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/ Department Name	Client LookUp Field	Staffing Agency edition: The name of the Submitted client. Corporate HR edition: The name of the Department.
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	Staffing Agency edition: List of contacts the candidate is being submitted to. Corporate HR edition: The hiring manager the candidate is being submitted to.
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

1. Submit to Client
   
2. Share Candidate

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

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

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.

1. Change Owner
   
2. Add / Remove Tags
3. Mass Transfer
   
4. Bulk Delete (or) Delete based on criteria
   
5. Print Mailing Labels

Record Details Page

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.
   

Client Submission - Related List

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

Submissions 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

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 .
   
   

WHEN the workflow should be triggered

WHICH RECORDS the workflow should be triggered for

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).

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

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

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