Security Control

Profile Permissions

Profiles in Zoho Recruit help you define permissions for a set of users. For instance, the permissions required for a person from Sales team might differ from the permissions required by a person in the Marketing team. You can define the permissions for each profile as needed and specify the profile when adding a user.

Default Profiles

By default, two profile permissions are provided. You can only change the permissions for module and no other customization is possible. The two default profiles are :

  • Administrator Profile: This profile has access to all the features in the Zoho Recruit account.
  • Standard Profile: This profile has limited access to the features in Zoho Recruit account.

Profile Permission Required: Users with the Manage Profiles permission in profile can access this feature.

 

 Create Profiles

    1. Go to Setup > Security Control > Profiles.
    2. Click on + New Profile.
    3. In the Create new profilepage:
      • Enter the name of the new profile
      • Click on the + New Profile button and choose the profile which should be cloned.
      • You can choose to give a small description of the profile if needed.

    4. Click on Create.

Clone Profiles

At times you may want to clone profiles to create similar ones and customize them as needed. To clone a profile, click on the more button next to the profile name and click on Clone.

 Managing Profile Permissions

To make the process of managing profile permissions easier, the permissions have been grouped in such a way that you will have no problem in customizing them as needed. You can enable or disable permission in a single click rather than having to go through the hassle of disabling each checkbox. With instant saving you don't have to worry about losing your progress.

List of Permissions

The module permissions are grouped in the same way that they appear in Zoho Recruit and the Setup permissions are grouped similar to the Setup page, making it easier for you to find them., there are three main sections of permission that are available. With the ability to change the permission in one click, you can easily enable and disable them.

Module Permissions

Module Permissions lets you define which module the users associated to that particular profile will have access to. You can also specify what actions they can perform.

Basic permissions

These permissions are based on the modules. The permissions for actions can be changed by using the check box that is available in the drop-down next to the each module permission. Some of the common actions include.

Advanced permissions

Permissions like Import / Export, Send Email, Tool and other advanced permissions can be enabled only when their pre-requisite are enabled. For example, a user can send Mass Email only when Send Email permission has been enabled for that profile. This makes sure that users can't exceed their permissions.

Note:

  • If you had disabled an advanced, then disable the basic permission and then enable it, the advanced permissions won't enable it automatically. You will have to go enable them automatically.

Import / Export Permissions

PermissionDescriptionRequired PermissionSupported Modules
Import Own RecordsImport records owned by current user.CreateCandidates, Clients, Contacts, Job Openings, Products, Campaigns, Custom Modules.
Import Organization Records
Import all records owned by the users in the organization.CreateCandidates, Clients, Contacts, Job Openings, Products, Campaigns, Custom Modules.
Export
Export records from each module.ViewCandidates, Clients, Contacts, Job Openings, Products, Campaigns, Notes, Forecasts and Custom Modules.

Send Email Permissions

PermissionDescriptionRequired PermissionSupported Modules
Send Email
Modules from which you can send email.ViewCandidates, Contacts, Custom Modules.
Mass EmailModules from which you can send mass email.Send EmailCandidates, Contacts, Job Openings and Custom Modules.
Delete Email
To delete emails from the related lists in the record's detail page.Send EmailCandidates, Contacts, Job Openings and Custom Modules.

Tool Permissions

PermissionDescriptionRequired PermissionSupported Modules
Mass Update
Update several records at once.EditCandidates, Clients, Contacts, Job Openings, Activities, Campaigns.
Mass Delete
Delete several records at once.
Delete
Cadndiates, Clients, Contacts, Job Openings, Campaigns.
Change Owner
Change the owner of a record.ViewCandidates, Contacts, Clients, Job Openings, Campaigns, Activities, Custom Modules
Mass Transfer
Transfer records from one user to another based on a criteria.Change OwnerCandidates, Clients, Contacts, Job Openings, Campaigns.
Convert
Convert a record form one module to another. For example, converting a Lead to Contact.ViewCandidates.
Mass ConvertConvert multiple records form one module to another. For example, converting multiple Leads to Contacts.ConvertCandidates.

Other Permissions

PermissionDescriptionRequired PermissionSupported Modules

Print View

View all List view records in a module in the printable mode.ViewCandidates, Contacts, Clients, Job Openings, Campaigns, Activities, Custom Modules.

Sheet View

View, add and update records from the module using Spreadsheet.
Create and Edit
Candidates, Contacts, Clients, Job Openings, Campaigns, Custom Modules.
Find and MergeFind and merge the duplicate records.
Edit
Candidates, Clients, Contacts.

Manage Custom List View

Create custom list views.ViewAll Modules.

Admin Level Permissions

PermissionsDescription
User ManagementPermission to manage users, roles, profiles, groups and data sharing.
Modules CustomizationCustomize Modules, Tab Groups, Web Tabs, Fields & Links, Layouts, Related Lists, and Business Card View.

Note:

  • Only users with Administrator Profile can customize Company Details, Fiscal Year, Business Hours, Territory Management, De-duplicate, Zoho Recruit Variables, Copy Customization, Organization Email and Currency.

Email & Templates

PermissionsDescription
Email & Chat Settings
Manage BCC Dropbox, Mail Integration and Zoho Chat bar.
Manage Templates
Manage Email, Inventory and Mail Merge templates.

Automation

PermissionsDescriptionSupported Modules
Manage Workflow
Create workflow rules and associate workflow alerts, tasks, field updates, web hooks, custom functions and manage approval process with them.All Modules.
Assignment Rules
Create assignment rules to automatically assign the ownership of the records that are imported or generated from web forms.Candidates, Contacts, and Custom Modules.

Webform

PermissionsDescriptionSupported Modules
Manage Webform
Design and publish web forms in order to collect customer / visitor data.Candidates, Contacts, and Custom Modules.
ApprovalSpecify the rule criteria, the approval authority and also actions that need to be carried out on approval or rejection.Candidates, Contacts, and Custom Modules.

Data Administration

PermissionsDescription

Migrate data from other ATS

Enable the ability to migrate data from other ATS.
Import HistoryView the import history of modules.
View Storage DetailsView the storage details of the account.

Extension Permissions

This section lets you define permissions for Extension, Zoho Recruit API and Social Settings. These permissions deal with the communication of Zoho Recruit with third party integrations.

Zoho

PermissionsDescription
Phone BridgeMange incoming and outgoing calls from within Zoho Recruit.
DocsCreate and collaborate your documents inside Zoho Recruit.
ReportsTrack your colleagues' and applicants' progress with Advanced Recruit Analytics.
MailNo more juggling tabs. Get your mails from inside your ATS.
PeopleConvert a hired candidate into an employee in a single click.

Google

PermissionsDescription
Sync with Google ContactTo synchronize contacts between Google contact and Zoho Recruit.

Sync with Google Calendar

To synchronize Google and Zoho Recruit calendars.

Others

PermissionsDescription
Plug-in for Microsoft-OutlookEnable Plug-in for interaction with Microsoft-Outlook.

Zoho Recruit Mobile Apps Access

Enable this for allowing the user to access Zoho Recruit through mobile app.

Zoho Recruit API

PermissionsDescription

Zoho Recruit API

Access the Zoho Recruit API for integrating Recruit modules with third-party applications such as accounting, ERP, e-commerce, self-service portals and others

Social

PermissionsDescription
Social Tab
Enable the social tab for the user.
Add Social Profiles in recordThis needs to be enabled for the user to integrate their social accounts in Recruit.

 Delete Profile

You may want to delete profiles that are not in use.

  1. Click on the more button that appears when you hover the mouse over the profile you wish to delete.
  2. Click on delete.
  3. In the confirmation page click delete again.

    Note:

    When you want to delete a profile that is associated to a user, you will be prompted to transfer the user to another profile before deleting them.

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