If you use multiple email accounts for your business, your email communication will be recorded in various email clients. You can combine all these business emails in your Zoho Recruit account using the BCC Dropbox feature.

BCC Dropbox provides a unique email address for each user in your Zoho Recruit account. You can use this email address to automatically pull in all the emails sent to your candidates and contacts in Zoho Recruit. Just BCC this dropbox email address when you send emails to your customers and a copy of the email will be associated with a candidate or contact in your Zoho Recruit account.

If the candidate or contact does not exist in Zoho Recruit, a new client or contact can be created based on your BCC Dropbox settings. 

Availability

Profile Permission Required: Users with the BCC Dropbox permission can use this feature

By default, the Administrator and Standard profile users will have the BCC Dropbox permission enabled. 

The BCC Dropbox email address can only be used in the Candidates and Contacts modules, i.e. you can only associate emails with candidates or contacts. 

Note: You can specify up to five email addresses that you use for business. Only emails sent from these email addresses will be associated with candidates and contacts in Zoho Recruit.

You can also:

• Specify a search pattern
  
• Download email addresses as vCards
  
• Regenerate your BCC email address
  

Activate BCC Dropbox

By default, this feature will be enabled for the Administrator and Standard profiles. Users with the Manage Profiles permission can activate this feature for users in other profiles.

To activate BCC Dropbox for a profile:

1. Go to Setup > Users & Control > Security Control > Profiles.
   
2. Hover over the Profile you wish to enable BCC Dropbox for and click Edit.
   
   
3. Under General Permissions, toggle the BCC Dropbox checkbox.
   
   
4. Click Save.
   

Specify a Search Pattern

A search pattern has three options that will help you decide where to search for the recipient's email address, in the Candidates module, the Contacts module, or both. Based on this option, Zoho Recruit will search for the matching record and associate the email with the record.

To specify a search pattern:

1. Navigate to Setup > General > Email Settings > BCC Dropbox.
   
2. In the BCC Dropbox page, click the Edit Search Pattern link.
   
3. In the Edit Search Pattern pop-up box, choose one of the following
   
   • Search in Contacts, if not found create a new Contact: Recruit will search for the recipient's email address in the Contacts module only. If no matching records are found, a contact will be created.
     
   • Search in Candidates, if not found create a new Candidate: Recruit will search for the recipient's email address in the Candidates module only. If no matching records are found, a candidate will be created.
     
   • Search in Contacts, if not found search in Candidates, still not found, then [Select option from the dropdown list: Recruit will search for the recipient's email address first in the Contacts module. If no matching records are found, it will then search in the Candidates module. Choose an action item from the following to be performed if there are still no matching results:
     
     • Create a Candidate
       
     • Create a Contact
       
4. Click Done.
   

Note

• If you do not have permission to the Candidates or Contacts tab, the Edit Search Pattern link will not be available.
  
• When no matching records are found, the recipient’s email address will be used to create a record. The email address will be used in both the Email and the Last Name fields to create the record.
  For example, charles@zillum.com will be the value for both the Email and Last Name fields in the record that is created.

Send Emails Using the BCC Email Address

Only the emails sent from the email addresses specified by you will be associated with the candidates and contacts in Zoho Recruit

To send emails using the BCC email address:

1. Go to your email account and compose an email to your customer.
   
2. In the To field, enter your customer’s email address.
   
3. In the Bcc field, enter your BCC Dropbox email address.
   The BCC Dropbox email address will be available in Zoho Recruit under Setup > General > Email Settings > BCC Dropbox.
   
4. Send your email to the customer.
   Based on the search pattern specified, the email sent to the customer will be associated with the right candidate or contact in Zoho Recruit.
   

Note

• Any attachments in the email must not exceed a total of 10 MB.
  
• It may take up to three minutes for the emails to be associated with the candidates or contacts in Recruit.
  
• The emails will be listed under Sent Emails from Recruit in the dropdown. 
  

Regenerate the BCC Dropbox Email Address

To regenerate the BCC Dropbox email address:

1. Navigate to Setup > General > Email Settings > BCC Dropbox.
   
2. In the BCC Dropbox page, click Regenerate.
   
3. A new unique email address will be generated.