Validation Rules | Zoho Recruit

Validation Rules In Zoho Recruit

Validation rules can improve the accuracy and consistency of the data in Zoho Recruit. These rules enforce specific requirements or restrictions on the data entered, such as filling out specific fields or entering data in a particular format.
Implementing validation rules ensures data consistency across the system, which enhances data quality and reliability. This reduces errors and inconsistencies, saving time and reducing the risk of mistakes.
Validation rules can also boost Zoho Recruit's efficiency by automating specific tasks or processes. For instance, the rules can assign tasks or send notifications automatically based on specific criteria, streamlining the recruitment process and increasing productivity.

Basics of Validation Rules 
  1. Validation rules in Zoho Recruit will allow you to define the accuracy and validity of the data that enters Recruit. That is, you will define the undesirable values for a field in a validation rule. If a field value entered for a record matches the criteria defined in the rule, Recruit will throw an alert and will not allow the record to be saved.
  2. While defining the validation rule you can choose whether to throw an alert when a specific condition is met or when the condition is not met.
  3. Example : You want years of experience to be 10. You can define a validation rule in two ways:
  4. Throw alert when condition is not met - User will be alerted whenever the condition is not met or the years of experience entered is less than 10.
  5. Throw alert when condition is met - User will be alerted whenever the years of experience entered meets the specified condition or is more than 10.
  6. The error message is customizable.
    Example :The "Phone Number" field must contain a 10-digit numeric value.

    This validation rule would ensure that the phone number field has a 10-digit number and reject any values that do not meet this criterion.

    Error to be displayed: "Phone number must be only 10 digits"

Create a validation rule

  1. Go to Setup > Customization > Modules.
  2. Select the module for which you want to create the validation rules.
  3. In the [Module] page, click the Validation Rules tab.
  4. Click New Validation Rule.
  5. In the Create Validation Rule Popup  window, perform the following actions:
    1. Choose the layout that the field you wish to validate, belongs to.

    2. Choose the field and define the primary condition to initiate the rule.
      For instance, if you want to validate the years of experience field to keep out numbers more than 10, your primary condition will be, "experience > 10".

  6. Click Next .
  7. In the Validation Rule Editor, specify the criteria for validation.
  8. Select an Execute rule from the drop-down list.
  9. In the  Validation Rule Editor,
    enter the alert message that should be thrown for records that meet the condition.

    Example:  Sorry! We are looking for people with less than 10 years of experience.
    Note that this error message will be displayed for all the records that meet the criteria. Which means, whenever the experience is more than 10, this error message will be displayed.
  10. Move your mouse over to the More icon and click Edit, when you have to create multiple conditions.
    For instance, you can limit the years of experience based on the region. You can define these additional conditions in the validation rule and customize the error messages as required.

  11. To Which records would you like to apply the rule on? select Choose based on specific conditions.
  12. Define each condition and specify the appropriate error message.
  13. Click Add another option to change the value of the primary field and configure different alert messages as required.
  14. Click Save.
  15. Now, depending on the validation rule, different error messages are displayed when the Region is chosen as the US and India.
Note
  1. If a primary field or a secondary field used in a validation rule gets updated via workflows, Blueprint, APIs, Import or Webforms, this field update takes precedence. Which means, the validation rule gets overwritten by the field update. As a consequence, Recruit will accept the value entered a result of the field update over the validation rule. Learn more about the consequences here.
  2. Following is the split up of number of conditions within a validation rule.
  3. 10 Parent Conditions per rule
  4. 5 Child Condition per parent condition
  5. 5 criteria per child condition
  6. Validation rules are layout-specific. This means, under a single module, say Leads, you can configure different validation rules on the same field for different layouts.
  7. Validation rules are executed in the order in which they have been created.
  8. Validation rules cannot be supported for Lookup, Multi-select lookup, Multi-picklist, Formula, Auto-number and Multi-line field types.
  9. When you create a validation rule as well as Blueprint validation for the same field, and if the two conditions are different, Blueprint overrides the validation rule.
    That is, as long as the field is within a process, the Blueprint validation is applicable. When a record has exited a process, the validation rule is effective.
  10. Validation rules are supported in the following areas:
  11. Create (Web version)
  12. Quick create (Web version)
  13. Edit (Web version)
  14. Quick edit (Ajax - Web version)
  15. Copy customization
  16. Sandbox
  17. If records generated via webforms meet the validation rule criteria, they will be submitted for manual approval of records
  18. For existing rules, if you want to specify whether the alert be thrown when the condition is met or not met, you can simply edit the rule and choose When criteria is not met or When criteria is met under Execute Rule.

Delete a validation rule

When you delete a validation rule, the rule as well as the alert message associated with it will be deleted. When you attempt to delete a field associated with a validation rule, you will be prompted to delete the rule first, after which you are free to delete the field.

To delete a validation rule
  1. Go to Setup > Customization > Modules.
  2. Select the module for which you want to delete the validation rules.
  3. In the [Module] page, click the Validation Rules tab.
  4. Point to the rule you wish to delete and click the Trash icon and confirm the action.

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