Executive Summary

When uploading candidate resumes, job descriptions, or bulk data to PyjamaHR, you may encounter errors related to unsupported file formats or file sizes. This guide explains why these errors occur, how to resolve them quickly, and best practices to ensure smooth uploads—so you can keep your hiring process moving without interruption.

Detailed Overview

PyjamaHR supports uploading candidate resumes, job descriptions (JDs), and bulk candidate data in specific file formats and within certain size limits. Upload errors typically occur when files are in an unsupported format (e.g., .doc instead of .docx), exceed size limits, or are missing required information (like candidate email IDs). Understanding these requirements and common pitfalls will help you avoid upload failures and streamline your workflow.

Key Use Cases:
- Manually adding candidates to the Talent Pool or a Job
- Importing resumes in bulk
- Uploading job descriptions for job postings

Integration Points:
- Candidate profile creation (requires unique email ID)
- Talent Pool and Job assignment
- Data exports and resume downloads

Business Impact:
- Prevents delays in candidate processing
- Ensures data consistency and compliance
- Reduces manual troubleshooting and support requests

Step-by-Step Guide: How to Resolve "File Format or Size Unsupported" Errors

1. Check Supported File Formats

Resumes and Documents:
- Supported: .pdf, .docx
- Not Supported: .doc, .rtf, .odt, images (.jpg, .png), .zip (unless extracting resumes)
- Best Practice: Always use .docx or .pdf for resumes and JDs.

Bulk Data Imports:
- Supported: .csv, .xlsx
- Not Supported: .xls, .ods, .txt (unless specifically requested for JDs)

Screenshots:
- Show the upload dialog with accepted file types listed.

2. Convert Files to Supported Formats

If your file is in .doc:
- Open in Microsoft Word or Google Docs.
- Save As > Choose .docx.
- Re-upload the .docx file.
If your file is too large or complex:
- Open the document and remove unnecessary images or formatting.
- Split the document if possible.
- For JDs, copy content into a .txt file and upload as plain text.

Screenshots:
- Show "Save As" dialog in Word with .docx selected.

3. Check File Size Limits

Typical maximum file size: 5MB (for resumes and JDs)
If your file exceeds this:
- Compress images within the document.
- Remove unnecessary pages or graphics.
- For zipped resume downloads, use a reliable extractor (see below).

4. Ensure Required Fields Are Present

For candidate uploads:
- Every candidate must have a unique email address.
- Missing email IDs will prevent profile creation.
For bulk imports:
- Ensure all required columns (e.g., Name, Email) are filled.

5. Extracting Downloaded Resume ZIP Files

If you receive a ZIP file and cannot open it:
- Use a recommended extractor app (e.g., The Unarchiver for Mac).
- Ensure your system supports the ZIP format used.

Screenshots:
- Show error message and extraction process.

6. Retry the Upload

After converting or correcting the file, attempt the upload again.
If the error persists, double-check the file format and size.

Advanced Usage & Best Practices

Always save resumes and JDs in .docx or .pdf before uploading.
For bulk imports, use the provided CSV/XLSX template from PyjamaHR.
Keep file sizes small by compressing images and removing unnecessary formatting.
For confidential documents, ensure sensitive information is handled according to your company policy before uploading.
If using external links (e.g., pCloud, Google Drive), download and convert files locally before uploading to PyjamaHR.
When exporting data, download and extract files within the 5-day validity window.

Do’s:
- Do check for required fields (especially email IDs).
- Do convert .doc to .docx before uploading.
- Do use recommended extraction tools for ZIP files.

Don’ts:
- Don’t upload unsupported formats like .doc, .rtf, images, or uncompressed large files.
- Don’t attempt to upload files with missing candidate emails.
- Don’t share confidential files via public links unless necessary.

Troubleshooting & Common Issues

Error Messages & Solutions

Error Message / Scenario	Solution
"File format not supported"	Convert file to `.docx` or `.pdf` and re-upload.
"File size too large"	Compress or split the file; remove images or unnecessary content.
"Missing email ID" (when adding candidate)	Add a unique email address to the candidate profile.
"Unable to open ZIP file" (after data export)	Use The Unarchiver (Mac) or 7-Zip (Windows) to extract.
"No attachment received" (when sending via chat/email)	Ensure the file is attached and in a supported format; consider using a file-sharing link.
"Document content too large" (for JDs)	Copy content to a `.txt` file and upload as plain text.

What If Scenarios

What if my file uploads but data is missing?
- Check that all required fields are present and formatted correctly.
What if I still get errors after converting the file?
- Try a different conversion tool or re-save the file in the correct format.
What if I can’t extract resumes from a ZIP file?
- Use a recommended extractor app and ensure the ZIP file is not corrupted.

When to Contact Support

If you have followed all steps and still encounter issues.
If you suspect a bug or system outage.
If you need help with bulk data imports or exports.

Comprehensive FAQ

What file formats are supported for resume uploads?
.docx and .pdf only.
Can I upload .doc files?
No. Convert to .docx before uploading.
What is the maximum file size for uploads?
Typically 5MB per file.
Why does my candidate upload fail even with a supported file?
Check for missing required fields, especially the email ID.
How do I upload a job description that’s too large?
Copy the content into a .txt file and upload as plain text.
What should I do if I can’t open a ZIP file from a data export?
Use The Unarchiver (Mac) or 7-Zip (Windows).
Can I upload images or scanned resumes?
No. Only .docx or .pdf files are supported.
What if my file is confidential?
Ensure you follow your company’s data privacy guidelines before uploading.
Why do I get “No attachment received” when sending files to support?
Some chat/email platforms do not support certain file types. Use a file-sharing link if needed.
Can I import candidates in bulk?
Yes, using .csv or .xlsx files with all required fields.
What happens if I upload a file after the data export link expires?
You’ll need to request a new export from support.
Can I upload resumes directly from Google Drive or Dropbox?
Download and convert to .docx or .pdf before uploading.

Bulk Candidate Import: Use the import tool for .csv or .xlsx files.
Talent Pool Management: Add candidates manually or via bulk upload.
Job Description Upload: Attach JDs in supported formats to job postings.
Data Export: Download resumes and candidate data for backup or migration.

Still need help?
If you’ve tried all the above and are still facing issues, contact PyjamaHR Support with details of your file type, size, and the exact error message for personalized assistance.

Keywords: file format not supported, file size too large, resume upload error, docx, pdf, candidate import, ZIP extraction, PyjamaHR troubleshooting

File Format or Size Unsupported in PyjamaHR: What To Do (Troubleshooting Guide)