Documents - Recruitment.
- Click Activate.
This module depends on the Documents, Employees and Recruitment apps; Odoo installs all of them automatically if they are not already present.
Configuration
Everything you need is created automatically when the module installs - there is nothing you must configure before the first CV arrives. The following places let you review what was created:
- Documents ‣ Master Data ‣ Workspaces - a pre-made Recruitment workspace. A sub-workspace is created automatically under it for every job posting, the first time a candidate applying to it gets a filed document.
- Documents ‣ Master Data ‣ Teams - a pre-made Recruitment team, led by the Administrator user by default.
- Documents ‣ Master Data ‣ Tag Categories and Documents ‣ Master Data ‣ Tags - two pre-made tag categories: Recruitment (tags CV and Application Letter) and Recruitment Status (tags Recruiting, Recruitment Done and Recruitment Cancelled).
- Documents ‣ Configuration ‣ Document Generation Rule - the rule that automatically files every new attachment on an Applicant record into a sub-workspace named after that candidate's Applied Job.
- Documents ‣ Configuration ‣ Actions - the Mark as Recruitment Done and Mark as Recruitment Cancelled actions this module adds, alongside the actions the Documents app already provides on a filed document (Ask to Review, Approve, Send to Legal, Mark As Deprecated).
Access rights
Any user with Officer: Manage all employees access can open and read every filed CV in the Recruitment workspace, across every job posting - not scoped by recruiter or by department. This is the intended design: the Recruitment workspace is shared HR-wide, the same way other HR document folders are.
Running a document action here is stricter. It needs either Administrator access under Employees, or Officer: Manage all applicants access under Recruitment - a plain Officer: Manage all employees user sees every action button but cannot use any of them. See Troubleshooting below.
Usage
Upload a CV and let it file itself
- Open Recruitment ‣ Applications ‣ All Applications and select (or create) an applicant.
- In the chatter on the right, click the paperclip icon and add the candidate's CV as an attachment.
- Odoo files the attachment automatically, the moment the upload commits. Click the applicant's Documents button (in the button box) to jump straight to the filed copy.
The filed document lands in a sub-workspace named after this candidate's Applied Job, already inheriting the Recruitment tag set, team and access rights - but with no tag applied yet. Tagging (CV, Application Letter, Recruiting, ...) stays a manual step; automatic filing never applies a tag by itself.
Open a job posting's own folder, or its flat file list
Because every CV for the same job posting lands in the same sub-workspace, opening that one folder is enough to compare every candidate for that opening side by side - there is no separate folder per candidate.
- Open Recruitment ‣ Applications ‣ By Job Positions and select a job posting.
- Click Workspaces (in the button box) to open that job's own document sub-workspace. This button is always available, even before any document is filed.
- Click Documents (visible only once at least one document is filed against this job posting) to open the flat list of every file filed against it instead.
Open one candidate's own files
- Open Recruitment ‣ Applications ‣ All Applications and select an applicant with at least one filed document.
- Click the Documents button (in the button box) to open every file filed specifically against this one candidate - CV, application letter, and anything else attached - without browsing the Documents app's own folder tree.
Mark a filed CV as Recruitment Done or Recruitment Cancelled
- Open Documents ‣ Documents, select a job posting's sub-workspace under Recruitment, then click a document tagged Recruiting.
- Under Actions, click Mark as Recruitment Done once you decide to hire the candidate, or Mark as Recruitment Cancelled once you decide not to.
Odoo replaces the document's Recruitment Status tag in the same click and closes any pending To Review activity on it at the same time - there is no separate step to update the record afterward.
Troubleshooting
I clicked "Mark as Recruitment Done" (or a similar action) and got an "Access Error" message
Every action button under Actions is visible to any Officer: Manage all employees user, but running one needs either Administrator access under Employees, or Officer: Manage all applicants access under Recruitment. If you hold only the general HR Officer access level, Odoo blocks the write and shows an error naming the Document record. Ask a Recruitment Officer or Administrator, or an HR Administrator, to run the action instead.
I do not see a "Documents" button on the Job Position or Applicant form
The Documents button only appears once at least one document has been filed against that record. On a Job Position form, Workspaces is different - it is always visible, even before any document exists for that job posting.
A newly filed CV does not show any tags yet
This is expected. Automatic filing applies the workspace, the team and the access rights, but never a tag - add tags manually from the filed document's Tags field.
FAQ
Is there a separate folder for each candidate?
No. Every CV for the same job posting lands in one shared sub-workspace named after that job posting; there is no per-candidate subfolder.
Who can see the CVs this module files?
Any user with Officer: Manage all employees access can read every filed CV across every job posting - not narrowed by recruiter, job, or department. If your hiring process needs narrower visibility than that, check this against your access rights before installing.
Does a CV arrive already tagged?
No. Automatic filing never applies a tag; add the CV, Application Letter or Recruitment Status tags manually from the document's Tags field.
Do I need Odoo Enterprise for this?
No. It runs on Odoo Community.
Does this also organize documents once a candidate is hired?
No - its scope stops at the candidate stage. Documents for people already on payroll are covered by its companion module, Documents - HR.
Instruction video
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