Zoho Recruit | PII and Encryption

PII & Encryption

Zoho Recruit provides the means to protect sensitive and confidential user data via encryption. Encryption is the process of encoding information and making the information accessible only by the authorized parties. The encryption process converts plain (or readable) text into cipher (or non-readable) text, which can only be read when decrypted by an authorized user.

In Zoho Recruit, a custom field can be encrypted only after it is defined as PII (Personally Identifiable Information). PII is any data that could potentially identify a specific individual.

Setting up data encryption

Data encryption is a way to safeguard the information you store in your Recruit. Only the Data from custom fields can be encrypted. Say, for instance, you need to store confidential information like credit card details, backup phone numbers, etc., you can include those fields in the user layout as custom fields. Data encryption is done when a custom field is created or edited.
All modules support PII but only the Candidates, Clients, Contacts, Interviews, and any custom modules support encryption.
To encrypt/decrypt custom fields;
  1. Go to Setup > Customization > Modules and Fields > [Module].
    [Module] - Candidates, Clients, Contacts, Interviews, or any custom module.
  2. In the module layout editor, go to the field you wish to encrypt, click the Settings icon and select Edit Properties.
  3. In the Field Properties popup, select the Mark as PII Field checkbox.
  4. Select the Encrypt Field checkbox.
  5. Click Done and save the layout.

Feature Specifications:

Field and Module-based specifications

  1. Only Custom fields (new and existing) can be encrypted. Unique fields can also be encrypted, as long as they are custom/user-generated.
  2. The field types which support encryption are Single Line, Email, Phone, and Number.
  3. Only the Candidates, Clients, Contacts, Interviews, and any Custom Modules support encryption.
  4. Encryption can be disabled for a field at any time.
  5. Encrypted fields can be used as inputs in Formula fields.

Handling encrypted data

  1. Find & Merge and Deduplication are supported for encrypted fields.
  2. Any data imported to encrypted fields will be encrypted by default and exported data are decrypted.
  3. Encrypted fields can be included in Web forms.
  4. Encrypted field can be displayed in Reports as a column, but cannot be used in Criteria and Columns to Total.
  5. Encrypted fields can be used as inputs in custom functions, and as merge fields in templates.
  6. APIs are supported for encrypted data.
  7. Encrypted fields can be used in integrations as well. Using the information in an integration is entirely at the user's risk.

Limitations and Trade-offs

  1. In the global search, you can search only by using the exact words. For instance, if the encrypted data is "Joseph Wells," you will have to search using the exact words "Joseph Wells" and not "Joseph" or "Wells".
  2. Encrypted fields cannot be used in Advanced Filters.
  3. Encrypted fields cannot be found using Search by Criteria.
  4. Encrypted fields are not visible in the Sort option.
  5. Encrypted information is only stored in the Recruit.zoho.com domain. Use encrypted information in other domains or third-party services at your own discretion.
  6. In the Forecasts module, encrypted fields cannot be used as Target Fields.

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