Setup & Usage | CRM Integration

Setup and Usage | CRM Integration

Zoho Recruit's integration with Zoho CRM allows seamless transfer of data between both services, enabling staffing agencies to optimize client relationships. This article will detail how you can enable, configure and utilize our CRM integration.

Availability

Available for
Profile Permissions
Only Administrators can enable this feature
Modules
Candidates, Job Openings, Contacts & Clients
Plans
Enterprise and Zoho One (Staffing Agency)
Editions

Things to know

Before you integrate your Recruit and CRM accounts, please read through the information given below.
  1. The integration can be enabled only if you are the Super Admin for both the Recruit and CRM accounts. In Recruit, this is indicated by a star symbol near your user profile in Setup > Users & Control > Users.
  2. The integration can be enabled only from Recruit.
  3. In both 1-way and 2-way sync, deleting records in Recruit or CRM will not be synced
    to the other account.

Enabling the CRM integration

  1. In your Zoho Recruit account, go to Setup > Marketplace > Zoho > Zoho CRM and click Setup Now.

  2. Enable the toggle near Zoho CRM Integration and configure the following options:

    1. Sync Type
      Zoho Recruit offer two types of sync with your CRM account, namely:

      1. 1-way Sync
        Your CRM account will serve as the primary database, and any changes made there will be synced with Zoho Recruit.

      2. 2-way Sync
        Your data will be kept in-sync between Zoho CRM and Zoho Recruit, and any changes made in either account will be synced with the other.


    2. Sync Org
      This option will list every CRM organization to which you have been added as a user. Choose which CRM organization you wish to sync with Recruit.

    3. Skip empty fields during sync
      By default, if a field is filled in Recruit and the mapped field in CRM is empty, the field in Recruit will be made empty as CRM is the primary database. Enabling this option stops this from happening.

  3. Click Next when you're done configuring the above-listed options.

Mapping Recruit modules & fields with CRM

Once you've configured options such as sync type, sync org, etc., you will need to map modules/fields between Recruit and CRM
  1. In the Sync Zoho CRM data to Zoho Recruit section, choose which Recruit modules should be mapped with modules in CRM. Keep in mind that GDPR consent data from CRM cannot be synced to Recruit. You will need to request for it separately.

  2. Upon mapping a module, you will need to map Recruit fields with CRM.

    1. For 1-way Sync:

      1. Select a Custom View
        Select a custom view of the selected CRM module from which records will be synced to Recruit
      2. Map Fields
        Specify which Recruit module field corresponds to which CRM module field.
      3. Duplicate Record Handling
        Specify if you wish to Skip or Overwrite duplicate records while syncing CRM records to Recruit. Duplicate records will be detected based on the unique field(s) configured for the module.

    2. For 2-way Sync:

      1. Select a Custom View
        Select a custom view from both the CRM and Recruit modules as the sync can happen from either side.
      2. Map Fields
        Specify which Recruit module field corresponds to which CRM module field.

  3. Click Save. Your configuration will then be saved and can be edited by repeating the previous steps.
  4. After you have mapped all Recruit modules with CRM, you can initiate the sync by clicking Start Sync.

  5. There will be an initial bulk fetch where records are synced between Recruit & CRM based on your selected Sync Type (1-way or 2-way).

  6. You will be notified via email when the sync has been completed.

  7. After the initial bulk fetch, every time you add/edit a record your changes will be synced instantly.
Notes
Note: 
  1. While importing Deals and Contacts from Zoho CRM, if any associated Accounts are not found in Recruit, then they will be created automatically.
  2. In 2-way sync, if a certain field is mapped sometime after the sync is initially enabled, said field will be overwritten with data from Zoho CRM.
  3. When Deals/Leads are synced from Zoho CRM as Job Openings/Candidates in Zoho Recruit, their status will be updated automatically. However, when they are updated post sync, their status will not change.
  4. Users can view the CRM notes for synced records using the View CRM Notes option in the Notes section of the record in Recruit.
  5. Users can view CRM activities for synced records using the View CRM Activities option in the To-dos
    section of the record in Recruit.

Sync Report & Import History

When records are synced between Recruit and CRM, they are logged in the Sync Report. To view this report, go to Setup > Marketplace > Zoho > Zoho CRM and click CRM Sync Reports.



You will then see a report of all synced records, which can be filtered based on Date-Time of sync, Record Source, Module & Sync Status. You can also export this report as a CSV, PDF or XLS file. The exported sync report will only list the latest 2000 records.


Additionally, synced records are also logged under Setup > Data Administration > Data Migration > Import History
for you to view. The number of records that were added, updated and skipped are indicated for each file sync/import.

Notes
Important Note:
Listed below are features and functions in Recruit and how they will interact with the CRM integration.
  1. Workflow Rules: Will work for individual sync. Records added/updated during the initial bulk fetch will be skipped.
  2. Blueprint: Will work for individual sync. Records added/updated during the initial bulk fetch will be skipped.
  3. Custom Functions: Works only via Workflow Rules & Blueprint.
  4. Convert to Contact: When a candidate is converted to a contact in Recruit, it will be synced both as a Lead and Contact in CRM.

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