Overview#
This page covers compliance items from the staff side: which items your candidates see in the portal, what happens when a candidate submits an item, how to review it, when candidates are emailed, and how to share documents with them.
This page is for recruiters, compliance staff and anyone who manages candidates in Pump, and is part of the Pump Portal User Guide.
Which items the candidate sees#
Video: A4 - Compliance items from the staff side
A compliance item appears in the portal when its Show in Portal field is Yes.
- It starts from the template. When an item is created, it copies Show in Portal from its compliance item template. Your administrator sets that on each template (see Which compliance items candidates see).
- You can change it on the item. It's an ordinary field on the compliance item: anyone who can edit compliance items can change it. Set it to No to hide an item completely: it's taken off the candidate's lists, isn't included in emails, and can't be opened from a link. Set it to Yes to show an item the template hides.
Items are also hidden when the placement, offer or application they're for didn't go ahead:
- Placement: Cancelled Placement or Non-Starter. Finished placements' items still show.
- Offer: Rejected Offer, Offer Rescinded, Offer Revised or Inactive.
- Application: Rejected Application, Rejected Offer, EXCEPTION or Candidate Inactive.
- An offer or application whose placements were all cancelled or non-starters.
Reopening the placement, offer or application shows its items again. Items on the candidate themselves (for example passport) or on their limited company aren't affected. Changes can take a few minutes to show in the portal.
When a candidate submits an item#
Video: A5 - Reviewing candidate submissions
When a candidate uploads a document, or confirms an item that needs no document, the item moves to Review. On the compliance item:
- Submitted On shows when it was submitted.
- Processed By shows Candidate - Power Page Portal if the candidate did it in the portal, or Manual if a member of staff did.
- The Documents panel shows the documents they uploaded.
To find everything waiting for you, use the Compliance Items Pending Review view. It's sorted oldest first, so the longest-waiting items are at the top.
Reviewing an item#
- Mark As Complete when you're happy. If the document has an expiry date, fill in Expiry Date first: the candidate may not have. The item becomes Completed with Expiry Date, and the candidate will get reminders as it approaches expiry.
- Without an expiry date, it becomes Completed without Expiry Date.
- If a submitted item needs redoing (it's in Review and something is wrong or missing), set its Status Reason to Failed, then click Send Reminder. The candidate is emailed with the item marked "(please resubmit)". Changing an item in Review doesn't send an email by itself, so the reminder is what tells them.
- If a completed item needs redoing, reopen it (Activate). It goes back to New, and the candidate is emailed automatically that it needs their attention again (the reactivation email). The same happens when an item that was Expired, Overridden, Deactivated or Takedown is set back to an open status.
When the candidate is emailed about an item#
- New item: the first time an item is in the portal (Show in Portal = Yes), the candidate is told about it. This happens once per item. Setting an item back to New doesn't send it again; use Send Reminder, or reopen a completed item as above.
- Reopened item: a completed or closed item that's reopened sends the reactivation email (see Reviewing an item).
- Expiry reminders: sent automatically before an item's expiry date (see Compliance Expiry Reminder).
- Reminders you send: whenever you click Send Reminder (see Sending a reminder).
Sharing a document with the candidate#
Documents you add to an item's Documents panel appear in the portal too, so the candidate can download them, as long as the item has Show in Portal = Yes. Allow a minute or so. Removing the document in Pump removes it from the portal.
Note: Files over 32 MB aren't shared.
Seeing items on a placement#
A Placement's Related menu has three compliance item lists: Compliance Items (Primary), Compliance Items and Compliance Items (Related). They include inactive items, so check the Status Reason column.