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.
  

Example: 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.

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.

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.