Track external emails with BCC Dropbox
BCC Dropbox helps you track emails sent from external email clients such as Gmail, Outlook, or Apple Mail directly inside Zoho Recruit. By adding your unique BCC Dropbox address while sending emails, all candidate and client communications are automatically recorded against the relevant records in Recruit.
This ensures your email conversations stay organized and accessible without requiring you to send emails from within Zoho Recruit.
How does BCC Dropbox work?
When sending an email from an external email client, add your unique BCC Dropbox address to the BCC field.
Once the email is sent:
- Zoho Recruit captures the email automatically.
- The system looks for a matching record based on the configured search pattern.
- If a match is found, the email is attached to that record.
- If no match is found, a new candidate record is created using the recipient’s email address.
This process runs in the background and does not affect how you normally send emails.
How to find your BCC Dropbox address
Each user is assigned a unique BCC Dropbox address. Follow the steps below to generate/access your BCC Dropbox address;
- Go to Setup > Email Settings > BCC Dropbox.
Other than copying your dropbox address, you can also use the following options from this screen. - Regenerate
Generates a new BCC Dropbox address if your current one needs to be replaced. - Download as vCard
Downloads your BCC Dropbox as a .VCF file so you can add it as an email contact in your external client. - Copy the address displayed under the Your BCC Dropbox Address section.
Tip: Saving the address as a contact in your external email client helps avoid manual copying every time.
Excluding Domains
The Exclude Domains option lets you prevent emails from specific domains from being processed through BCC Dropbox.
This is useful if:
- You want to avoid tracking internal emails.
- Certain domains should not trigger record creation or updates.
- Enter the domains you want to exclude, and emails involving those domains will be ignored by BCC Dropbox.
Understanding how Search Pattern works
The Search Pattern determines how Zoho Recruit identifies which record an email should be linked to.
By default:
- Recruit searches for the recipient’s email address in the Candidates module.
- If a matching candidate is found, the email is attached to that record.
- If no match is found, a new candidate record is created using the email address.
You can edit the search pattern to customize how records are identified based on your hiring process.
Approving Email Addresses
Only emails sent from approved email addresses are processed through BCC Dropbox.
To add an approved email address;
- Go to Setup > Email Settings > BCC Dropbox.
- Click Add Email under the Approved Email Addresses section. Enter the email address and click Add.
- Lastly, enter the verification code sent to the inbox of the entered email address and click Verify.
Note:
- You can add up to 10 approved email addresses. These should be the email accounts you use to communicate with candidates and contacts.
- Emails sent from unapproved addresses will not be tracked.
- To start using BCC Dropbox, at least one approved email address must be added.
Using BCC Dropbox and Viewing Emails
Once BCC Dropbox is set up, using it is simple and fits naturally into your existing email workflow.
Sending emails using BCC Dropbox
- Compose an email from your external email client such as Gmail, Outlook, or Apple Mail.
- Add the recipient as usual in the To field.
- Add your unique BCC Dropbox address in the BCC field.
- Send the email.
As long as the email is sent from an approved address, Zoho Recruit will process it automatically.
How emails appear in Zoho Recruit
After the email is sent:
- Zoho Recruit identifies the relevant record using the configured search pattern.
- The email is attached to the matching candidate record, or a new record is created if no match is found.
- Any attachments included in the email are also captured.
You can view the email by opening the corresponding record in Zoho Recruit and navigating to the Emails section within the Related List.
Each tracked email displays:
- The email subject and content
- Sender and recipient details
- Date and time the email was sent
- Any attachments included in the original email
This ensures that all external email conversations are visible to recruiters and hiring teams directly from the record, providing complete communication context without leaving Zoho Recruit.
Frequently Asked Questions (FAQs)
Do I need to send emails from Zoho Recruit for BCC Dropbox to work?
No, BCC Dropbox is designed to track emails sent from external email clients.
What happens if I forget to add the BCC Dropbox address?
That email will not be tracked in Zoho Recruit.
Are attachments included when using BCC Dropbox?
Yes. Attachments sent along with the email are captured and attached to the record.
Can I use more than one email client?
Yes. Emails sent from any approved address will be tracked, regardless of the email client used.
Which records can emails be associated with?
Emails are associated with candidate records based on the configured search pattern.
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