Document Cloud Connect allows administrators to securely connect ClearCompany to an approved cloud storage provider. Once connected, recruiting and onboarding documents automatically sync to the selected storage location with a consistent naming and folder structure. ClearCompany continues to manage document metadata, workflow triggers, and audit visibility while the files are delivered to your external storage system. Document Cloud Connect helps organizations reduce manual document handling, improve version control, and maintain consistent document organization.
Note
Document Cloud Connect is an add-on feature. Reach out to your ClearCompany Representative to learn more.
In this article:
Document Cloud Connect Overview
Setting Up Document Cloud Connect
Set up by Provider
Configure Document Organization
Troubleshooting
View Document Sync Status
Document Sync Statuses
FAQ
Document Cloud Connect Overview
Document Cloud Connect allows administrators to securely connect ClearCompany to an approved cloud storage provider. When documents are created or completed within ClearCompany, they are automatically delivered to the configured location in the connected storage system.
Supported providers include:
- Google Drive
- OneDrive
- SharePoint
- Box
- Dropbox
Documents are delivered with consistent naming and folder organization while ClearCompany maintains metadata, workflow triggers, document status, and audit visibility.
Key Benefits
- Secure connections to supported cloud storage providers.
- Automatic document delivery with consistent naming and folder organization.
- Metadata, workflow triggers, and audit tracking are maintained in ClearCompany.
- Retry support and error handling for reliable syncing.
- Reduced manual document management.
Setting Up Document Cloud Connect
Once enabled, IT Admins can activate the feature and configure the connection.
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Navigate to Tools, then select Setup.
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Select Document Cloud Connect.
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Select Connect Cloud Storage.
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Choose the cloud storage system you want to connect to. Available options include:
- Google Drive
- OneDrive
- SharePoint
- Box
- Dropbox
Important
Only one cloud storage provider can be connected per ClearCompany account.
- You must have administrator permissions for the selected provider. During setup, you will review and approve access permissions that allow ClearCompany to create and manage files in the destination location. These permissions allow ClearCompany to create and manage files in the destination location.
Note
The setup interface may reference “read” access. In this integration, ClearCompany only writes files to the storage provider and does not allow your employees to see the files from ClearCompany once you've written them over to your cloud instance.
Google Drive
Admin account (read and write): Create, edit, and delete files and folders
SharePoint
Admin account (read and write): Create and manage files, folders, and site content across the organization
OneDrive
Admin account (read and write): View, create, and manage files across users and shared workspaces
Dropbox
- User account (read and write): View, upload, and update files
- Admin account (read and write): Manage team files, users, and settings
Box
- User account (read and write): View and edit files and folders
- Admin account (read and write): Manage files, users, groups, and webhooks
- Super-admin account (read and write): Full administrative access
Set up by Provider
- Select Google Drive, and click Next.
- Confirm you are connecting to a user with the proper permissions, and click Open Window.
- Sign in to your Google account.
- Select the appropriate workspace (if multiple), click Allow to grant permissions.
- Once connected, click Next.
- Choose the folder where documents will be stored and confirm folder access.
- It will then be connected.
Folder structure mirrors onboarding document organization.
- Select OneDrive and click Next.
- Confirm you are connecting to a user with the proper permissions, and click Open Window.
- Sign into Microsoft account.
- Once done, click Finish Setup.
- Choose the folder location and Confirm.
- It will now be connected.
Permissions follow Microsoft tenancy rules.
- Select SharePoint and click Next.
- Confirm you are connecting to a user with the proper permissions, and click Open Window.
- Log in to the Microsoft account.
- Once done, click Finish Setup.
- Choose site, library, and a folder.
- Click Confirm.
- It will now be connected.
Useful for centralized team-based document access.
- Select Box and click Next.
- Confirm you are connecting to a user with the proper permissions, and click Open Window.
- Log in to the Box account and Grant Access.
- Once done, click Finish Setup.
- Choose the destination folder, click Confirm.
- It will now be connected.
Access governed by Box folder permissions.
- Select DropBox and click Next.
- Confirm you are connecting to a user with the proper permissions, and click Open Window.
- Log in to Dropbox.
- Once done, click Finish Setup.
- Choose the destination folder, click Confirm.
- It will now be connected.
Configure document organization
After connecting your storage provider, configure which and how documents will be organized.
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Select the documents to sync:
- Resumes
- Offer letters
- Uploaded files and Forms in candidate profiles
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Choose when documents should sync:
- Offer accepted
- In Hired macro stage
- In Hired macro stage with offer accepted
- On hire date
- Onboarding packet completed
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Onboarding documents: All onboarding packet documents sync automatically when the onboarding packet is completed.
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Folder structure: Choose how synced documents should be stored:
- No subfolders: Documents sync directly to the selected destination folder.
- Group in subfolders: ClearCompany automatically creates subfolders based on your selected grouping criteria.
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Document naming: Document names follow a standard naming format. At this time, the naming format cannot be customized.
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After reviewing your folder and document settings, select Save changes.
Troubleshooting
During setup, you may see error messages such as:
- “We cannot connect to the provider.”
- “Destination folder cannot be found.”
If this occurs:
- Confirm that you have administrator permissions for the storage provider.
- Verify that the destination folder exists.
- Check that the integration authorization was completed successfully.
Symptoms
- User completes OAuth flow
- Returned to setup screen without success
Likely Cause
Token not persisted or session expired
Suggested Fix
- Retry connection
- Ensure pop-ups are enabled
- Re-authenticate fully
Folder picker appears empty or restricted
Likely Cause: Insufficient permissions on provider side
Suggested Fix:
Verify user has:
- Read/write access to folder
- Admin approval if required (SharePoint / Box enterprise)
Clicking “Save” does nothing or errors
Likely Cause:
- Missing required selections (folder/site)
- API rate limiting or transient failure
Suggested Fix:
- Reconfirm all required fields
- Retry after a few seconds
Connection successful but no documents appear
Likely Cause: Sync job not triggered or failed silently
Suggested Fix
- Re-save configuration
- Trigger a test document send
- Check integration logs
View document sync status
Once the integration is configured, documents will begin syncing automatically based on workflow triggers.
You can review sync status directly from the Candidate profile.
- Open the candidate profile.
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Select the Hire tab and the Document Cloud Connection.
Document sync statuses
You may see the following statuses:
- Synced: Documents successfully synced to the connected storage provider.
- Not synced: Documents are waiting for the configured trigger. Select Sync now to send them immediately.
- Partially synced: Some documents have synced while others are still waiting for a trigger.
- No documents: No documents are currently available to sync.
Users only see documents they have permission to access.
- Recruiter or User Admin: Candidate files (excluding offer letters)
- Offer Letter Admin: Offer letters
- Onboarding Users: Onboarding packets
Documents sync in their original file format.
Examples include:
- DOC
- JPEG
- Onboarding packets are split into individual files before syncing.
- Historical documents: Documents uploaded or completed before Document Cloud Connect was configured cannot currently be synced.
Client Considerations
Before enabling Document Cloud Connect, organizations should review the following considerations.
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IT permissions
- Ensure the administrator completing the setup has the required permissions.
- Confirm any internal security review requirements for integrations.
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Folder organization
- Decide whether documents should be grouped into subfolders or stored in a single location.
- Plan your folder structure before completing setup.
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Compliance and retention
- Confirm that your cloud storage system aligns with your organization’s document retention policies.
- Review internal audit requirements for document storage.
FAQ
No, at this time, only one storage provider can be connected per ClearCompany account.
Yes, ClearCompany retains document metadata, workflow triggers, and audit visibility while the file itself is delivered to your connected storage provider.
At this time, no, the document naming format is standardized and cannot currently be changed.
Document Cloud Connect includes retry support and error handling to help ensure files are delivered successfully. You can review the sync status in the candidate profile.
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