Request Data Backup
Data Backup allows you to maintain a copy of your Zoho Recruit data that may be mandatory in to abide by company's guidelines and regulations. It also helps to have a copy of hiring data for future reference.
Availability
Permission Required
Only users with Administrator profile can request for data backup(s).
Edition Required
Available for all paid plans of Zoho Recruit. Enterprise edition users can avail 2 free backups every month.
Edition | Free Monthly Backups |
Standard | 1 |
Professional | 1 |
Enterprise | 2 |
Zoho One | 2 |
People Plus | 2 |
Important Note:
- Generated backup download links will expire after 7 days.
- If you have exhausted your monthly free backups, contact us at support@zohorecruit.com to request a manual backup.
- The data backup takes few minutes to hours depending on the size of the data that needs to be archived. Smaller the data, lesser time it takes to complete the backup.
- The backup will be stored in the same Data Center in which your account is registered.
Accessing Data Backup
To access the data backup option in Zoho Recruit, navigate to Setup > Data Administration > Data Backup. From here you can schedule and cancel your data backup.
Initiating/Scheduling a Data Backup
You can choose to download the backup instantly or schedule it to take place at a specific time of your choice. Listed here are the options available for you, to choose when to backup your Recruit data.
- One-time
- Repeating
- Every 2 weeks
- Monthly
One-time
To schedule a one-time backup, select the date under Backup Starts on, select the None option under Repeats and click Submit.
On the selected date, the data backup will be initiated and once completed, the link will be made available under Setup > Data Administration > Data Backup > Download. The generated download link will be active for 7 days after which it will expire.
Repeating
Every 2 Weeks
To schedule a repeating biweekly data backup, select the date under Backup Starts on, select the Every 2 Weeks option under Repeats. Specify whether and when the backup Ends automatically and click Submit.
Once scheduled, recurring backups can be stopped from Setup > Data Administration > Data Backup. Click Stop Backup and click OK in the pop-up to confirm.
On the selected date, the data backup will be initiated and once completed, the link will be made available under Setup > Data Administration > Data Backup > Download. Every time the download link is generated, it will be active for 7 days after which it will expire.
Monthly
To schedule a repeating monthly data backup, select the date under Backup Starts on, select the Monthly option under Repeats. Specify whether and when the backup Ends automatically and click Submit.
Once scheduled, recurring backups can be stopped from Setup > Data Administration > Data Backup. Click Stop Backup and click OK in the pop-up to confirm.
On the selected date, the data backup will be initiated and once completed, the link will be made available under Setup > Data Administration > Data Backup > Download. Every time the download link is generated, it will be active for 7 days after which it will expire.
File Format
Your exported Zoho Recruit data will be in .CSV format, compressed in a single archived (*.ZIP) file. You can open the file in Text Editor or in spreadsheet program. Listed below are the steps to open the CSV file in Microsoft Excel;
Microsoft Excel 2007
- Open Microsoft Excel.
- In the Data tab, select From Text under the Get External Data section.
- In the Import Text File dialog box, select the exported CSV file, and then click Import.
- In the Text Import wizard dialog box, specify the following:
- File type: Choose the file type as "Delimited".
- File Origin: Select the file origin as "Unicode(UTF-8)", and then click Next.
- Delimiters: Select the delimiter as "Comma", and then click Finish. You will be prompted to select the range of cells.
- Select the range of cells and the corresponding Zoho Recruit data will be imported in the spreadsheet.
Microsoft Excel 2003
- Open Microsoft Excel.
- Click Data > Get External Data > Import Data.
- In the Select Data Source dialog-box, select the exported CSV file, and click Open.
- In the Text Import Wizard dialog box, specify the following:
- File type: Choose the file type as "Delimited".
- File Origin: Select the file origin as "Unicode(UTF-8)", and then click Next.
- Delimiters: Select the delimiter as "Comma", and then click Finish. You will be prompted to select the range of cells.
- Select the range of cells and the corresponding Zoho Recruit data will be imported in the spreadsheet.
Notifications
Administrators are notified via pop-ups within Zoho Recruit when a backup is scheduled, ready for download or stopped. For scheduled backups, the file is made available for download on the specified date and the administrator who scheduled the backup gets a pop-up notification.
Logs
The Logs section will provides a chronological sequence of actions performed that are related to data backup.
The following instances will be logged along with When the action was performed and Who performed the action.
- When an admin initiates an immediate backup: {Username} initiated an immediate backup
- When an admin schedules a monthly backup: {Username} has scheduled a Monthly backup.
- When an admin schedules a biweekly backup: {Username} has scheduled a BiWeekly backup.
- When an admin schedules a backup every 2, 3, 4, etc. months: {Username } has scheduled a backup once every {no of months} months.
- When the scheduled backup is complete: Backup archive is ready to download.
- When the scheduled monthly backup is complete: Monthly backup is ready to download from the archive.
- When the scheduled biweekly backup is complete: Biweekly backup is ready to download from the archive.
- When the scheduled 2/3/4 month backup is complete: {No. of months}-month backup is ready to download from the archive.
- When an admin stops a recurring backup: {Username} stopped recurring backup.
- When an admin initiates the download of a backup file: {Username} initiated download for {File Name - data_001.zip/attachment_001.zip}.
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