The File Library is a central place where you can see all files, documents and Vinneo recordings across all entities (candidates, contacts, jobs, etc.). From here, you can search, filter, preview, and manage key compliance details for each file.
Access the File Library
From the left-hand sidebar menu, click (...) Show more.
Then click File Library to access.
Understand the File Library Layout
When the File Library opens you will see:
A tab bar at the top:
FILE LIBRARY – shows all files, documents and Vinneo recordings.
SIGNREQUEST – shows documents sent via SignRequest (e-signatures).
A Search table bar above the grid to search within the current tab.
A data table listing your files with columns such as:
No., Ext, Date added, File name, Entity, Entity ID, Uploaded by.
Reminder, Reminder to, Verifier.
Entity name, Type, Expiry date.
Compliance Conditions, Compliance Status, Issued date.
Verified status, Verified date, Verified by.
Size, Client Portal, Note, Candidate owner, Vinneo Status.
Some columns may be hidden depending on your view. You can control which columns display (see Customise Columns With Smart Views below).
Find and Filter Files
Search within the table
Make sure you are on the correct tab:
Click FILE LIBRARY for general files and recordings, or
Click SIGNREQUEST for signature documents.
In the Search table field at the top of the grid, start typing part of the file name, entity name, ID, or other visible value.
The table will update to show only matching records.
Use filters (e.g. Active contractors)
In the FILE LIBRARY tab, click the Filter button above the table.
Under Files, choose one of:
All files.
Only files of Active contractors.
Click Filter to apply.
To clear filters, reopen Filter and click Reset, then Filter again.
💡 Tip: Use Only files of Active contractors when you want to quickly review documents and compliance for currently active workers only.
Customise Columns With Smart Views
If you do not see the columns you expect, or want different layouts for different tasks, you can change the visible columns.
Above the table, click the table view & Configuration icon.
In the panel that opens, make sure the COLUMNS tab is selected.
Tick the checkboxes next to the columns you want to show (for example, Expiry date, Compliance Status, Vinneo Status).
Untick any columns you do not need.
Click outside the panel to return to the table – your column selection will update immediately.
At the top of this panel:
Use Select all or Deselect all to quickly switch between a full and minimal view.
Use Reset to return to the default column configuration.
💡 Tip: Create and use different column layouts (Smart Views) depending on what you need to see – for example, a Compliance view (Expiry date, Compliance Status, Verified status) and a Commercial view (Client Portal, Candidate owner, Size).
Preview and Open Files
To quickly check a file:
In the FILE LIBRARY tab, find the row you need.
Click the File name (for example,
JAF_34161_seeker.pdforIMG_3560.png).The system opens a preview of the document so you can review the contents.
Use the browser back button or close the preview to return to the File Library table.
Work With SignRequest Documents
The SIGNREQUEST tab shows documents that have been sent for e-signature.
Here you will typically see columns such as:
Brand Name.
File name.
Type (e.g. Candidate document, Offer contracts, Contact document).
Status (e.g. Pending candidate, Pending contact, All signed).
Candidate, Contact, Job, Company.
Recruiter Signature, Sender, Sent date.
Placement ID.
Use this tab to:
Search or filter using Search table and the column filters (for example, by Status).
Click the File name to open the document and review its signing details.
Use the Status column to track which party still needs to sign (candidate, contact, recruiter, etc.).