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Configuring Zoho Mail Add on

Setting up the Zoho Mail Add-on for Zoho Recruit is very easy. You need to configure the Zoho Mail Add-on which enables the additional Email functionality in Zoho Recruit and allows you to keep the candidate/client/client contact-specific Emails in your Zoho Recruit account (Private) or share with other users within the account (Public).

Administrator Functions

The important functions of the Administrator in the process of configuring Zoho Mail add-on for Zoho Recruit are:

Subscribe to the Zoho Mail Add-on
Activate Zoho Mail Add-on to the Users
Set up Mail Account(POP)
MailMagnet for instant email notifications 

Subscribe to Zoho Mail Add-on

  1. Log in to Zoho Recruit with Administrator privileges .
  2. Click the Upgrade link.
  3. In the Manage Subscriptions page, click Manage corresponding to your edition.
  4. In the Manage Subscription page, choose the Number of Zoho Mail Add-on Users from the drop-down list.
  5. Click Upgrade.
    For this transaction, the already existing credit card details will be used.

Activate Zoho Mail Add-on to Users

  1. Click Settings tab.
    tab-settings
  2. Click Manage Add-ons.
    manage-add-ons
  3. Choose the users under Manage mail add-on and move them from "Admin Recruiters/Recruiters" to "Mail add-on enabled users".
    manage-mail-add-on
  4. Click Update.

Notes:
If the Zoho Mail Add-on is deactivated, users cannot perform the following:

  1. Configure Zoho Mail Add-on
  2. Fetch Emails from Zoho Mail to Zoho Recruit
  3. View the Email tab
  4. View Share Email and Users drop-down list options
  5. View Emails sent from Zoho Mail in Zoho Recruit and vice versa
  6. View Reply and Reply All options

User Functions

Once the administrator has configured and enabled the Zoho Mail add-on, you have to set up the mail account by configuring the POP service for your Email account. By default, after subscribing the Zoho Mail Add-on, Zoho Mailbox will be configured and ready to use.

Set up Mail Account (POP)

    1. Log in to Zoho Recruit.
    2. Open the Zoho Mail service at: http://www.zoho.com/mail/ or click the Email tab in your Zoho Recruit account.
    3. In Zoho Mail, click Settings > Mail Accounts > Add POP3 Account.
      add-pop-account
    4. Enter the required details to configure POP service for your Email account.
      pop-account
    5. Click Save.
    6. See also
Zoho Mail help

Important Note: If your Email address contains @zoho.com or hosted Email domain in Zoho Business, you need not configure the POP account in Zoho Mail. You can directly select the mail box from the Zoho Mail Add-on page.

To Select the Mail box:

  1. Click Settings tab.
    tab-settings
  2. Click Email add-on setup.
    email-add-on-setup
  3. Select the Email account from the drop-drown list.
    email-account-dropdown
  4. Click Update.

Configure Mail Add-on

While configuring Zoho Mail Add-on, you can share the customer Emails with other users (Public) or keep personal (Private) in your Zoho Recruit account.

Do not share email with colleagues
In this option, your Email account configured inside Zoho Recruit is private. Hence, other users cannot view Emails received from your candidates, clients and client contacts.
Who can use this option?
Recruiter Admin and other Recruiters can use this option to keep their communication with Candidates, Clients and Client Contacts confidential.
What can you do?
- You can view others Emails that are public
- You can reply to others Email
- Other users cannot view your sent Emails from Zoho Mail
- Others cannot view your received Emails
Share Emails from the selected candidates, clients and client contacts
In this option, users can share the Emails received from the selected candidates, clients and client contacts. Hence, other users can view your Emails from the selected records.
Who can use this option?
Recruiter Admin and Recruiter directly responsible for day-to-day interaction with candidates, clients and client contacts can use this option.
What can you do?
- You can view others Emails that are public
- You can reply to others Emails
- Other users can view your sent Emails from Zoho Mail
- Other users can view your received Emails
Share Emails from all candidates, client and client contacts
In this option, users can share the Emails received from all candidates, clients and client contacts. Hence, other users can view your received Emails from the all customer records. Since Emails from all the records are shared globally, you cannot view the Share Email checkbox in candidates, clients or Client Contacts page.
Who can use this option?
Recruiter Admin and Recruiter directly responsible for day-to-day interaction with candidates, clients and client contacts can use this option.
What can you do?
- You can view others Emails that are public
- You can reply to others Email
- Other users can view your sent Emails from Zoho Mail
- Other users can view your received Emails

How can I restrict sharing of Emails from colleagues and specific customer domains?
You can restrict viewing of Emails from your company Email domains and specific customer domains by excluding the required Email domains. With this option, you can only view the Emails received from these excluded domains like personal account. Please note, in this option emails received from other Email domains are globally shared with all users in your Zoho Recruit account.
Why there is no default "Complete Sharing" option?
To protect the privacy of Email conversation with customer.

To set up personal email account

  1. Log in to Zoho Recruit.
  2. Click Settings > Email add-on setup.
  3. In the Mail Add-on setup page, do the following:
    personal-account
    - Choose the Mailbox that you want to configure with Zoho Recruit.
    - All the POP accounts that you have set up will be available in the list.
    - Choose the Personal Account option.
  4. Click Update.

Note:
The email address that you select here will be used when you send emails to the candidates, clients and client contacts from the Zoho Recruit account.

To set up account sharing with only admin

  1. Log in to Zoho Recruit.
  2. Click Settings > Email add-on setup.
  3. In the Mail Add-on setup page, do the following:
    sharing-with-admin
    - Choose the Mailbox that you want to configure with Zoho Recruit.
    - Choose the Account Sharing with only Admin option.
  4. Click Update.

To set up email account with selected records sharing option

  1. Log in to Zoho Recruit.
  2. Click Settings > Email add-on setup.
  3. In the Mail Add-on setup page, do the following:
    record-level-sharing
    - Choose the Mailbox that you want to configure with Zoho Recruit.
    - Choose the Account with record-level sharing option.
  4. Click Update.
    You can choose individual records and then select the Share Email checkbox under the Email Related List.

To set up email account with all records sharing option

  1. Log in to Zoho Recruit.
  2. Click Settings > Email add-on setup.
  3. In the Mail Add-on page, do the following:
    complete-sharing
    - Choose the Mailbox that you want to configure within Zoho Recruit
    - Choose the Account with complete sharing option.
    - In the Exclude Domains field, specify the Email domains to be excluded from sharing.
  4. Click Update.

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