Setting up document evaluation

Document evaluation lets ScoutUp's AI automatically review candidate-submitted documents against criteria you define. Use it to verify licences, assess resumes, check certificates, and more — without manual review.

Where document evaluation is used

Document requirements can be set up in two places:

• Jobs — go to the job's Settings page and click Document Evaluation
• Screenings — go to the screening's Settings > Requirements page and add a document check requirement

The configuration works the same way in both contexts.

Adding a document requirement

1. Navigate to the document evaluation settings for your job or screening
2. Click Add Document Requirement (or Add Requirement > Document Check in screenings)
3. Enter the document name — this is the label candidates see and the name used to match uploaded documents (e.g. "Resume", "Driver's Licence", "White Card")
4. Choose whether the document is required or optional

Evaluation criteria

Each document requirement can have one or more evaluation criteria. These tell the AI exactly what to look for when reviewing a document.

Adding criteria

Click Add Criterion and enter a description of what the AI should check. Be specific — the more detail you provide, the better the evaluation. Examples:

• "The licence must not be expired"
• "The document must show the candidate's full legal name"
• "The resume must list at least 2 years of relevant experience"
• "The certificate must be issued by an accredited training provider"

Knockout criteria

Mark any criterion as a knockout if failing it should fail the entire document evaluation. For example, an expired licence is typically a knockout — no matter how well the rest of the document looks, an expired licence means the candidate doesn't meet the requirement.

Non-knockout criteria are still evaluated and reported, but won't cause the overall evaluation to fail on their own.

How document evaluation works

When a candidate uploads a document (or when a document is imported from an ATS like JobAdder):

1. The document is parsed — PDFs and Word documents are converted to text. Images are analysed visually
2. The AI evaluates the document against each criterion you defined
3. Each criterion receives a pass or fail result with an explanation
4. The overall document evaluation is marked as passed or failed based on the results

If the document requirement is part of a screening, the corresponding screening item is updated automatically. When the evaluation passes, the item status changes to passed. If it fails, the status changes to needs attention.

Supported file types

ScoutUp can evaluate:

• PDF documents — resumes, certificates, licences
• Word documents (.docx) — resumes and cover letters
• Images (PNG, JPG) — photos of licences, cards, and certificates

Viewing evaluation results

After a document is evaluated, you can view the results on the candidate's application or screening enrolment page. The evaluation shows:

• Overall pass/fail status
• Each criterion with its individual result and the AI's reasoning
• A summary of the evaluation

If connected to JobAdder, evaluation results are also exported as notes on the JobAdder application. See Connecting JobAdder for details.

Tips for effective document evaluation

• Be specific with criteria — "Must have forklift licence" is less effective than "Document must be a valid forklift licence (LF or LO class) issued in Australia that has not expired"
• Use knockout criteria wisely — reserve knockouts for absolute deal-breakers like expired documents or missing qualifications
• Match document names to what you expect — the document name helps the system match uploaded files to the right requirement. Use common terms candidates would recognise
• Combine with AI interviews — use document evaluation alongside AI interviews for a complete screening. The interview verifies knowledge and communication, while document evaluation verifies credentials