Uploading Applications and Other Documents into Applicants Profile

This user guide will cover how to manage applicant documents in Thalamus for both ERAS and non-ERAS programs. 

Upload Applicant Documents

Applicants imported into Thalamus can have additional documents uploaded to their record.  Documents can be assigned to one of two categories:

Application Documents

• Authorized applicants from ERAS PDWS (ERAS Programs): for applicants authorized from ERAS PDWS to Thalamus, Application documents will be automatically populated. Application documents cannot be edited or deleted for authorized applicants. As new documents are submitted or updated, they will automatically be updated in Thalamus.
• Manually imported applicants (not ERAS authorized applicants): applicants that are manually imported by CSV (not authorized from PDWS) can have one application document uploaded. These documents can be managed by program admins.

Other Documents

• All applicants: programs have the option to upload Other documents for any applicant imported into Thalamus. Multiple documents can be imported and can be managed by program admins.

Please note the following:

• Documents must be in a .pdf format
• The application document can be either the complete application or specific parts/pages that you choose to include. 
• Program Director, Program Administrator, Program Coordinators can see all documents available
• Program Interviewers can view all Application documents
• Program Resident and Program Fellow do not have permission to view any documents

Upload Applicant Documents

The documents section in Thalamus is located in the Thalamus Score Drawer.  The score drawer can be accessed in multiple places.

1. Clicking on the 3 dots next to the applicant and select "Score Applicant" 
2. Locate the Documents column in the applicants grid and select the "+" icon (scroll right on the grid, this may need to be enabled using the gear icon)
3. This will open the score drawer

Once the score drawer is open for the applicant selected, follow the below instructions: 

1. Click the teal "Add Documents" button
2. Click "Choose File" and select the file from your device to upload
   • multiple documents can be uploaded and assigned 
3. Select the document type you wish to assign
   • Application Document 
   • Other Document
4. Select "Add (#) Document"
5. To delete an uploaded document, simply click the red "X" to the right of the document you wish to remove.

Viewing Application Documents

Applications can be viewed as a full document, or by view individual documents within the application. 

• To access the full application as a single document, select "View Full Application (all documents)". 
• To access individual documents, select the document you want to view from the list under "Application Documents".

Additional information about navigating your Applicant Dashboard can be found in our user guide here: Applicants Dashboard.