Candidate work samples can add useful evidence to a hiring process, but they also create a handover problem. A recruiter may receive a portfolio link, presentation, writing sample, design file, case study or technical exercise and then pass it to a hiring manager or client. If the file changes, the link expires, or nobody records which version was reviewed, the recruitment record can become unclear. A simple evidence-handover process keeps the candidate submission traceable without turning the file into unnecessary administration.
Record what the candidate actually supplied
Start with a clear description of the evidence received. Record the candidate, role, item type, date received and the source, such as an uploaded file or portfolio link. If several items arrive, list them separately rather than using a generic note such as “portfolio attached”. This gives the team a reliable starting point if questions arise later.
Keep version and replacement history visible
Candidates may send an updated CV-style portfolio, revised presentation or corrected work sample after the first submission. Do not silently replace the earlier item without noting the change. Mark which version is current and when it superseded the previous one. That helps the recruiter and hiring manager avoid reviewing different evidence while assuming they are discussing the same submission.
Separate receipt from review status
A work sample being present in the recruitment record does not mean it has been reviewed. Use a simple status such as received, sent for review, reviewed, feedback pending or superseded. This prevents the recruiter from assuming the hiring team has seen the evidence merely because it was forwarded.
Record who the evidence was shared with
When the work sample is passed to a hiring manager, panel member or client contact, record the handover. The aim is not to track every click. It is to make clear who was expected to review the material and when. That becomes especially useful when several stakeholders are involved or the vacancy changes hands between recruiters.
Protect access and candidate information
Use the recruitment firm's approved systems when sharing candidate material. Work samples can contain personal details, client names or other information that should not be copied into informal channels without a reason. If a link requires access permission, confirm that the intended reviewer can open it without broadening access unnecessarily.
Keep review comments connected to the right evidence
If a hiring manager comments on a work sample, link the feedback to the version that was actually reviewed. A short note such as “reviewed presentation v2 received 18 September” can prevent confusion if another version arrives later. This also helps the recruiter explain the basis for the next hiring decision accurately.
Do not treat the work sample as the whole decision
The handover record should show the evidence, not turn it into an unsupported score or conclusion. Hiring decisions may also depend on interviews, experience, role requirements and other factors. Keep the work-sample review as one traceable part of the recruitment process rather than allowing a single artefact to replace the wider decision record.
Close expired or inaccessible evidence visibly
Portfolio links can expire or access permissions can change. If evidence is no longer available, record that status instead of leaving a broken link looking current. Where appropriate, ask the candidate for a replacement through the firm's normal process and link the new item back to the same recruitment record.
Carry the evidence status through recruiter handovers
If ownership of the vacancy changes, include the work-sample status in the handover. The incoming recruiter should be able to see what was received, which version is current, who reviewed it and whether feedback is outstanding. That prevents duplicate requests to the candidate and reduces the chance that useful evidence gets lost between team members.
Keep the record simple enough to use consistently
Recruitment teams do not need a complex document-management system for every portfolio or exercise. They do need a consistent way to record what was received, which version matters, who reviewed it and what remains open. That makes candidate evidence easier to trust when the hiring process moves quickly or changes hands.