Documents: files on any record, and how the CV fits in

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Any record in Lovelio can hold files. A candidate's CVs and right-to-work scans, a client's signed terms, a job's brief or position description, a placement's contract, a contact's paperwork - they all live on the record they belong to, on a Documents tab.

Where to find it

Documents is a tab on the candidate record, the client record, the client contact record, the job record, the talent pool and the job ad. On a placement and a BD target it is a section further down the record rather than a tab, because those records read as one scroll.

On an application (a candidate on a specific job) the Documents tab shows that candidate's documents. In an application context the paperwork you want is the person's, so their CV is right there rather than behind another click.

A contractor's documents are one list

On a placement there is one Documents tab. A contract's checklist (right to work, police check, insurance) sits at the top, and under it every file on the placement and on the candidate record, including the compliance documents you saved. The candidate's own Documents tab also lists the files on their placements. A file from the other record is marked with where it lives, and you open it from either place. To delete one, open the record it was added to.

Adding and removing

Drag files onto the tab, or click to choose them. Several at once is fine. Lovelio accepts PDF, Word, Excel, PowerPoint, text, RTF, HTML and images (including phone photos of a passport or a certificate), up to 25MB each. Files with macros in them (.docm, .xlsm, .pptm) are refused: save them again as a normal .docx, .xlsx or .pptx. An HTML file is kept as plain text, so it downloads rather than opening as a web page. A PDF opens in the browser; every other file downloads.

Lovelio checks what each file really is from its contents, not its name. A file called cv.pdf that is really something else is refused with a message saying what it is not, so rename nothing and upload the original. Web pages are kept as plain text and always download, they never open in the browser. A PDF opens in the browser; every other file downloads.

Deleting asks first. The listing goes straight away and the file itself moves to a trash Lovelio keeps for 30 days, then it is gone for good. There is no undo button in the app: if a file was deleted by mistake inside those 30 days, ask support and Lovelio can put it back. Lovelio also keeps an hourly off-site copy of every file, so a lost file can be recovered even after the trash window.

Adding or removing a document is recorded on the record's timeline, so you can see who filed what and when.

Virus checks

Every file is checked for viruses as soon as it is stored, in the same region as the rest of your data. It usually takes under a minute and you do not have to do anything.

• While a file is being checked, the person who uploaded it can open it straight away. Nobody else can, and it is never sent to a client, until the check is done.
• A file with a virus in it says "This file has a virus in it and cannot be opened". Nobody can open or download it, through the app or the API. Delete it and ask for a clean copy.
• If a file could not be checked (it was too big, or missing from storage), it cannot be opened either. Upload it again.

If Lovelio finds a virus, everyone in your agency gets a notification naming the file, and Lovelio's own team is told too. You do not need to do anything, but ask for a clean copy if you need the file.

Files stored before 27 September 2026 are being checked in the background, newest first. They open as they always have while they wait, and one with a virus is blocked once it is found.

Your terms of business PDF is checked the same way, because it goes to clients. Until the check says it is clean it is left off floats, the client's terms page shows no download, and Settings says it is still being checked. That usually takes under a minute.

The CV

A candidate's CV is a document like any other - it appears in the list with a "CV" badge. The difference is that one document is the CV: the file the CV viewer opens, the resume parser reads, and the API returns.

• Uploading a document to a candidate who has no CV makes it their CV automatically.
• Uploading when they already have one leaves the CV alone. Nothing silently replaces a CV someone chose.
• To change it, hover any document and click the star: "Make this the CV". The old one stays on file as history.
• Deleting the current CV leaves the candidate without one until another is promoted.

This is why a candidate can have thirteen documents and one CV. Every version of a resume they ever sent stays on record; the current one is the one flagged.

Documents from a previous ATS

When an account is migrated from another system, its attachments come across and appear on the candidates they belong to, dated with the date they had in the old system - so a resume from 2014 reads as 2014, not as the day the import ran.

A file in the old system that is not a document at all (a program, an archive, a file nothing can identify) is left behind and recorded against the migration with the reason. It never stops the migration.

Documents imported before 27 July 2026 carry a generated name ("Resume (17 Apr 2020).pdf") because the previous system stored an internal reference rather than the original filename. Anything imported after that keeps its real filename.

Accounts migrated before that date received resumes only. Other attachment types - reference checks, right-to-work documents, certificates - stay in the export until an attachments re-run is done for that account.

Who can see what

A document is exactly as private as the record it hangs off. If your visibility is limited to your team, a document on another desk's client is not listed, and a direct link to it reads as "not found" rather than telling you it exists.

Documents are internal to the agency. Nothing on a Documents tab is shown to a client through a submission link - clients see the candidate profile you send them, never the underlying files.