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 information.
Guide your teams through structured execution.
Automate routine tasks and actions.

To learn how to design a Blueprint, let's look at an example scenario. Zylker, Inc. is a software company that sells cloud applications. They hire candidates on a regular basis. Their Generic Candidate Pipeline process comprises the following stages:

Availability

Available for	Profile Permissions	Administrators and users with the Manage Workflow permission can access this feature.
	Modules	All modules
	Plans	Enterprise, People Plus, and Zoho One
	Editions	Staffing Agency and Corporate HR

Essentials of a Blueprint

A Blueprint is designed by arranging the stages of a process in a sequential manner. The primary building blocks of a Blueprint are States and Transitions.

With Blueprint, you can define:

Each stage in the process.
The users associated with each stage.
Actions performed before, during, and after each stage.
Criteria to validate the completion of a stage.

State

In a Blueprint, a State defines the stage a record is in at a specific time. States must be dragged and dropped in the Blueprint Editor to design the process flow.

For example, when designing a Blueprint for job openings, selecting Job Opening Status allows you to build processes using various status values as states.

Custom States

You can create custom states as and when you create blueprint processes. You can manage the newly added state from the Layout Editor in Setup > Customization > Modules.

Transition

A Transition connects two states and defines the conditions required for a record to move from one state to another.

Types of Transitions

There are three types of transitions in Zoho Recruit's Blueprint: System Transition, Custom Transition, and Global Transition.

System Transitions

System Transitions are predefined transitions present in your Blueprint Editor by default. The table below lists all the system transitions used in Zoho Recruit.

Transition Name	Associated Field	Associated Module	Action
Submit to the Client/Hiring Manager	Candidate Status	Candidates/ Applications	Submit Candidate(s)/Application(s) to Client(s)
Associate Job Openings	Candidate Status	Candidates/ Applications	Associate Job Opening(s) with Candidate(s)
Schedule Interview	Candidate Status	Candidates/ Applications	Schedule video/offline Interview(s)
Send Email	Any Field	Any Module	Send an email to any record from the selected Module.
Generate Offer Letter	Candidate Status	Candidates/ Applications	Generate Offer Letter(s) (Corporate HR Edition only)
Withdraw the offer	Candidate Status	Candidates/ Applications	Withdraw Offer Letter. (Corporate HR Edition only)
Edit and resend the offer	Candidate Status	Candidates/ Applications	Edit and Resend Offer (Corporate HR Edition only)
Associate Candidates	Job Opening Status	Job Openings	Associate Candidate(s) with Job Opening(s)

Custom Transitions

You can create Custom Transitions by defining the conditions for each stage. Unlike system transitions, the before and after sections will not be preconfigured. You will need to decide what happens before, during, and after the transition.

Before Transition

In the Before section of the transition, you can:

Specify users, roles, or groups who can view the transition.
Define criteria that dictate when the transition should be available.

If you have no such conditions, you can skip the criteria section. The transition will be visible on all records right away.

Note:

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

During Transition

The During section ensures transition owners complete necessary actions before moving to the next stage. These may include:

Mandating specific fields from the primary module
Providing checklists
Making notes, attachments, and tags mandatory
Displaying messages to transition owners

For example, while negotiating a candidate's salary, recruiters may be required to enter the percentage increase and attach the final offer letter.

After Transition

The After section automates actions upon completing a transition. Actions include:

Sending email notifications
Assigning tasks
Updating fields
Triggering webhooks and custom functions
Adding tags

For example, when an interview is scheduled, an email notification can be sent to the candidate and interviewer automatically.

Global Transitions

A Global Transition is a transition that can be executed from all states in a process. For example, a candidate can be associated with a job opening even after they are marked as Unqualified or Rejected by the client. A candidate may not be a good fit for a Java Developer, but you may still want to associate them with a different position.

Let's consider another scenario where you know a candidate who has been hired for one position was also associated with a different position. The candidate can easily be unassociated and rejected if the client wants.

To make this possible, you must make Reject a Global Transition by selecting the checkbox. Once you select it, you will see the transition from all states.

Zoho Recruit | Blueprint