Overview

The Job Description Download feature allows you to export position details into a professional, branded PDF file. This makes it easy to share position requirements with external agencies, archive them for internal records, or send them to candidates for offline review.

You can access the download tool from two primary areas in the platform: the Position Overview page and the Intake Form.

Why is this helpful?

• Professional Branding: Automatically include your company logo in the document.
  
• Version Control: Save a snapshot of a job description at a specific point in time.
  
• Workflow Flexibility: Whether you are in the middle of a hiring intake or reviewing an active position, the download button is always within reach.
  
• Consistency: Ensure all stakeholders are referencing the same formatted position details.
  
• In-Person Engagement: Distribute job details to prospective candidates during career fairs, university hiring events, and networking sessions.

How to download a job description

The experience varies slightly depending on whether your organization uses Structured Job Descriptions or Job Postings.

1. Structured Job Descriptions

If you use the standard structured JD format, you can download the PDF from the Job Description Modal:

• From the Position Overview Page: Open the Job Description modal. The Download button is located in the top-right corner.

• From the Intake Form: While in the Intake workflow, open the Job Description modal. You will find the Download button available in View Mode.

Note: If you have made edits to the description and have not saved them yet, the Download button will be disabled. You must Save or Discard changes to enable the download

2. Job Postings

If your organization uses the Job Postings feature (where one position may have multiple different external postings), you can download the specific version for each posting:

• From the Position Overview Page: Open the Job Postings modal. Each specific posting in the list has its own Download button on the right-hand side.

• From the Intake Form: Within the Job Posting section of the Intake Form, a Download button is located on the right side of every individual posting header (accordion).

Important System Logic

To ensure that you never export "half-finished" or incorrect information, the system includes a safety check:

• Unsaved Changes: If "Autosave" is disabled and you have unsaved edits in the text editor, the Download button will be greyed out.
  
• The Fix: Simply click Save to finalize your changes, and the button will immediately become active.

Configuration: Customizing your PDF

Users can customize the look and feel of the generated PDF to match the company’s branding. These settings are found in Admin console -> Talent Tracking -> Job Distribution -> Settings > Generale > Configuration > Job Description Settings. Enable/Disable the toggle to suit your preference. This option is only available for Admin permissions.

Frequently Asked Questions

Q: I see the button, but I can't click it. Why? A: Check if you have any unsaved text in the Job Description editor. The button stays disabled until all changes are saved to prevent exporting incomplete drafts.

Q: Can I download a PDF for a posting that is already closed? A: Yes, as long as the Job Posting record exists in the platform, you can access the modal and download the historical description.

Q: Does the PDF include internal-only notes? A: No, the exported PDF is designed to be candidate-facing and typically only includes the public-facing Job Description and branding elements.