Zoho Recruit Working with Custom Functions

Zoho Recruit Working with Custom Functions


In today's fast-paced recruitment landscape, organizations often grapple with manual and time-consuming tasks that hinder efficiency and productivity. Tracking candidates, managing interview schedules, and maintaining data accuracy can become daunting challenges.
However, there is a solution that alleviates these pain points and empowers businesses to optimize their hiring processes: Zoho Recruit's Custom Functions.

This powerful feature offers a tailored approach to recruitment by allowing users to automate tasks, enhance data quality, and create personalized workflows. In this article, we'll delve into the details of how custom functions in Zoho Recruit can revolutionize your recruitment operations, providing more time for strategic decision-making and less time on administrative tasks.

What are custom functions?

Custom functions are pieces of code that offer users the capability to extend and customize the scope of Zoho Recruit to meet their unique needs. These functions are created using Deluge Script, Zoho's user-friendly scripting language, making them accessible even to users without advanced coding skills.

Custom functions can be triggered at various points in the recruitment process, such as when a new candidate is added, a job opening is created, or a candidate's status changes. They enable users to manipulate and validate data, ensuring accuracy and consistency, as well as generate custom reports and analytics for data-driven decision-making.

Using custom function, users can build seamlessly integrate Zoho Recruit with other Zoho services and third-party tools, ensuring data flows smoothly between different systems. This enables users to create highly specific workflows and processes that align with their organization's unique hiring needs.

Use Cases

Listed below are a few cases where you can use custom functions to expand Zoho Recruit's functionalities.
  1. Validate and format data as it's entered into the system. You can mandate that phone numbers have exactly ten digits or email addresses are in the correct format, improving data quality.
  2. Integrate Zoho Recruit with external tools or systems. You can automatically sync candidate data with your HRIS (Human Resources Information System) or export candidate information to a BGV (Background Verification) system and generate a report.

Prerequisites

Before diving into the exciting world of Zoho Recruit's Custom Functions and their limitless potential, it's essential to ensure that you have a solid foundation in place. In this section, we'll explore the basics of Deluge Script and break down the function editor, two key areas that are fundamental to harnessing the full power of Custom Functions.

By mastering these prerequisites, you'll be well-equipped to embark on your Custom Functions journey, empowering you to automate tasks, enhance data management, and create tailored workflows within Zoho Recruit. So, let's begin with a strong foundation to unlock the true potential of this dynamic feature.

Scripting Basics

Scripting in Deluge, the language used within Zoho applications, forms the backbone of automation and customization. Deluge scripts consist of events and functions triggered by actions within Zoho apps, enabling users to create custom workflows, calculations, and integrations. With a straightforward syntax and a range of built-in functions, even those without extensive coding experience can harness Deluge's power. See more

Advanced Deluge Scripting

Deluge scripting in Zoho Recruit is a powerful tool that enhances recruitment processes. This s explores advanced Deluge scripting, focusing on Integrations and Deluge Tasks. These features streamline workflows and automate tasks, offering recruiters a more efficient and integrated recruitment experience.

Integrations

You can integrate Zoho Recruit with various cloud services to perform actions in them directly from your Recruit account. The integration between Zoho Recruit and external services takes place by adding a connection for each service. The connections can be utilized using the invoke URL task, which leverages the Connections to perform the integration. See More
Note:
By default, Deluge offers around 260 built-in integrations with 35 Zoho services. This means you can effortlessly access and modify your data held by these services from a single point without having to toggle between them.

Deluge Tasks

Deluge Tasks are automated actions that allow you to schedule and execute specific tasks at designated times or intervals. They are invaluable for streamlining repetitive tasks, such as sending reminders, updates, or notifications, without manual intervention. Deluge Tasks boost efficiency by ensuring crucial steps in your recruitment workflow are carried out consistently and on time. See More

Creating Custom Functions

Custom functions in Zoho Recruit are a versatile tool that can revolutionize your recruitment processes. From automating mundane tasks to creating complex workflows, the possibilities are endless. Imagine automatically assigning candidates to the most suitable recruiters, sending personalized emails on candidate submission, or setting up reminders for follow-up interviews—all achievable with custom functions.
Permission Required: Only users with the Manage Extensibility profile permission can Configure, View, Edit and Delete custom functions. This permission is available by default for the Administrator and Standard user-profiles.
To write a function in Zoho Recruit;
  1. Go to Setup > Developer Space > Functions and click New Function.
  2. You will have three options to configure a custom function, namely;
    1. Gallery
    2. Functions
    3. Write your own
  3. The Write your own option lets you start from scratch, whereas, the Gallery option lets you choose from our list of pre-defined functions and the Functions option lets you use functions written by other users from your account.
  4. Select Write your own and enter the following details in the Create New Function pop-up.

    1. Function Name
    2. Display Name
    3. Description
    4. Category
  5. Click Create.
  6. Write your function in Deluge Script and click Save when you're done.
    Alternatively, you can click     Save & Execute to run your function right away.
  7. The newly created function will then be saved and you can edit, duplicate or delete it from Setup > Developer Space > Functions.

Custom functions in automation

Custom functions are a dynamic asset for streamlining and automating crucial aspects of your recruitment process. In this section, we will cover automation through custom functions, providing detailed steps about how you can use custom functions with workflow, blueprints, approvals and schedules.

Workflows

Using Zoho Recruit's Workflow Rules you can use custom functions to automatically trigger actions when specific criteria or conditions are met. For instance, you can configure a workflow rule that, upon candidate submission, automatically assigns candidates to recruiters based industry types, ensuring efficient candidate management.

Custom functions used in workflow processes can be triggered in two ways, namely;

Event-Based Triggers that let you automate actions in direct response to candidate interactions and system events.

For example, you can set up custom functions to automatically send personalized thank-you emails when a candidate is added to the system, enhancing candidate engagement and communication efficiency.
Time-Based Triggers that let you schedule and automate actions at predefined intervals.

For example, you can set up automated reminders that prompt recruiters to follow up with candidates at regular intervals during the recruitment process, ensuring no critical step is overlooked.


To use custom functions in a workflow rule;
  1. Navigate to Setup > Automation > Workflow Rules and click Create Rule.
  2. Specify workflow rule parameters under the WHEN and WHICH RECORDS sections.
  3. You can now use a custom function in two ways, i.e., as an Instant Action or a Scheduled Action.
    1. Instant Actions are triggered the instant a record matches the WHEN and WHICH RECORDS criteria. Click Function from the list of workflow actions.
    2. Scheduled Actions are triggered after a specified amount of time (minutes, hours or days) if a record matches the WHEN and WHICH RECORDS criteria. Click Function from the list of workflow actions.
  4. You will now have three options; Gallery, Functions and Write your own. Choose the option you wish to proceed with and configure the custom function.
  5. The configured function will then be associated as a workflow action.
  6. Click Save. Now every time the workflow is triggered, the associated custom function will be executed.

Blueprint Processes

Seamlessly integrate custom functions with blueprint processes, guiding your hiring team through a standardized workflow. By employing custom functions within blueprint processes, you can automate specific actions at various stages, ensuring consistency and efficiency throughout the recruitment journey. In Zoho Recruit, you can trigger custom functions after a transition is executed. This can be configured in the After section of a blueprint transition.

To use custom functions in a blueprint process;
  1. Navigate to Setup > Automation > Blueprint and select a blueprint process.
  2. Click the transition in which you wish to configure a custom function and click the After section.
  3. Select the Custom Actions option.
  4. Choose a function from the Call Custom Functions pop-up.
  5. The chosen function will then be associated with the blueprint transition.
  6. Lastly, click Publish or Save as Draft based on your preference.

Approval Processes

Deploy custom functions to automate approval processes and you can establish automated approval workflows, reducing manual intervention and expediting critical decisions. In Zoho Recruit, while creating an approval process, you can configure a custom function to be called upon approval under the Action(s) upon approval section.

To use custom functions in an approval process;
  1. While creating an approval process, under Action(s) on Approval/Rejection, click on the Call Custom Functions section.
  2. Custom functions that you've already created will be listed here. You can also associate one from the list displayed.
  3. The associated custom function will now be executed upon Approval/Rejection. 

Schedules

Schedules are automated user-defined actions, which can be performed through custom functions either at a particular time or on a recurring basis. You can now schedule a custom function to be executed automatically on a daily, weekly, or monthly basis. Schedules allow integrating your Recruit data with your company’s website or intranet, any third-party applications, or other Zoho Apps. See More

Custom Functions in rest of Recruit

Custom functions are utilized across various areas within a system to enhance functionality and tailor operations. They are implemented within buttons, validation rules, and standalone configurations to ensure specific actions, validate data inputs, and optimize standalone functionalities.

Custom Buttons & Links

Using custom functions in custom links and buttons allows for tailored actions and functionalities within a system. These functions enable the creation of dynamic links or buttons that execute specific tasks when clicked, such as triggering complex workflows, performing calculations, updating records, or navigating to designated pages. This customization empowers users to streamline their processes by incorporating precise actions directly accessible through these customized elements. See More

Validation Rules

Validation rules improve the accuracy and consistency of data by enforcing specific requirements or restrictions on the data entered, such as entering data in a particular format. Implementing validation rules enhances data quality and reliability by reducing errors and inconsistencies, saving time and reducing the risk of mistakes.

To validate a field using a custom function;
  1. Navigate to Setup > Customization > Modules and select a module. Now, click Validation Rules.
  2. In the Validation Rules page, click New Validation Rule.
  3. In the Create Validation Rule pop-up, choose the field you wish to validate from the picklist and select the Validate using function option under Choose validation type.
  4. In the Configure Function pop-up, click Functions and select the custom function you wish to validate with.
  5. Your validation rule will then be configured. Click Save to confirm your configuration.

Gallery

The Gallery section is a comprehensive repository offering a diverse collection of pre-built custom functions. Accessible within the platform, this gallery empowers users to enhance their recruitment processes by implementing tailored functionalities without extensive coding knowledge. Whether seeking to automate candidate screening, streamline interview scheduling, or analyze data more efficiently, users can explore, select, and deploy custom functions from this centralized hub, augmenting the capabilities of their Zoho Recruit experience.


Dashboard

The Dashboard section serves as the centralized control center, providing users with an intuitive and visual overview of their recruitment activities and key metrics. Customizable to individual preferences, this dynamic interface offers at-a-glance insights into critical aspects such as candidate pipelines, open job positions, upcoming interviews, and overall recruitment performance. With its user-friendly widgets, graphs, and charts, the Dashboard section empowers you to make informed decisions, optimize workflows, and track progress effortlessly, ensuring a streamlined and efficient recruitment process.


Failures

The Failures section is a dedicated area that logs and categorizes instances where custom functions encounter errors or unexpected issues. This section provides users with valuable insights into the reasons behind function failures, including specific details such as timestamps, affected entities (candidates, jobs, interviews), modules, and the nature of the errors encountered. By documenting these occurrences, users gain visibility into potential pain points within their custom function implementations, enabling them to troubleshoot, refine, and improve their custom functionalities for enhanced reliability and efficiency in their recruitment workflows.


Additionally, you can choose to rerun a function directly from the failures section. Hover your cursor over the function and click Rerun.

Error Codes 

When the execution of custom function fails, one of the following error messages will be displayed in Zoho Recruit;

HTTP Status Codes

  1. 400 Bad Request - Often missing a required parameter.
  2. 401 Unauthorized - No valid API key provided.
  3. 402 Request Failed - Parameters were valid but request failed.
  4. 404 Not Found - The requested item doesn't exist.
  5. 500, 502, 503, 504 Server errors - Error in the third-party application.
  6. Error Code 1 - Temporarily not able to connect to the API server. Check API server logs, firewalls settings for requests sent from Recruit.  

Custom Errors

  1. Internal process failure - When the custom function is not executed due to errors in processing of the script.
  2. Day limit reached - When the company has reached the maximum limit for the day.
  3. Deluge Script - When the execution of workflow triggers fail due to errors in Deluge Script.

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