In this Article:
What folders are and how they work
How to access, create, and manage folders
General folder actions (editing, deleting, searching, sorting)
Working inside a folder (individual and mass actions)
Entity-specific folder details: Candidates, Jobs, Managers, Clients/Departments
Permissions and best practices
Overview
Folders in BrightMove function like digital filing cabinets. They let you organize records (candidates, jobs, managers, and clients/departments) into groups for easier access, collaboration, and reporting.
While the folder functionality is consistent across all entities, each type of folder has a few unique features. This guide covers both the general actions available in all folders and the specific options for each entity. We promise this is way easier than managing an old fashion file cabinet!
Note: The names of entities in your BrightMove account may differ from those shown here (for example, Candidatesmight appear as Applicants). Some Mass Actions may also be unavailable based on your security permissions, company configuration, or compliance requirements (e.g., OFCCP).
Accessing Folders
Each entity has its own Folders page.
Candidate Folders: Navigate to Candidates > Folders
Job Folders: Navigate to Jobs > Folders
Manager Folders: Navigate to Managers > Other Tasks > Folders
Client/Department Folders: Navigate to Clients/Departments > Folders
On any Folders page, you’ll see:
All Folders – both personal and public folders you can access
My Folders – folders you’ve created
Public Folders – shared folders created by others
Add Folder - create a new folder
Search bar – filter folders by name or keyword
Column headers – click to sort by name, owner, member count, or date created
Creating a Folder
To create a new folder:
From the entity’s Folders page, click Add Folder (top right).
Enter a folder name.
Select Shared if you want others to access it (makes it a Public Folder).
Click Save.
Private Folder: Only you can view and manage it.
Public Folder: Shared with other licensed users in your company.
Managing Folders
On the main Folders page, you can:
Edit – rename the folder or update its shared setting.
Delete – permanently remove a folder (permissions required).
Sort – reorder by clicking arrows next to column headers.
Search – quickly filter your folders list (note: this searches folder names, not folder contents).
Working Inside a Folder
Opening a folder shows the records stored inside (candidates, jobs, managers, or clients/departments).
Inside any folder, you can:
Individual actions – add notes, add activities, edit, or remove a record.
Mass actions – check multiple records → choose from the Actions dropdown. Options vary by entity type.
Candidate Folders
Candidate Folders are often used to organize talent pools, sourcing pipelines, or shortlists.
Folder view shows:
Candidate details (name, email, phone, title, employer, pay, status, location).
Key dates (Available, Created, Modified, Viewed).
Actions available:
Remove – delete a candidate from the folder.
More menu – add note, add activity, view resume, view submittals, or view activities.
Email All – send a bulk email to all candidates in the folder.
Empty Folder – remove all candidates at once.
Client/Department Folders
Client/Department Folders keep your client and department records organized.
Actions available:
Remove a client/department from the folder.
Mass remove clients/departments (permissions required).
Create and Send to New Folder – simultaneously create a new folder and move records into it.
Send to My Public Folder – move records into another public folder.
Add Tag – mass tag clients/departments.
Manager Folders
Manager Folders help you organize hiring managers for collaboration or tracking.
Actions available:
Add Note.
Add Activity.
Edit Manager.
Remove Manager.
Mass actions for bulk updates (notes, activities, removals, & deletions).
Job Folders
Job Folders are useful for grouping requisitions or requirements (e.g., by department, location, or recruiter).
Actions available:
Update Job Status.
Move jobs to another folder.
Create and Send to New Folder (from Power Search).
Send to Existing Folder (from Power Search).
Permissions & Access
Folder functionality is subject to your security role:
If you don’t see Edit or Delete options, you may not have the necessary permissions.
Mass actions may also be restricted.
Contact your account administrator if you need additional access.
Best Practices & Tips
Use private folders for personal organization (e.g., early sourcing research).
Use public folders to collaborate with colleagues (e.g., shared client lists, job requisition folders).
Keep folder names clear and consistent for easier searching.
Avoid deleting folders unless you are certain they are no longer needed.