How can I synchronize Google mail with Zoho Recruit?

You can synchronize Gmail with Zoho Recruit in few easy steps. Specify the email address and password to configure your Google Apps' email in Zoho Recruit. After configuring the email, you can view the customer-specific emails under the candidate or contact page.

  1. Set up Gmail in Zoho Recruit
  2. Send Emails to Business Contacts
  3. Receive Email from Business Contacts

 

1. Set up Gmail in Zoho Recruit

  • User Functions
  • Administrator Functions

Google Apps User Functions

Once the IT administrator has enabled Zoho Mail add-on, you can configure Gmail for your email account.

Step 1: Configure Gmail Account in Zoho Recruit

Step 2: Configure Zoho Mail Add-on options

 
 
To configure Gmail in Zoho Recruit:
  1. Log in to Google Apps.
  2. In the Google Apps Dashboard, select the Google service.
  3. Click Zoho Recruit from Google's universal navigation.
  4. In Zoho Recruit, click Setup > Apps & Add-ons > Google Apps > Email.
  5. In the Configure Google Email page, specify your Google Apps password. 
  6. Click Configure Now.
    Your Google Email account will be configured in Zoho Recruit. Now, you are ready to send emails to candidates or contacts.

Configure Mail Add-on

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

Private Email AccountEmail Account with Sharing
Other Users cannot view your customer emailsOther Users can view your customer emails
CEO and other Top Management teams can use this option to keep their communication with customers confidential.Share with Sales Reps and Managers who are directly responsible for day-to-day customer interaction. Hence, sharing of email communication helps management to take a better decision.
You can view others emails that are publicYou can view others emails that are public.
You can reply to others emailYou can reply to others email.
Other users cannot view your sent emails from Zoho RecruitOther users can view your sent emails from Zoho Recruit.
Other users cannot view your received emailsOther users can view your received emails.
 Why is there no default Public option?

To protect theprivacyofemailconversationwithcustomers. For example, John, newly joined sales manager in your organization adds CEO’s email ID as a contact in Recruit. Now Adam, another Sales manager can view the conversation between John and CEO, which is not allowed in a real-time scenario.

 

Step 2: To set up private or shared email account

To set up private email account:

  1. Log into Google Apps.
  2. Click the Apps icon.
  3. Click More > Zoho Recruit.
    You will be redirected to Zoho Recruit.
  4. In Zoho Recruit, click Setup Personal Settings Email Settings POP.
  5. In Zoho Mail Add-on page, select Private Account option.
  6. Select a mailbox to configure within Zoho Recruit.
  7. Click Save.

 

To set up shared email account:

  1. Log into Google Apps.
  2. Click the Apps icon.
  3. Click More > Zoho Recruit.
    You will be redirected to Zoho Recruit.
  4. In Zoho Recruit, click Setup Personal Settings Email Settings POP.
  5. In Zoho Mail Add-on page, do the following:
    • Select the Share Email option.
    • Select the mailbox.
    • Enter your Google Apps password.
  6. Click Save.

Administrator Functions

The important functions of the Google Apps domain Administrator in the process of configuring Gmail inside Zoho Recruit are:

Step 1: Activate Emails tab in the user profile settings

Step 2: Select Emails in the tab settings

Step 3: Select Emails in the candidate and contact page settings

 

Step 1: To activate Emails tab:

  1. In Google Apps, click on the Apps icon.
  2. Click More > Zoho Recruit.
    You will be redirected to Zoho Recruit.
  3. In Zoho Recruit, click Setup Users Permissions Profiles.
  4. In the Profiles page, edit the profile (for eg: Standard Profile).
  5. In the Edit Profile page, under the Tab Visible column, select the check box for Emails.
  6. Click Save.

The table below explains when the Emails tab gets enabled for the Google Apps users:

Zoho Mail Add-onProfile for Emails TabResult
ActivatedActivatedEmail tab is visible to the user
ActivatedDeactivatedEmail tab is invisible to the user
DeactivatedActivatedEmail tab is invisible to the user
DeactivatedDeactivatedEmail tab is invisible to the user

 

Step 2: To select Emails in the Tab Settings:

  1. In Google Apps, click the Apps icon.
  2. Click More > Zoho Recruit.
    You will be redirected to Zoho Recruit.
  3. In Zoho Recruit, click Setup Customization Tabs Organize Tabs.
  4. In the Organize Tabs page, make sure that Emails is under the Selected Tabs list.
  5. Click Save.

Step 3: To select Emails in the Candidate/Contact page settings:

  1. In Google Apps, click the Apps icon.
  2. Click More > Zoho Recruit.
    You will be redirected to Zoho Recruit.
  3. In Zoho Recruit, click Setup Customization Layouts > Candidate.
  4. In the Organize Candidate Details page, make sure Emails option is under the Selected List.
  5. Click Save

Follow the same procedure in Contacts modules.

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

  • Configure Zoho Mail Add-on
  • Fetch emails from Gmail to Zoho Recruit
  • View the Email tab inside Zoho Recruit
  • Share Email and Users drop-down list options in candidate or contact page
  • View emails sent from Gmail in Recruit and vice versa
  • View Reply and Reply All options

2. Send Emails to Business Contacts

Through Candidates or Contacts

  1. Click Candidates or Contacts tab.
  2. In the [Module] Homepage, select the record.
  3. In the Record Details page, go to Mails Related List and click Send Mail.
  4. In the Compose Email page, enter the message, attach files, add email IDs in CC & BCC fields.
  5. Click Send.
    The email will be sent to the recipient with a copy of the Email stored under the Emails related list view and the Sent folder of Gmail.

Through Zoho Recruit Emails tab

  1. Click Emails Compose.

The rest is the regular email process. The compose window is similar to any Mail compose editor with a set of editing and formatting options. If you have configured your Outbox, then the Emails will be sent after an interval of few minutes.

Through Gmail

With just a few simple stepsinthesettingsyoucansendmailsfromyour Gmail account and view them as sent items in Zoho Recruit. To get this option working for your Gmail account, configure the Filter for Gmail POP account in Zoho Mail as given below:

  1. Login toZoho Mail.
  2. Click Settings Personalize Filters.
  3. Click Add Filter.
  4. In the Filters popup window, do the following:
    • Enter a Filter name.
    • For the message criteria, select Sender Is with your Gmail account (...@gmail.com) 
    • In the Move to Folder option, browse and select Sent.
    • Click Save.
  5. Select the Filter and click Run through Filter.

3. Receive Email from Business Contacts

When you receive an Email from business contacts in Gmail, it is automatically fetched into Zoho Recruit. The received Emails that are related to the particular candidate or contact will then get listed under the Emails section in that Candidate's or Contact's page respectively.

Note:

  • After configuring your Zoho Mail Add-on as a shared account, you need to enable sharing option for each Candidate or Contact.
  • Even while configuring your Zoho Mail Add-on as private account, you can view Emails of other users provided they have enabled.
  • Any change in your Google Apps password should be updated in the Gmail configuration page, else you will not see the Emails in Candidates or Contacts modules.
  • Candidates or Contacts with no Email address will not display any Emails in their Email section.
  • Changes made in the Email address (for Candidates or Contacts) will fetch only the Emails linked to the new Email address. Emails linked to the previous email address will no more be available in the Recruit. However, you can refer old Emails in Gmail.
  • Change in the Mailbox (email address configured for Zoho Recruit) will not display the emails of the previously configured Mailbox. These emails will however be available in Google Apps.
  • Emails for the deactivated Google Apps users will not get displayed in the Candidates or Contacts page. However, the Emails can be viewed in the individual's Email account in Google Apps.