Availability

1. Users with the Manage Portal Profile permission can create a portal and invite customers.
   
2. Available only for the Enterprise and Enterprise Trial versions of Zoho Recruit

Note

1. You can configure up to five portals. The first portal will be the default, and created for the Candidates module.
   
2. These portals can be created for the Clients, Contacts, and Custom modules.
   
3. Additional portal user licenses are needed for custom portals.
   
4. By default Zoho Recruit will offer 10 free portal licenses. Upon exhausting your portal licenses, you can purchase additional licenses.
   

Actions that a portal user can perform

Setting up a Custom Portal 

1. Defining a Custom Portal
   
2. Configuring portal type
   
3. Specifying field permissions

Defining a Custom Portal

1. Enter a name under Naming your Custom Portal.
   
2. Click Next.
   

1. Choose the module: You can choose to give the portal users access to the Candidates, Contacts or custom modules. The customers will be able to view their own details in the module and based on their permissions, they may be able to add and edit the records.
   
2. Select the related modules: The modules that have a candidate or contact lookup are listed under the related modules. You can choose the list of related modules that you want the customers to be able to access. Here, only the records that are associated with the module (Candidates, Contacts or custom modules) through the lookup field can be viewed.
   
3. Define the module record permission: You can set the permission level for each record in a module. For example, you can allow the clients to view or edit their mailing address, or give a read-only permission to Job openings.
   
4. Filter By: Select the records that the portal user will view by using the lookup filter. For example, if you have added two lookup fields in the candidates module, you can choose a lookup based on the records that you want the portal user to view. However, the lookup filter will only be available to the existing portal users if they edit the portal configurations.
   
5. Select Public Modules: The job openings module is the public module. Users (portal) will only have View permission for the records that are present in the module. When a module is selected from the public modules category, it will be removed from the related modules list. You'll see the option to Filter by All records/ publish, the All records option will list all the records from the job openings module and the Publish option will only list published jobs.
   

1. Tabs - Select the checkboxes for the related modules that the portal users will be able to access.
   
2. Layouts - Select one or more layouts that the users will have access to.
   
3. Permissions - Choose to create, edit, view, delete, or edit (shared) module permissions. Portal users will only be able to perform actions on the records based on their permission. The edit (shared) permission will allow the portal users to edit those records that have been added to the module by Recruit users.
   
4. Filter By - Select the filters from the dropdown list.
   
5. Select the modules from the Public Modules section.
   
6. Click Next.
   

Specifying field permission  

1. Click the Read Only checkbox, if required.
   
2. Click Save and Next to move to the next layout or module to define field permissions.
   
3. Click Finish.
   

1. Navigate to Setup > Portal Setup > Custom Portal.
   
2. In the Customer Portal Configuration page, click Preview.
   
   
3. Select the Custom Portal from the dropdown list to preview it.
   
   

Note

1. You can view the portal summary after the portal configuration is completed. You can edit the Field Permission and Portal Tab Configuration in the portal configuration details.
   
2. You can also add a new Custom Portal, if required.
   

Purchasing portal users

1. To purchase portal users from manage subscription page:
   
2. Click your profile icon and select Manage Subscription.
   
3. Click Upgrade User / Add-Ons in the Subscription page.
   
4. Select the number of portal users, then click Continue.
   
   
5. Click Proceed to Pay.
   
   

Working with portals

Send portal invitation to users

1. Go to a module (Candidate, Contacts, Custom module) and select a record.
   
2. In the record detail page, click the More icon, then click Invite to Custom Portal.
   
3. Select a portal from the list and click Invite.
   

Note

1. You can send an email invitation to the customers from the Record detail page. The send invite option will only be available if the email address is present.
   
2. The invitation email will only be valid for seven days.
   
3. You can not send bulk invitations to the portal.
   
4. For example: Patricia Boyle is a Recruit user who invites Terrance to access the portal with the permission to create contacts and candidatess. Wen Terrance creates a contact through the portal, it will be added to the Recruit database, and Patricia Boyle will be the owner of the new contact.
   

Viewing information added by the portal users in Recruit

Remember to add the module that you have given access to the portal user in Feed preference. Only then you will receive a notification. 

Transfer portal users to another Custom Portal  

Record Detail Page - You can change the Custom Portal from the record's detail page.

Portal Users List - If you want to change multiple portal users to another Custom Portal at once, you can do so from the Portal Users List popup in the Portal Configuration page.

Delete a Custom Portal 

1. Navigate to Setup > Portal Setup > Custom Portal.
   
2. Select a portal, hover over it, then click Delete.
   
3. In the pop-up, click Transfer and Delete.
   
4. Choose a Custom Portal to transfer the user to from the dropdown list.
   
5. Click Yes Proceed.
   

Note

1. If you want to rename a Custom Portal, click the Edit option in the Portal Configuration page.
   
2. You can deactivate users who are added to a portal if you don't want them to be a part of it anymore. You can add another user instead, as deactivated users won't count towards your user license. 
   

Deactivate a Custom Portal

You can deactivate a portal user whenever you need to.

To deactivate a portal user

1. Navigate to Setup > Portal Setup > Portal.
   
2. In the Manage Portal User tab, toggle off the status bar of the user.
   

Note

When you deactivate a custom portal, the users in the portal will not be able to access the custom portal and its data.