Zoho Recruit | Web Forms for Google Sites

Webforms for Google Sites

Web forms simplify the process of capturing visitors' or users' information from your website in your Recruit system. They are designed to automate importing data from your website into Zoho Recruit and to enable users to design and publish their own web forms, regardless of their level of technical skill. Zoho Recruit web forms for Google Sites helps Google Apps users use web forms in Google sites to capture visitor information.

Before setting the web form, you must:

  • Create a default email template to send automated replies to website visitors when they submit their details.
  • Create an assignment rule if you wish to assign incoming records to specific users. By default, all incoming records are assigned to the Administrator.
  • Customize the fields to be added to the web form.

Availability
Profile Permission Required: All Google Apps users with the Web to [Module] permission can access this feature.
Create Web Forms and Publish them in Google Sites

To generate web forms for Candidates, Contacts, and custom modules

  1. Navigate to Setup > Automation > Web Forms.
  2. In the Web Forms page, choose the module from the dropdown list. The existing web forms for the selected module will be listed.
  3. Click Create Web Form.

In the web form builder:

  • Build a form 
    • Drag and drop the fields that you need to the web form
    • Insert captcha
    • Add the option to upload files
    • Mark fields as mandatory
    • Make fields hidden in the form
    • Provide hints or help links for fields
    • Set the font and layout of the form
    • Change button names
  • Specify form details and other options 
    • Add form details such as form name, landing page URL, form location URL
    • Set a record assignment rule
    • Set notification options
  • Copy web form code and embed options 
    • Get the code to embed in Google sites. The code is available in three different formats: HTML source code, embed code, and iFrame code. 

Step 1: Build a Form

Drag and drop fields to the WYSIWYG editor, which also contains various other options to build a form. See also: Generate Web Forms. 

Add Fields

Drag and drop the fields you need in the form and change the font style and size, background color, and alignment of the fields.

To add fields and set the font and layout of the form:

  1. Click on a field in the Fields List tab and drag and drop it to the form builder.
  2. Make changes to the font, background color, field label alignment, and form width.


Mark Fields as Mandatory

Make sure you collect key information such as name, email address, mobile number from visitors who fill in your web form by marking fields as mandatory.

To mark fields as mandatory:

  1. Hover your mouse over the field that you want to mark as mandatory.
  2. Click the Settings icon.
  3. In the Field Properties pop-up, select the Mark as required field checkbox.
  4. Click Done.


Mark Fields as Hidden

Hidden values are submitted along with the web form but are hidden to the visitors who fill in the form. For example, if you have hosted the same form on various web pages, a hidden field can help you identify which record is generated from a web form hosted on a specific web page.

To make fields hidden in the form:

  1. Hover your mouse over the field that you want to hide in the form.
  2. Click the Settings icon.
  3. In the Field Properties pop-up, select the Mark as hidden field checkbox.
  4. Specify the value for the field and click Done.

Step 2: Specify Form Details

  1. Enter a Form Name (e.g.: Feedback, Contact Us).
  2. Specify a Landing page URL. When a visitor submits the form, they will be redirected to the URL specified here. It must start with "http://" or "https://". The length of the return URL must not exceed 255 characters. (e.g.: https://www.zylker.com/thank-you.html)
  3. Specify a Form Location URL. This should be the webpage where the web form will be hosted. It must start with "http://" or "https://". (e.g.: https://www.zylker.com/contact-us.html). If you plan to host the web form on multiple websites or you are not sure where the web form will be hosted, enter * in this field. This prevents spam and allows only forms submitted through the correct domain to be captured as valid information.

  4. Choose one of the following options to assign ownership of the records that are submitted via web form:
    • Choose a User: Select from the dropdown list. All the records generated through the form will be assigned to the selected user.
    • Create/Choose Candidate/Contact Assignment rule to assign ownership: Select an existing assignment rule or create a new one. Records will be assigned to the users based on the rule. You can choose to implement the Round Robin method to assign records to the users. See also: Assignment Rules. 
  5. Choose one of the following check boxes:
    • Notify record owner when the form is submitted: Select an email template to will be sent to the record owner.
    • Notify visitors when details are submitted: Use one of the existing auto-response rules or use an email template to send emails. When details gathered through the web form do not satisfy the Auto Response Rule criteria, the email template selected here will be sent as an acknowledgment email.
  6. Select the Request Approval check box if you want to submit the records for approval. See also: Approve Records. Note that users with the Approve Web-to-[Module] permission can approve the records.
  7. Click Save.
Note
  1. The Request Approval option will help you validate the generated records manually, and then add them to the corresponding module in Zoho Recruit. If this option is not selected, all the records generated through the web form will be added directly to the corresponding modules.

  2. If the domain name in the Location URL does not match the URL where the web form is hosted, the information will not be captured. Alternatively, you can enter [*] in the landing URL field to capture data from other or multiple domains.

Step 3: Use the Web Form Code to Embed

The code for the web form is available in 3 formats: Source Code, code to embed, and iFrame code. The code is also available for some third-party sites including WordPress, Facebook, Google Sites, and Joomla. Please note that the Script and iFrame code is only available in the Paid Editions.

  1. Click Google Sites to get the code.  

  2. Copy the code and paste it in the website where you want the web form.
  3. Click Done.

Note

  • In order to avoid spam, the generated web form (HTML file) must be published on an active web server (Apache, Microsoft, IIS, etc.).
  • The web form will not work if you submit the form values from your desktop.
  • When the HTML code is generated for the web form, certain entities are hidden by default. If you remove those hidden entities, the web form will not work. Here is the code snippet that should not be removed from your web form code: <input type="hidden" name="xnQsjsdp" value="" /> <input type="hidden" name="xmIwtLD" value="" /> <input type="hidden" name="actionType" value="" /

Step 4: Test the web form

Once the form is published, we recommend that you test the web form in all browsers before deploying it for live use. Please note that if your web form has more than 7 fields:

  • You will not be able to view the full form in Internet Explorer browsers.
  • You will need to use the TAB key to navigate through the form.
  1. Specify the details in the published web form.
  2. Submit the form details. The details will be available in your Zoho Recruit account.

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