Assignment rules help you automatically assign records to users in Zoho Recruit. You can automatically assign the records to an owner based on organization-wide record distribution rules or a round-robin process.

Availability

Permission Required: Users with the Manage [Module] Assignment Rules permission can access this feature.

Record Assignment Workflow

• Create an assignment rule and associate rule entries with the rule
• Select the required assignment rule in the candidate or contact import tool or web form
• While importing records, the record is first evaluated based on the assignment rule criteria and then assigned to a Zoho Recruit user.

Limitations

• You can associate up to 25 criteria in each rule entry.
• Even if you set multiple rules, users can only select one rule at a time.
• Assignment rules can be used for the records generated through the import tool and web-to-form only.
• You cannot assign clients or contacts to users if you are creating them manually.

To set up an assignment rule:

1. Go to Setup > Automation > Assignment Rules.
2. In the Assignment Rule page, select a Module from the dropdown list and click Create Rule.
3. In the New Rule page, enter the Rule Name.
4. Click Save.
   
5. In the [Module] Assignment Rule page, click Create Rule Entry.
6. In the Rule Entry page, fill out the following:
   
   • Criteria: Enter the criteria for the rule entry.
   • Record Owner: Choose one of the options to assign the record to an owner.
     
     • Assign To: Select the user who should be assigned as the owner of the records.
     • Assign to users in round robin: Select Users, Roles or Groups from the dropdown list. Records will be assigned to the selected users in order.
       
   • Workflow Task: Select the workflow task to be assigned.
7. Click Save.

Examples of the Distribution Logic

One record per round is assigned to each user. When records are imported or generated through web forms, they are assigned to the users in the order they are listed. The following options are available to select a list of users:

1. Users: Select the users to assign the records to. You can rearrange the order the users are listed in.
2. Role: Choose a role. The users with the selected role will be listed. The order the users are listed is based on the date they were added. The most recently added users will be listed first. 
3. Group: Choose a group. The users in the selected group will be listed. The order the users are listed is based on the date they were added. The most recently added users will be listed first.

The users are listed in the following order in the Rule Entry:

1. Patricia Boyle
2. Fathima Yilmaz
3. James Watsonhale

The system will distribute records to users in the following order:

• Patricia Boyle - Record 1
• Fathima Yilmaz - Record 2
• James Watsonhale - Record 3
• Patricia Boyle - Record 4
• Fathima Yilmaz - Record 5
• James Watsonhale - Record 6, and so on.