This is an example how to process a resume in an automated way using Office 365 and Flow.

1. This is not a legal advice and any claim or liability is rejected.
Processing of resumes and be compliant with GDPR
Many organizations are acquiring new employees through Linkedin, job sites or simply through an
advertisement in trade magazine or newspaper.
The scenario
You email your Resume to the organization and then you wait until a response comes. How can you
easily automate the further process with Office 365 and Flow? Mailing a resume poses major
problems in the context of the GDPR. Indeed, there is the right of the applicant that the resume is
removed after 4 weeks unless the applicant authorizes that the resume can be saved for a possible
different function, here is a time limit of 1 year. The resume can no longer be included in the mailbox
or attached to a calendar appointment in Outlook!
If the applicant has indicated that the resume can be saved for another year but decide after 4
months to do a request that it should be removed right away, then you must comply with this. The
applicant also has the right to know who has had access to his or her resume.
This is an example of how you can fix this with Office 365:
The first step is the creation of a document library in SharePoint. Do not do this on OneDrive It is
connected to a person. The fictitious company is called, Peoplecentric and the SharePoint
environment is softlake.sharepoint.com
Create a folder with the name CV or resume, here are the
resumes stored in. Open this folder and assign the user rights
to the right employees. At preference “Can View"
This can be e.g. the employees of HR department. Do not add the employee (s) who will perform the
interview.

2. This is not a legal advice and any claim or liability is rejected.
You can then assign alerts:
The next step is to create a shared mailbox. The applicant must send the resume to a shared Inbox
and not to a personal Email. In This example I have created the shared mailbox CV@peoplecentric.nl
Adjust the "Automatic Replies" To allow the sender to receive an automatic response.
It can take about 5 to 10 minutes before the mailbox Active.

3. This is not a legal advice and any claim or liability is rejected.
We are now going to create the Flow so the resume email attachment is automatically saved in the
folder CV on the SharePoint.
Open the website Https://flow.microsoft.com and login with your Office 365 account. If this is not
possible, you must ask the administrator whether Flow can be enabled for you.
Click + Create From Blank
Click on Create From Blank
Give the Flow a name, e.g. CVFLOW
Click Office 365 Outlook
Chose the option “When a new email arrives in a shared
mailbox”
Mailbox Adress = cv@peoplecentric.nl
Has Attachments = Yes
Include Attachments =Yes
Click on + New Step

4. This is not a legal advice and any claim or liability is rejected.
Click on Add an action
Type "Create File" in the
searchbox”
Click On "SharePoint –
Create FIle"
Click the Dropdown Arrow
At * Site Address en Select
your SharePoint
environment. In This
example
Softlake.sharepoint.com

5. This is not a legal advice and any claim or liability is rejected.
Select at * Folder Path
"Shared Documents”
And then choose Resume.
That is the folder that was
previously created
In *File name, select the
field "Name"
Type in *File content in the
Content Search window and
click then See more

6. This is not a legal advice and any claim or liability is rejected.
Select Content
You can now add some extra items
such as email address sender and
receive date and time
You can then add a lot of actions. In this
example we keep simple and we save the
Flow
Click on Save Flow

7. This is not a legal advice and any claim or liability is rejected.
Click Update Flow.
Then wait a few minutes and create an email. Send an email from your Live.nl, Gmail or Apple mail to
CV@Peoplecentric.nl (Do not use this address but your own shared mailbox alias) With an
attachment.
Open your SharePoint folder and after 2 – 3 minutes the Resume pops-up
You can now also
create a Flow of what
is to be done next.
The applicant has now automatically received an email
We are going to share the resume of the candidate with the interviewer. We don’t add the resume to
the email or appointment, but we share it with a link.
Open a new appointment in the Outlook calendar and invite the interviewer. Make the appointment
"private" and add the link to the Resume Add

8. This is not a legal advice and any claim or liability is rejected.
Click on the CV folder and select the appropriate document.

9. This is not a legal advice and any claim or liability is rejected.
Select Share Link, the resume will remain on the SharePoint, and the link will be added to the
appointment.
Change the access rights to recipients “can view”
You can further automate the solution by using a few more Flows.