Profile Permissions
Default Profiles
By default, two profile permissions are provided. You can only change the permissions for the 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
- Go to Setup > Security Control > Profiles.
- Click on + New Profile.
- 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.
- Enter the name of the new profile
- Click on Create.
- Go to Setup > Security Control > Profiles.
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 with 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 checkbox that is available in the drop-down next to 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 is 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
| Import Own Records | Import records owned by current user. | Create | Candidates, Clients, Contacts, Job Openings, Products, Campaigns, Custom Modules. |
Import Organization Records | Import all records owned by the users in the organization. | Create | Candidates, Clients, Contacts, Job Openings, Products, Campaigns, Custom Modules. |
Export | Export records from each module. | View | Candidates, Clients, Contacts, Job Openings, Products, Campaigns, Notes, Forecasts and Custom Modules. |
Send Email Permissions
Send Email | Modules from which you can send an email. | View | Candidates, Contacts, Custom Modules. |
| Mass Email | Modules from which you can send mass emails. | Send Email | Candidates, Contacts, Job Openings, and Custom Modules. |
Delete Email | To delete emails from the related lists in the record's detail page. | Send Email | Candidates, Contacts, Job Openings, and Custom Modules. |
Tool Permissions
Mass Update | Update several records at once. | Edit | Candidates, 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. | View | Candidates, Contacts, Clients, Job Openings, Campaigns, Activities, Custom Modules |
Mass Transfer | Transfer records from one user to another based on a criterion. | Change Owner | Candidates, Clients, Contacts, Job Openings, Campaigns. |
Convert | Convert a record form one module to another. For example, converting a Lead to Contact. | View | Candidates. |
| Mass Convert | Convert multiple records form one module to another. For example, converting multiple Leads to Contacts. | Convert | Candidates. |
Other Permissions
Print View | View all List view records in a module in the printable mode. | View | Candidates, 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 Merge | Find and merge the duplicate records. | Edit | Candidates, Clients, Contacts. |
Manage Custom List View | Create custom list views. | View | All Modules. |
Admin Level Permissions
| User Management | Permission to manage users, roles, profiles, groups, and data sharing. |
| Modules Customization | Customize 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
Email & Chat Settings | Manage BCC Dropbox, Mail Integration and Zoho Chat bar. |
Manage Templates | Manage Email, Inventory and Mail Merge templates. |
Automation
Manage Workflow | Create workflow rules and associate workflow alerts, tasks, field updates, webhooks, custom functions and manage the 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
Manage Webform | Design and publish web forms in order to collect customer/visitor data. | Candidates, Contacts, and Custom Modules. |
| Approval | Specify 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
Migrate data from other ATS | Enable the ability to migrate data from other ATS. |
| Import History | View the import history of modules. |
| View Storage Details | View 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
| Phone Bridge | Mange incoming and outgoing calls from within Zoho Recruit. |
| Docs | Create and collaborate your documents inside Zoho Recruit. |
| Reports | Track your colleagues' and applicants' progress with Advanced Recruit Analytics. |
| Mail | No more juggling tabs. Get your mails from inside your ATS. |
| People | Convert a hired candidate into an employee in a single click. |
Google
| Sync with Google Contact | To synchronize contacts between Google contact and Zoho Recruit. |
Sync with Google Calendar | To synchronize Google and Zoho Recruit calendars. |
Others
| Plug-in for Microsoft-Outlook | Enable Plug-in for interaction with Microsoft-Outlook. |
Zoho Recruit Mobile Apps Access | Enable this for allowing the user to access Zoho Recruit through the mobile app. |
Zoho Recruit API
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
Social Tab | Enable the social tab for the user. |
| Add Social Profiles in record | This 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.
- Click on the more button that appears when you hover the mouse over the profile you wish to delete.
- Click on delete.
- In the Confirmation Page, click Delete again.Note:When you want to delete a profile that is associated with a user, you will be prompted to transfer the user to another profile before deleting them.
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