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Do not attach the whole applicant file to a client update

Format: Company perspective.

A client asks if the start details are confirmed. Do not send the applicant's whole file just to answer that question.

Hypothetical example: a coordinator drafts an arrival note. They add a folder with private notes, ID records, and an old offer. None is needed to say where and when the person should arrive.

Before sending, fill this attachment review card:

  • Who and why: Who needs the update? What will they use it for?
  • Facts to share: Which facts may this person receive under the agency's rules?
  • Needed files: Must you send a file, or would a short note with checked facts answer the question?
  • Files to leave out: Private notes and files that do not fit this purpose or that this person may not receive.
  • Final check: Name the reviewer, recipients, and file version. Set when access ends if the sharing tool allows it.

Greenhouse checks file type and user permissions before showing an attachment. It also checks document settings for Document attachments. [S05] An ATS is an applicant tracking system. The right to read a file there is not the right to send it to a client.

For this arrival note, the approved place, time, and contact may be all the client needs. A reviewer must still check these facts against the agency's rules. Knowing a client contact well does not mean they may see every file.

If the file is needed, use the approved sharing path. Open and check it; do not trust its name. Hiding some text or adding a password does not, on its own, make the file fit to share.

Core Agentic can discuss a custom tool to check these updates. Its design would set clear limits on what data each person may see. Book a Demo to discuss how to keep client updates focused on the facts they need and may receive.

Sources

These sources describe the named provider or framework. They do not establish a Core Agentic integration, customer result or certification.