Zoho Recruit | Recruit Variables

Recruit Variables


Recruit Variables are pseudo-module fields that are used to store static and reusable information in your Zoho Recruit account.

A Recruit Variable can have a unique set of values and can be widely used as merge fields in Email templates, Mail merge templates, and Offer Letter templates. It can also be used as reusable authentication parameters in Custom Functions, Custom Links and Buttons, Webhooks, Related Lists, and APIs.

Availability  

Profile Permission Required: Users with Administrator profile can create, configure, and manage Recruit Variables.

Create Recruit Variable  

To create a Recruit Variable:

    1. Click  (the Settings icon) > Developer Space > Recruit Variables. 
    2. Click +Create your first recruit variable, and do the following:
    • Enter the variable name and description for easy identification.

    • Select the Variable Type from the drop-down list based on your requirements.

    • Now choose where your variable name should be grouped. You can also create a new group and have your Recruit variables under the respective group.
      You can create up to 10 groups per organization.

    3. Click Save.

Business Scenario  

Using Recruit Variable with custom functions  

Zoho Recruit Custom functions help you to update data in related Recruit modules or any third-party applications by executing easy to use program scripts. 

Consider the following scenario,

Create a project in any 3rd-party project management software when the job opening is opened in Recruit. Additionally, view the project link under the Job Opening to monitor the progress of the project.

While configuring the above custom function in Zoho Recruit, you need to add parameters such as API Key or Auth Token, so that you can communicate with the project management app. You can create Auth Token as your Recruit variable, which can be reused every time the custom function is triggered. This ensures better data integrity and re-usability.

Follow the steps below to create a Recruit Variable and associate it to a custom function:

Step 1: Create a Recruit Variable as Auth Token

Step 2: Create a custom function in Zoho Recruit that automatically creates a project in Zoho Recruit whenever a potential is closed won.

It is not necessary for you to edit the custom function configuration every time when the value of Auth-token is changed. You can directly change the value of your Recruit variable and it will be automatically associated to your custom function. So whenever the function is triggered, the Recruit variable will be used and the respective action will be accomplished automatically.

Similarly, the same Recruit variable can be reused in webhooks, custom buttons, related lists, etc.

Using Recruit Variable with Email Templates  

Zoho Recruit allows creating custom email templates for sending emails to the customers (Candidates and Contacts). While creating an email template in Zoho Recruit, you need to add merge fields and copy paste these fields in your editor. Now, the newly created Recruit variables will also be listed under the merge fields and you can use them whenever required.

For example, use Recruit variables to include company specific details such as SIC code in your email template and send it to your customers. Just create a Recruit variable as SIC code and whenever you need to include the merge field in your email template, you can use it organization wide and send email to respective users.

Edit Recruit Variable  

You can edit the existing Recruit variables whenever required. Only the Administrator of the Zoho Recruit account can edit the variables.

To edit a Recruit Variable:

    1. Click  (the Settings icon) > Developer Space > Recruit Variables.
    2. Select the required variable from the list and click the Edit icon.
    3. Edit and update the changes as per your requirements and click Save.

You can also bulk edit the existing Recruit variables that are categorized in different groups
To bulk edit a Recruit Variable:

    1. Click  (the Settings icon) > Developer Space > Recruit Variables.
    2. Select the required variable group from the list and click the EditRecruit Variable Values.
    3. Edit and update the changes as per your requirements and click Save.

Delete Recruit Variable  

Zoho Recruit Administrator can delete the Recruit Variable anytime.

To delete a Recruit Variable:

    1. Click  (the Settings icon) > Developer Space > Recruit Variables.
    2. The list of Recruit variables created will be listed in the page. Choose the required Recruit Variable that you want to delete and click the Delete icon.
Notes  
  • Users with Administrator profile can create and manage Recruit Variables.

  • Each organization can create only up to10 groups.

  • Maximum of 25 variables can be created for each group. Therefore, you are allowed to create 275 variables per organization.


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