Submissions sub-module | Zoho Recruit

Submissions sub-module

Screening and evaluating candidates is a vital part of every hiring process. Once a candidate is screened, their profile is sent to the client-contact (for Staffing Agencies). Keeping track of the submissions you make is critical as it may disorganize your talent pipeline.

Availability

Profile Permissions Required

Tool Permissions (Admins only)
  1. Mass Transfer Submissions
  2. Mass Delete Submissions
  3. Export Submissions
Edition Required:  Available for all subscription plans of Zoho Recruit's Staffing Agency edition.

How does the Submissions sub-module work?

To provide you with an eagle-eye-view of all your candidate submissions, Zoho Recruit has a built-in sub-module called Submissions. Every submission you make is stored as a unique record in this sub-module. You can add these records to custom views and perform mass actions on them.


Standard Fields

Field Name
Data Type
Description
Additional Details
Submission Name
Text Field - String
The submission name is a combination of the Candidate and associated Job Opening.
Eg: {Candidate Name} for {Job Opening Name}
Submission Id
Auto Number
The unique ID of the submission record.
 
Candidate Name
Candidate LookUp Field
The name of the Submitted candidate.
 
Posting Title
Job Opening LookUp Field
The name of the associated job opening.
 
Client Name
Client LookUp Field
The name of the Submitted client.
 
Status
Pick List \ Combo Field - String
This field depicts the status of the submission.
Possible Values:
Submitted to Client, Approved by Client, Rejected by Client,
Medium
Pick List \ Combo Field - String
This field depicts how the submission was made.
Possible Values:
Email (or) Share
Submitted To
Multi-Select Lookup
The contact associated with the submission.
 
Submitted On
DateTime
The date & time when the candidate submission was made.
 
Submitted By
User Field. This field is only displayed on the View page.
The user who submitted the candidate.
 
Description
Large Text Area
The comments added while sharing the candidate with a client.
 
Rating
Double / Decimal field
The rating given by the client during review
Default Value: 0.0
Reviewed By
Contact /User LookUp Field
The contact who reviewed your submission.
 
Reviewer Comments
Large Text Area
The comments added by the client during review
 
Submission Owner
User Field. This field is only displayed on the View page.
The owner of the submission record.
 
Modified By
User Field. This field is only displayed on the View page.
The user who performed the most recent action on the submission record.
 
Modified On
DateTime
The date & time the submission.
 

How submission records are created

The purpose of the submissions sub-module is to track instances where you forward candidate profiles to your clients. In Zoho Recruit, submission records are created when one of the following actions are performed;
  1. Submit to Client
  2. Share Candidate


Email

The Email uses the Submit to Client (or) Submit to Hiring Manager email template and sends the submitted candidate profiles as email attachments. Keep in mind that the review process for candidate submissions is different for the Staffing Agency and Corporate HR editions.
  1. Staffing Agency edition: Say you submit a candidate to a client-contact using the Email option. You can either proceed by just sending the candidates' resumes as attachments or attach a link to the Candidate Review Form, using which client-contacts can view the submitted candidates' details and approve/reject them with comments.
  2. Corporate HR edition: When you submit a candidate to a hiring manager using the Email option, along with the email, they will simultaneously receive a notification within Zoho Recruit with a link to the associated submission record. By clicking the Review Submissions button, hiring managers can add a rating and enter any remarks they have in the comments section. The remarks provided by the hiring manager will then be added as a note to the related candidate and job opening.

Share

When you choose the Share option, the selected candidates will be shared to the contact's client portal account. While sharing the candidate, you will have the option to include additional remarks in the Comments section. The remarks you provide here will be saved in the Description field of the submission record.

Important Note:
  1. Once a submission record is created, it cannot be modified. If you wish to update a submission record, you will have to delete the record and submit the candidate again.
  2. Submission records will automatically be deleted if;
    1. The associated candidate and client records are deleted.
    2. The associated contact is converted into a candidate or vice-versa.
  3. Every submission record's name is generated in the following syntax: {Candidate Name} for {Posting Title} . The submission name does not change even if the associated candidate/job opening is renamed.
  4. Whenever a submission is deleted, the associated Candidate Review Form  will become inaccessible and the Candidate will be removed from the Client Portal .

How do I track my candidate submissions?

In Zoho Recruit, every candidate submission has multiple records associated with it, namely, the candidate, client, job opening, and application records. Therefore, we've made it so that you can track candidate submissions from multiple places.
  1. From the Submissions sub-module list view page.
  2. From the Related List section of the associated Job Opening, Application, Candidate, and Client records.

Submissions sub-module

To access the submissions sub-module,

Just hover over the Candidates module and click Submissions. You will then be taken to the Submissions sub-module List View page.

List View Page



When you access the submissions sub-module, you will be taken to the List View page. As the name suggests, all your submissions will be listed here. You will have the following Views by default.



Click the Quick View ( ) icon to preview any submission record.



From the list view page, you can perform the following actions;

  1. Change Owner
  2. Add / Remove Tags
  3. Mass Transfer
  4. Bulk Delete (or) Delete based on criteria
  5. Print Mailing Labels
Upon clicking on a submission record, you will be taken to the submission's Details Page .

Record Details Page

Every detail stored in the submission record will be displayed on the details page. The details page is divided into three sub-sections, namely, Overview, Timeline and Review Status .

Overview


The Overview sub-section is the face of a Submission record. The Overview of a submission record displays information pertinent to the candidate submission.

Timeline


The Timeline section shows you the list of changes made and actions performed on the submission record. It is similar to an activity log specific to the submission record.

Review Status


When you submit candidates to your client, they will be able to review the candidate's profile and rate it via the Review Form attached to the email (or) their Client Portal  account. Client Reviews are stored under the Review Status section of the Submission record's detail page. The review will have a Client Review tag to indicate that the review was added by the client.
  1. In  Details Page  of a submission, click  Associated Contacts  in the Related List  section to see the list of contacts you've shared the candidate with.

  2. You can preview the client-contact to whom you submitted the candidate by clicking on the Quick View ( ) icon.
The Client Submission Related List section lets you access relevant submission details from the related Candidate, Application Job Opening & Contact records. 

To track submissions from related records;
  1. Go to the associated Candidate, Job Opening, Application or Client record's details page.
  2. In the Related List section, click Client Submission.
  3. Click on the Quick View ( ), Email ( ) and Review ( ) icons to view the related submission record, submission email and client review.

Tracking Client Notes

Zoho Recruit adds client feedback as notes to all related records. However, it would be confusing to know which notes are from your team and which ones are from your client.

To solve this, every note added by clients will have the Client Note tag attached. This helps you identify, prioritize and as a result, communicate with your clients better.


Submissions Widget

The submissions sub-module has a dedicated report you can add to your dashboard as a widget. The Candidate Submissions Report tracks the total submissions you've made till date and displays the break-up of submissions between your various clients.

To add this report as a widget;
  1. In the Home tab click the icon and select Add Component .

  2. Select the Dashboard option and choose the Submitted to client report. Enter a name for your widget and click Save .

  3. The Candidate Submissions widget will then be added to your dashboard.

Configuring Workflows for Submissions

By using Zoho Recruit's Workflows, you can configure automated actions to be performed on your Submission records (based on pre-defined criteria).

To create a workflow for the Submissions sub-module;
  1. Navigate to Setup > Automation > Workflow Rules and click Create Rule .

  2. In the Create New Rule pop-up, select Submissions under Module,  enter a Rule Name  and click Next .

After you've specified the module and name for the workflow rule, you will need to configure three sections, namely;

WHEN the workflow should be triggered

This section lets you specify WHEN your workflow should be triggered. Zoho Recruit provides you with two options, namely, On a record action (or) On a Date / DateTime .


WHICH RECORDS the workflow should be triggered for

After you've specified when the workflow should be executed, the next step is to tell the system WHICH RECORDS the workflow should be triggered for. Similar to the last step, you will have two options, namely, All Records (or) Records Matching the Conditions . The second option lets you specify a list of criteria (you can even specify the order of importance by editing the Criteria Pattern ).


What INSTANT / SCHEDULED ACTIONS must be triggered

After you've configured the first two sections comes the most important of the workflow. What ACTION do you wish to trigger. You will have two options, namely, Instant Actions (and) Scheduled Actions .

Instant Actions

Instant Actions are designed to enable immediate actions or follow-ups within the system. These actions will be triggered automatically when a record meets the predefined conditions set while configuring the workflow ( WHEN & WHICH RECORDS section).



Configurable actions:
  1. Notifications: Send instant emails (based on the selected template) and messages on Slack & Zoho Cliq.
  2. Webhooks:   Send instant updates and notifications to third-party apps based on changes in Zoho Recruit data.
  3. Custom Functions: Execute simple program scripts to add, update and remove data from Zoho Recruit or third-party apps.
  4. Color-coded Tags: Categorize records using colored tags for easy access and viewing.

Scheduled Actions

Scheduled Actions, on the other hand, empower recruiters to automate tasks and reminders at specific times and dates. By configuring scheduled actions, recruiters can ensure that important activities are not overlooked or delayed.


Configurable Actions:
  1. Notifications: Schedule emails based on the selected template.
  2. Webhooks:   Schedule updates and notifications to third-party apps based on changes in Zoho Recruit data.
  3. Custom Functions: Schedule the execution simple program scripts to add, update and remove data from Zoho Recruit or third-party apps.
Sample Workflow for Submissions

In the example workflow given below works as follows. If a submission is made to a client-contact from Avon Products Inc and if the status of the submitted candidate is Submitted-to-client , then a email is sent 2 days after the submission is made to remind the contact about the review of the candidate.

How to export/backup your submissions

The submissions sub-module come with data backup and export functionalities. Data Export lets you export a specific module view, while Data Backup lets you perform a total backup of all your submission data (all module views and related data) into a file.

Export  

  1. Go to Setup > Data Administration > Export .
  2. Select which view you wish to export from the Existing View drop-down and click Export .

  3. The selected view will then be exported into a .csv file and sent to your email address.
Tip: Enable the Notes checkbox if you wish to export the notes added to Submission records.

Data Backup

When you perform a total backup of your Zoho Recruit data, the submissions sub-module will be included in the .csv file too. Go to Setup > Data Administration > Data Backup to configure data backup for your account. Read More


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