Zoho Recruit | Create Blueprint

Create Blueprint

Zoho Recruit's Blueprint allows you to design a structured, automated hiring workflow by defining each stage of the recruitment process. This article will walk you through creating a Blueprint, defining the process flow, and configuring transitions effectively.

Create a New Blueprint  

  1. Navigate to Setup > Automation > Blueprint.

  2. Click Create Blueprint.

Step 1: Enter Basic Information  

  1. Select the module where you want to apply the Blueprint (e.g., Candidates, Contacts, or Custom Modules).

  2. Choose a field whose values will serve as States in your Blueprint (e.g., Contacted, Qualified, etc.).

  3. Define criteria to specify which records should follow this Blueprint. If no criteria are set, the Blueprint applies to all records.

  4. Click Next to proceed with designing the process flow.

Step 2: Define the Process Flow in the Blueprint Editor  

  1. Drag and drop States to define different stages of the process.

  2. Use Transitions to connect states, determining how a record moves from one stage to another.

Let’s consider Zylker Inc., a staffing agency that processes job applications systematically. Their hiring workflow involves the following states:

  • New – When a candidate applies for a job, their application is received.

  • Waiting-for-evaluation – The recruiter reviews the application and assesses the candidate's qualifications.

  • Contacted – The recruiter reaches out to the candidate for an initial discussion.

  • Unqualified – If the candidate does not meet the job criteria, they are marked as unqualified.

  • Qualified – If the candidate meets the requirements, they proceed to the next stage of the hiring process.

Step 3: Configure Transition Settings  

Transitions define how a record moves from one state to another in your Blueprint. In Zoho Recruit, there are three types of transitions:

 

System Transition

System Transitions are predefined transitions available in your Blueprint Editor. These cover common recruitment actions such as submitting a candidate to a client, scheduling interviews, and generating offer letters.  Learn more

Custom Transition

Each Custom transition has three phases:

Before Transition

  • Define who can perform the transition (specific users, roles, or groups).

  • Set criteria to control when the transition appears.

  • If Mandate Interview decision is checked, the transition will only be visible after all scheduled interviews are completed.

IdeaExample: The transition Schedule Interview should only be visible when a recruiter has completed the screening stage.

During Transition  

During this stage, you can require specific actions before the transition completes:

Mandate Notes  

Ensure recruiters provide additional context before moving forward.

Mandate Tags  

Tag candidates with keywords like Strong Candidate or Needs Improvement.

Mandate Attachments  

Require necessary documents, such as resumes or interview feedback forms.

Add Fields and Validate Them  

  • Specify mandatory fields like Expected Salary or Availability Date.

  • Ensure fields meet validation criteria (e.g: a salary field cannot be empty).

Include Checklists  

  • Define to-do lists for recruiters (eg: Verify references or Check for duplicate applications).

Add Associated Items  

  • Link records, such as associating a candidate with multiple job openings.

Add a Message to Transition Owners  

  • Display instructions or alerts when performing a transition.

Example: Ensure the candidate has confirmed interview availability before proceeding.

After Transition  

  • Configure email notifications (e.g: notify a candidate when they move to Interview Scheduled).

  • Assign tasks to users (e.g: Follow up with the candidate after the interview).

  • Update fields automatically (e.g: Candidate Status changes to Interview Scheduled).

  • Trigger webhooks or custom functions for integrations.

  • Add tags for quick classification.

Global Transition  

A Global Transition allows a record to move to a specific state from any stage in the process. Instead of defining separate transitions for each state, you can create a single transition that applies universally.

When configuring a Global Transition, you have the flexibility to:

  • Apply it to all states in the Blueprint, ensuring the transition is always available.

  • Select specific states where the transition should be accessible, allowing more control over the process flow.

Idea

Example:  

A recruiter may need to Reject a Candidate at any point, regardless of whether they are at the Screening or Interview Scheduled stage. Marking Reject as a Global Transition ensures recruiters can perform this action anytime.

Configure SLAs for States  

To ensure timely execution of transitions, SLAs (Service Level Agreements) can be configured for states.

With SLAs you can,

  • Set Time Limits for each state (e.g: A candidate should not remain in the Screening stage for more than 48 hours).

  • Define Escalation Actions (e.g: If an interview is not scheduled within 24 hours, notify the hiring manager).

To configure an SLA:  

  1. Open the Blueprint Editor and select the state where you want to apply an SLA.

  2. Set the maximum time limit a record can remain in that state.

  3. Configure an escalation alert to notify users before or after the time limit is reached.

  4. Specify who should be notified when the SLA time limit is exceeded.


Idea

Example:  

Zylker sets an SLA where candidates in Interview Scheduled must have feedback entered within 24 hours. If feedback is missing, an automated reminder is sent.

Blueprints in Zoho Recruit help structure hiring workflows, enforce consistency, and automate routine tasks. By defining States, configuring Transitions, and using Global Transitions and SLAs effectively, recruiters can streamline the hiring process efficiently.

Reorder Blueprints

When multiple Blueprints exist for the same module, and a candidate record qualifies for more than one at the same time, the order of execution determines which Blueprint is applied first. This is where the Reorder Blueprint option comes into play.

To reorder Blueprints:  

  1. Navigate to Setup > Automation > Blueprints.

  2. Select the relevant module.

  3. Click Reorder Blueprint.

  4. Drag and arrange the Blueprints in the desired sequence—the one listed at the top gets executed first.

This ensures that the most relevant Blueprint is applied based on your workflow priorities.

      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsEnterpriseOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceAccessible Forms
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit
                              Intake FormsLegalMobile App
                              Form DesignerHRMobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic Forms
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsEncrypted Forms

                              Secure Forms

                              WCAG

                                      Create. Review. Publish.

                                      Write, edit, collaborate on, and publish documents to different content management platforms.

                                      Get Started Now






                                                        You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                            Manage your brands on social media

                                                              Use cases

                                                              Make the most of Zoho Desk with the use cases.

                                                               
                                                                

                                                              eBooks

                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho Desk.

                                                               
                                                                

                                                              Videos

                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho Desk.

                                                               
                                                                

                                                              Webinar

                                                              Sign up for our webinars and learn the Zoho Desk basics, from customization to automation and more

                                                               
                                                                
                                                              • Desk Community Learning Series


                                                              • Meetups


                                                              • Ask the Experts


                                                              • Kbase


                                                              • Resources


                                                              • Glossary


                                                              • Desk Marketplace


                                                              • MVP Corner

                                                                Zoho Sheet Resources

                                                                 

                                                                    Zoho Forms Resources


                                                                      Secure your business
                                                                      communication with Zoho Mail


                                                                      Mail on the move with
                                                                      Zoho Mail mobile application

                                                                        Stay on top of your schedule
                                                                        at all times


                                                                        Carry your calendar with you
                                                                        Anytime, anywhere




                                                                              Zoho Sign Resources

                                                                                Sign, Paperless!

                                                                                Sign and send business documents on the go!

                                                                                Get Started Now




                                                                                        Zoho TeamInbox Resources





                                                                                                  Zoho DataPrep Demo

                                                                                                  Get a personalized demo or POC

                                                                                                  REGISTER NOW


                                                                                                    Design. Discuss. Deliver.

                                                                                                    Create visually engaging stories with Zoho Show.

                                                                                                    Get Started Now









                                                                                                                        • Related Articles

                                                                                                                        • Blueprint- Overview

                                                                                                                          Zoho Recruit's Blueprint is an online replica of your offline recruitment process, designed to help you execute the recruitment process in a well-defined, systematic manner with no loopholes. Define each stage in a process and validate essential ...
                                                                                                                        • Execute Blueprint

                                                                                                                          When records meet the entry criteria of a particular process, they will become active records in the process. The Details page of the record displays the current state of the record and the transitions available for that state. To execute a ...
                                                                                                                        • Blueprint Glossary

                                                                                                                          State Each stage in your recruitment process is a state. They will be the values of a picklist field. Drag and drop a state to begin drawing your Blueprint. Example states: Picklist Values of the Deal Stage field. Contact Qualify/Unqualify Associate ...
                                                                                                                        • Automation- Overview

                                                                                                                          Automation enables organizations to stay in constant contact with potential hires all through the recruitment process. For example, a recruiter may be required to assign an interview to various Candidates based on certain criteria. Also, you may need ...
                                                                                                                        • Saving a Blueprint as a Draft

                                                                                                                          It so happens that sometimes you are not ready to deploy your final Blueprint yet, and you need to put some more thought into the process flow. When you publish a Blueprint, you will begin having records entering it - so it's not a good idea to ...
                                                                                                                          Wherever you are is as good as
                                                                                                                          your workplace

                                                                                                                            Resources

                                                                                                                            Videos

                                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                            eBooks

                                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                            Webinars

                                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                            CRM Tips

                                                                                                                            Make the most of Zoho CRM with these useful tips.



                                                                                                                              Zoho Show Resources