Map fields from Lookup Module | Zoho Recruit

Mapping Fields from Lookup Module

Mapping Fields from Lookup Module in Zoho Recruit allows you to display additional details from a related module when using lookup fields. This enhances data visibility and provides more context within a single module view.

What are Lookup Fields?

Lookup fields facilitate linking records between different modules in Zoho Recruit. For instance, in the Candidates module, a lookup field named "Job Title" can associate a candidate with a specific job opening from the Job Openings module. Conversely, the Job Openings module can list candidates linked to each job opening through its related list.

While a Job Title lookup field displays the names of job openings a candidate has applied for, there may be instances where users need to view more details, such as job location, type, hiring manager, and other relevant information. This is where Mapping Fields from the Lookup Module comes into play.

How it Works?

Mapping Fields from Lookup Module in Zoho Recruit allows you to incorporate additional fields from related (lookup) modules into your primary module's layout. By mapping specific fields from a lookup module, you can enrich your data visibility and provide more contextual information within a single view. This powerful functionality streamlines your workflow by eliminating the need to navigate between multiple modules, ultimately enhancing productivity and data accessibility.

When you add a lookup field to a module's layout, you can choose to map additional fields from the related (lookup) module. These mapped fields will then display relevant information from the lookup record within the primary module.

Use Case

Certification Management:

Let's consider a custom module named "Certificates" that stores certification documents shared by candidates. By adding a lookup field for Certificates in the Candidates module, you can:
  1. Select a certificate when adding a new candidate record.
  2. View the list of candidates who hold a particular certification in the Certificates module's related list.
While the Certificates lookup field displays the certificate names, you can use the "Mapping Fields from Lookup Module" option to view additional details like Certification Date, Expiry Date, Course Name, Issuer, and more.
Availability
Edition Required: This feature is available for both the Corporate HR and the Staffing Agency editions.
Plan Required:  This feature is accessible within the Enterprise plans of both the Corporate HR and Staffing Agency editions.
Profile Permission Required: All Profile users can access this feature.

Mapping Fields from Lookup Module

To utilize mapping fields from the lookup module, follow these steps:
  1. Identify and select the fields: Based on your business requirements, identify and select specific fields from the lookup module that need to be added. For example, job location, job type, hiring manager, etc.
  2. Choose the method to relate the fields: Once you've identified and selected the fields from the lookup module to associate, decide whether to map them with existing fields in the primary module, such as job type, or add them as new fields, like job location or hiring manager.
Note
While mapping fields, only similar field types will be listed for selection. Similarly, and adding new fields, fields with similar data types will be created. You will have the option of similar field types when it comes to mapping the fields. However, there are certain exceptions like Picklist, Multi-Select, Auto-Number, Lookup, Formula, etc.

Lookup module fields (parent module)
Field type newly created or fields listed for mapping
Picklist
Single line
Multi-select
Multi-line (small)
Auto-number
Single-line
Lookup
Lookup or single line
Formula
Field type will be decided based on the return type of the formula field
To add mapping fields from the lookup module, follow these steps:
  1. Log into your Zoho Recruit account with Admin privileges.
  2. Navigate to Setup > Customization > Modules.
  3. Select the module and click Layout to open the layout editor.
  4. Drag and drop the lookup field into the module layout.
  5. Click the Settings icon next to the lookup field and select Map Field(s).
  6. Click Add Fields and choose the fields you want to map from the Lookup Module.
  7. Choose a field from the Lookup Module and select either Add as new field or Map with existing Fields.
    1. If you choose Add as new field, enter the field name.
    2. If you choose to Map with existing fields, choose the field to which you want to map.
  8. Click Add Fields to include more fields; you can add up to 5 fields and click Save.
  9. The added field(s) will be displayed in the Mapped Fields from Lookup Module page. The relationship type will show if the field is added or mapped.
  10. Click Save Layout, and the module layout will be updated successfully.
  11. Once the mapping is complete, the mapped fields will automatically populate with data from the Lookup Module.

Points to Remember
  1. Lookup Field Visibility: During find and merge operations, only lookup fields will be displayed, not the mapped fields from the lookup module.
  2. Data Mapping: Values will be populated in mapped fields that have both read and write permissions based on the lookup value in the master record.
  3. Data Population: Mapped field values are populated based on the lookup record. During candidate conversions, if the mapped field is empty, the value from the lookup record will be used.
  4. Updating Records: Mapped field values are updated only when the lookup field record is updated, not when the related field in the parent module is updated.
  5. One-way Sync: Changes in the parent field don't update the mapped field, and vice versa. Two-way sync is not possible.
  6. Field Limitations: Mapped fields cannot be marked as "Unique," and their character limit is determined by the parent field. System-defined fields cannot be mapped. Mapped fields from lookup modules cannot be updated through field update actions like workflows, blueprints, or Macros.

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