Configuring Zoho Mail Add-on

Configuring Zoho Mail Add-on

Set up email account via POP3

Zoho Recruit lets you configure a Zoho Mail account or third-party email account via POP3.

Zoho Recruit uses Zoho Mail to fetch emails and display them within Recruit. Whether you wish to configure a Zoho Mail account or a third-party email account via POP3, you'll need a Zoho Mail account.

  • If you already have a Zoho Mail account, your existing mailbox will be displayed under the POP3 settings.

    If you do not already have a Zoho Mail account, you'll be prompted to configure an account from inside Zoho Recruit. Upon successful configuration, this new mailbox will be added under the POP3 settings.

Once you have a Zoho Mail account, you can add multiple mailboxes (Zoho Mail or other services) under POP3 accounts. Only one mailbox can be active at a given point of time.

To set up a custom email account via POP3

  1. Navigate to to Setup > General > Email Settings.
  2. Enter the following details:
    • Account Name: Enter a name for the mailbox.
    • Email address: Enter the email address you wish to configure.
    • Incoming server: Enter the incoming server of the email. For example, pop.gmail.com (for a Gmail account) or pop.zoho.com (for a Zoho Mail account).
    • If you are not sure about this detail, check with your system administrator.
    • Port: Enter the port number. For example, 995.
    • Select SSL, if required.
    • Username: Enter the username or email address of the desired account.
    • Password: Enter the password of the configured email address.
    • If you've enabled two-factor authentication for the account, you must enter the app-specific password and not the regular password.
    • If required, select the Use the same credentials for the outgoing mail server checkbox.
    • The outgoing server details will also be populated. If not, provide the outgoing server details.
    • Delete Message Settings: These settings determine when the emails in the server should be deleted. Select the desired option.
    • Note:
    • If you are not using any POP clients other than Zoho Mail, your Username can just be username@gmail.com.
    • If you are using multiple POP clients, tag the Username as 'recent:username@gmail.com'. Make sure that Leave messages in the server are selected for the Delete message settings option. Please note that this is applicable only to Gmail users.
  3. From the  Email Sharing Permissions section, select an option:
    • Admin - Sharing only with Admin
    • Public - Complete Sharing
    • Custom - Record-Level Sharing
    • Private - Only me
  4. Click Add Account. 
    The configured account will be added to the list of POP3 accounts.

Set email sharing settings

The email accounts added in Zoho Recruit via POP3 can be made public, private, or shared among a specific group of users. Email accounts added in Zoho Recruit via POP3 can be shared with Admin only, Public, Private, or Custom group of users.

To set up email sharing settings:

  1. Log in to Zoho Recruit.
  2. Navigate to Setup > General > Email Settings.
  3. Choose the mailbox that you wish to configure email sharing for.
  4. Under the Email Sharing Permissions section, choose one of the following options:
    • Admin: Share all your emails only with Admin.
    • Public
       
      - Complete Sharing: Share your emails with all users in your organization.
      • In the Exclude Domains field, specify the Email domains to be excluded from sharing.
    • Please note that you can specify a maximum of five domains.
    • Custom - Record-level Sharing: Share emails received from selected clients and contacts with other users.
    • You can choose individual records, then select the Share Email checkbox under the Email Related List.
    • Private - Only me: Other users in your organization cannot view any of your emails.
  5. Under Advanced Settings, click the Consolidate all my client emails inside Zoho mail checkbox, if required. If you select this option, all the emails you receive from your customers (clients and contacts) will be listed in one folder. You can select this folder, or choose to flag the emails by choosing a label in the next step. 
  6. Choose Folder or Label. Based on your selection, the customer emails will be grouped in your Zoho Mail inbox.
    This option is only applicable if you have configured Zoho Mail.
  7. Click Save.
Private -  Restricts sharing of emails with other users.

Your email account configured inside Zoho Recruit is private. Other users cannot view emails received from your clients or candidates.

Who can use this option?

Recruiters can use this option to keep their communication with clients or candidates confidential.

What are the features?

  • View others' public emails
  • Reply to others' email
  • Other users cannot view your sent emails from Zoho Mail
  • Others cannot view your received emails
Custom - Shares Emails from selected candidates/contacts with other users

Users can share the emails received from the selected candidates or contacts. Other users can view your emails from the selected records.

Who can use this option?

Recruiters who are directly responsible for day-to-day client interaction can use this option.

What are the features?

  • View others' public emails
  • Reply to others' emails
  • Other users can view your sent emails from Zoho Mail
  • Other users can view your received emails
Public - Shares all e-mails from candidates/contacts

Users can share emails received from all candidates or contacts. Other users can view your received Emails from all records. Because emails from all records are shared globally, you cannot view the Share Email checkbox in the client or candidate page.

Who can use this option?

Recruiters directly responsible for day-to-day client interaction can use this option.

What are the features?

View other public emails

Reply to other emails

Other users can view your sent emails from Zoho Mail

Other users can view your received emails

How can you restrict the sharing of emails from other users in Recruit?

 
With this option, you can only view the emails received from the excluded users. emails received from other users are globally shared with all users in your Zoho Recruit account.

Why there is no default option for the Complete Sharing option?

This is to protect the privacy of email conversation with clients.

For example, when a recruiter adds the recruiter admin as a contact in Recruit, then an interviewer can view their conversation. This would not be allowed in a real-time scenario.

Change Password for POP3 Accounts

When you change the password of your POP account, you also need to update the password under Settings in Zoho Mail to continue retrieving emails. If your password is incorrect, the emails will not be retrieved in your Mail account.

To change an incoming password:

  1. Log in to Zoho Recruit and click the Email tab.
    Alternatively, log in to https://mail.zoho.com/. 
  2. Navigate to Settings > Mail > Mail Accounts.
  3. Click the Edit Icon for the corresponding email account.
  4. Specify the new password and click Save.

To change an outgoing password:

  1. Log in to Zoho Recruit and click the Email tab.
    Alternatively, log in to https://mail.zoho.com/. 
  2. Navigate to Settings > Mail > Send Mail as.
  3. Click the Edit Icon for the corresponding email account.
  4. Specify the new password and click Save.

Log in to this and that.


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