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Form Rules

Webforms are essential tools for capturing information from your website visitors (Candidates, contacts, vendors, etc). Form Rules add flexibility and control to Webforms by enabling conditions and actions based on your website visitors' input.

Availability

Available for

Profile Permissions

Administrators and users with Customize Zoho Recruit, and Manage Webform permissions for the specific module can access this feature.

Modules

Candidates, Contacts & Custom modules

Plans

Enterprise, People Plus, and Zoho One

Editions

Both Staffing Agency and Corporate HR

What are Form Rules?

Form Rules are configurable rules that determine how fields behave in Webforms based on website visitors' responses. For instance, with these rules, you can customize form layouts dynamically by showing or hiding fields, setting fields as mandatory, and modifying properties, all tailored to specific candidate information. Form Rules enhance Webforms by ensuring only relevant data is collected, reducing form completion time, and improving data accuracy.

How do Form Rules help with Webforms?

Using Form Rules in Webforms optimizes candidate interactions by:
  1. Personalizing the form layout based on responses.
  2. Simplifying the form experience by only displaying necessary fields.
  3. Capture relevant and accurate data.

 

Use Cases

Listed below are a few practical examples of how Form Rules can make Webforms more efficient.

Scenario 1: Experience Level-Based Fields

Some positions require candidates to have a minimum level of experience. If a candidate indicates that they have over 5 years of experience, you want to collect additional details about previous employers and significant projects.
You can set a Form Rule based on the "Current Job Title" field. If the candidate selects "Fresher," fields such as "Experience in Years," "Current Salary" and "Work History" remain hidden, simplifying the form for those just starting their careers. If the candidate is experienced, these additional fields are displayed, allowing them to provide detailed professional information.

Scenario 2: Role-Specific Requirements

A staffing agency recruits candidates for both technical and non-technical roles. Each role type requires a different set of fields for application.
You can set a Form Rule based on the "Role Type" field. If a candidate selects "Technical," additional fields like "Programming Languages" and "Certifications" are shown. For non-technical roles, these fields remain hidden, streamlining the form for each candidate type.

Scenario 3: Location-Based Information

A company hires internationally and requires documents specific to candidates’ locations. For instance, candidates applying from the Europe (EU) need to provide a GDPR consent form, while US-based candidates are required to submit a I-9 form.
You can create a Form Rule with a condition based on the "Location" field. When candidates select "EU," the GDPR consent field appears. When "US " is selected, the I-9 form field appears. This ensures that only relevant document fields are shown, making the form concise and clear.

Creating Form Rules for Webforms

To create Form Rules in Webforms;

  1. Go to Setup > Career Website > Webforms.

  2. Select the Webform, and click Manage under Rules.

  3. Click New Form Rule.

  4. Enter a name for your rule, a description (optional), and choose a primary field that controls this rule. Define a condition based on fields within the Webform, such as job type, location, highest qualification held, or experience, to trigger the rule.

  5. Choose the actions to be triggered when conditions are met, such as showing/hiding fields or setting fields as mandatory. Please note that the rule gets saved automatically after a condition or an action is added.

  6. Once you're finished setting up the rule, click Done.


NotesNote: Each Webform can have up to 3 form rules, each with a maximum of 5 conditions. Conditions cannot repeat within the same rule.

Actions

You can trigger actions in a layout rule when specific conditions are met. Triggerable actions include:

  1. Show Fields  
    Selectively display specific fields based on conditions met in the Webform. This helps in controlling the visibility of fields for a cleaner, more personalized form experience.

  2. Show Sections  
    Allow entire sections within the form to be displayed when certain criteria are met, helping to organize related fields under one condition.  

  3. Set Mandatory Fields  
    Mark certain fields as mandatory based on the conditions, ensuring that critical information is provided by the candidate.

  4. Show Tabular  
    Display a tabular view of information, which can help collect structured data like previous job experiences or academic records.

  5. Show Attachments  
    Prompt candidates to upload specific attachments, like resumes or certificates, only if they meet certain conditions.

  6. Set Mandatory Attachments  
    Make certain attachments mandatory based on criteria, ensuring candidates upload essential documents before submitting the form.

Notes
Note: A single condition can include up to 25 actions.

Managing Form Rules

Once you've created form rules, you can easily manage them by editing, updating, or deleting as needed to ensure they align with your requirements.

Renaming a Rule

  1. Navigate to Setup > Career Website > Webforms.

  2. Select the Webform, and click Manage under Rules.

  3. Find the rule you want to rename, click Rename, and enter the new rule name with a description (optional).

  4. Click Save to apply the changes.

Edit a Rule

  1. Navigate to Setup > Career Website > Webforms.

  2. Select the webform, and click Manage under Rules.

  3. Click on the Form rule to edit.

  4. Select Edit Condition to edit the conditions for the rule; you can also add additional conditions.

  5. Click Done to apply the changes.

Disabling a Rule

  1. Navigate to Setup > Career Website > Webforms.

  2. Select the webform, and click Manage under Rules.

  3. Go to the form rule and click on the Status toggle to Deactivate.

  4. Click Deactivate Now to apply the changes.

Deleting a Rule

  1. Navigate to Setup > Career Website > Webforms.

  2. Select the webform, and click Manage under Rules.

  3. Find the rule you want to delete, and click Delete.

  4. Confirm by selecting Yes, Delete the rule to remove it permanently.

Notes
Note:
Form Rules must be configured separately for Candidate Application Form via Setup > Career Website > Candidate Application Form. Learn more.

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Updated: 19 days ago
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