What are Lookup Fields?

How it Works?

Use Case

Certification Management:

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.
   

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

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

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.