Working with Kanban View | Zoho Recruit

Working with Kanban View

Kanban view is a card-based view that displays the data in an organized manner for better comprehension. For example, you can organize the candidates based on their status or categorize your hiring depending on different stages. This sort of information gives better insights about the potential bottlenecks in your processes and lets you fix them effectively.

Below is an instance, where the candidates are listed down based on their current state along with their expected salary. The information is displayed in two ways: List View and Kanban View.


In comparison to List View, where all the records are listed one after the other, a Kanban view segregates your data based upon the candidate status giving a clearer picture. You can also view the aggregate currency fields for candidates under each status. You can create such kanban views for all modules except To-dos.
Note:
If you have created a Kanban View for the Candidates module, then while tracking the Associated Candidates for a certain job opening, Kanban View will be selected by default. The same applies for the Job Openings module and the Associated Job Openings page.



From here, you will be able to perform actions such as Change Status (), Unassociate (), Mark as hot (), Quick view (), Custom Buttons and much more. 

Kanban View Types

There are two types of Kanban views in Zoho Recruit: Pre-defined and Customizable.

Pre-defined

Pre-defined kanban views are available for the To-dos module and can be viewed by users in all the editions. Below is the view for the To-dos module that has tasks and activities categorized based on Placed Candidates, Departments/Job Openings, Prospective Candidates and Others.


Customizable

You can create a customized Kanban view for any module. To create a kanban view you have to enter the following details:


  1. Kanban View Name - Enter a name for the kanban view.
  2. Categorize by - Select the picklist field based on which you want to segregate records. (Example: Candidate Status)
  3. Aggregate by - Select the currency field to be aggregated for each column. A summed up value for each column will be displayed. (Example: Expected Salary)
  4. Header style - Choose a color scheme for columns in your Kanban View.
  5. Select Fields - Select the fields you want to display for records in the Kanban View.
Below is a kanban view for the Candidates module, here the records are arranged into columns and each candidate displays a few related information. The records in the module have been categorized based on the Candidate Status picklist field. Further, you can view the fields like, Current Employer, Email and Expected Salary of each candidate. The Expected Salary of candidates is aggregated and is displayed at the top of the each column.


Availability

Permission Required: Users with the Module Customization permission can access this feature.

Create a Kanban View

Creating a kanban view will give you precise information about all the records at one click. You can create a kanban view for all the modules except To-dos.

To create kanban view for a module;
  1. Navigate to the Module for which you wish to create a Kanban View.
  2. Click the Kanban View icon.

  3. In the Kanban View Settings pop-up, fill the following details:

    1. Kanban View Name
    2. Categorized By
    3. Aggregate By
    4. Header Style
  4. Select which fields you wish to display for each record in the Kanban View.
  5. Click Save.
Important Note:
  1. Kanban Views cannot have more than 25 columns.
  2. You can not select pick list fields with more than 75 options 

Edit Kanban Settings

After you create kanban view for a module, you can either add or delete the information based on your requirement.

To edit the kanban settings;
  1. In the Modules page, click Kanban View Settings icon.

  2. In the pop-up, edit the details and click Save.

Working with Kanban View

In addition to viewing the record details in an organized manner you can perform several other operations from the kanban view. Let us take a look at each of them:

Drag and Drop

You can drag and drop a record from one column to another based on the requirement. For instance, you have just added a candidate with the "New" status and need to be verify the candidate's profile before your start evaluating them.

So, instead of editing the record and changing the status manually, you can simply drag and drop the record to the desired column to automatically change their status. This will trigger any configurations (or) actions you've created based on the candidate's status, i.e., if you move the candidate to the Interview-Scheduled column, the Schedule Interview pop-up will be displayed.


Mass Operations

You can highlight multiple records and perform actions such as sending emails, submitting candidates, adding tags, and more directly from the module's Kanban View page using their respective icons.



Refer the following list to understand what action each icon performs.

Send Email

This action allows users to compose and send emails to one or more records directly from the Kanban View interface, streamlining communication and keeping all correspondence organized within the system.


Associate Job Opening

This action involves associating, i.e., linking candidate profiles to specific job openings in your Zoho Recruit account, helping you to efficiently manage and track candidate applications for each role.


Submit to Hiring Manager (or) Client

This action involves submitting candidate profiles to clients for consideration or review, facilitating collaboration between recruiters and clients during the hiring process.


More

Other than the three main actions provided as icons, the More icon contains a list of general actions you can perform on records. The screenshot attached below shows the options for the Candidates module.


Locked Records

If a record is locked, you will see the Lock icon on it.



Records may be locked for the following reasons;
  1. If they are involved in a Blueprint process
  2. If they are involved in an Approval process
  3. If they are in a closed status (Closed, Rejected, Hired, etc.)

Sort Records

You can use the sort function to reorder records within the Kanban View based on fields such as expected salary, first and last name, candidate owner and so on.

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