Folders in BrightMove
Folders in BrightMove function like digital filing cabinets. They allow you to organize records (Candidates, Jobs, Managers, and Clients/Departments) into groups for easier access, collaboration, and mass updates.
Folders exist at the entity level and are shared across the system.
However, how you access and use folders depends on what you’re trying to do.
How to Navigate to Folders
To work with folders (create them, open them, or work with multiple records):
Folders are primarily accessed from the left-hand navigation.
Each entity has its own Folders page:
Candidate Folders: Candidates → Folders
Job Folders: Jobs → Folders
Manager Folders: Managers → Other Tasks → Folders
Client/Department Folders: Clients/Departments → Folders
This is the main location for folder management and is where most folder-related actions take place.
Important:
If you want to create folders, view what’s inside them, or perform actions on multiple records, always start from the Folders page in the left-hand navigation.
Assigning a Record to a Folder (From the Record Profile)
To assign one specific record to a folder:
Navigate to the record (candidate, job, manager, or client/department)
Open the record’s profile
Click the Folders tab
Select Assign to Folder button
Choose the folder
Save your changes
The record will now appear in the selected folder and be accessible from the Folders workspace.
Note: This method assigns only the current record.
To assign multiple records at once, use the Folders workspace or mass actions from search results.
Two Ways to Work with Folders (How They’re Used)
Folders can be interacted with in two distinct ways, but they serve different purposes.
1. Folder Workspace (Primary Method – Managing Groups)
The Folders workspace is accessed from the left-hand navigation and is used to manage folders themselves and work with groups of records.
Use the Folders workspace when you want to:
Create, edit, or delete folders
Open a folder to view all records inside
Perform mass actions on multiple records
Collaborate using shared (public) folders
On any Folders page, you’ll see:
All Folders – all folders you can access (private and public)
My Folders – folders you created
Public Folders – shared folders created by others
Add Folder – create a new folder
Search – filter folders by name
Sorting options – sort by name, owner, record count, or date created
2. Folder Assignment (Secondary Method – Managing One Record)
Each individual record (candidate, job, manager, or client/department) also includes a Folders tab on its profile.
This method is used only to manage which folders a single record belongs to.
Use the Folders tab when you want to:
See which folders a specific record belongs to
Add that record to one or more folders
Remove the record from a folder
The Folders tab does not create folders and does not support mass actions.
Creating a Folder
Folders are always created from the Folders workspace, not from individual records.
To create a folder:
Navigate to the appropriate entity’s Folders page using the left-hand navigation
Click Add Folder
Enter a folder name
Choose whether the folder is:
Private – only visible to you
Shared (Public) – accessible to other licensed users
Click Save
Working Inside a Folder
Opening a folder from the Folders workspace displays all records assigned to it.
Inside a folder, you can perform:
Individual actions – add notes, add activities, edit records, or remove records from the folder
Mass actions – select multiple records and choose an action from the Actions menu
(Available actions vary by entity type and user permissions)
Entity-Specific Folder Details
Candidate Folders
Commonly used for talent pools, sourcing pipelines, or shortlists.
Folder view includes:
Candidate details (name, contact info, title, employer, status, location)
Key dates (available, created, modified, viewed)
Available actions:
Remove candidate from folder
Add note or activity
View resume, submittals, or activity history
Email all candidates in the folder
SMS all candidates in the folder (SMS must be enabled; contact BrightMove Support for details)
Empty folder (remove all candidates at once)
Client / Department Folders
Used to organize client and department records.
Available actions:
Remove clients/departments from the folder
Mass remove records (permissions required)
Create and send records to a new folder
Send records to an existing folder
Add tags to multiple clients/departments
Manager Folders
Used to organize hiring managers for collaboration or tracking.
Available actions:
Add notes or activities
Edit manager records
Remove managers from folders
Perform mass updates (based on permissions)
Job Folders
Used to group job requisitions (by recruiter, department, location, or status).
Available actions:
Update job status
Move jobs between folders
Create and send to a new folder (from Power Search)
Send jobs to an existing folder (from Power Search)
Permissions & Access
Folder functionality is controlled by your security role.
If you do not see Edit or Delete, you may not have permission
Mass actions may be restricted based on role, company settings, or compliance requirements (e.g., OFCCP)
Contact your system administrator if you need additional access.
Best Practices & Tips
Start from the Folders page in the left-hand navigation for most folder-related work
Use the Folders tab on a record only when assigning or removing a single record
Use private folders for personal organization or early research
Use public folders to collaborate with teammates
Keep folder names clear and consistent
Avoid deleting folders unless you are certain they are no longer needed