Zoho Integration

Overview: 

With reference to how we have integrated with other ATS in the past (Manatal, Lever, BreezyHR), we have now added a new ATS that we integrate with — Zoho Recruit!

Just a quick recap of how the integration works, we will sync over candidates to Omni HR under the Pending Hires tab in People module, so you can add the pending hires into the system with important information filled up!

TABLE OF CONTENTS

• Steps to Connect & Setup
  • Step 1: Connect Zoho from the Omni App Store
  • Step 2: Connect & Setup in Zoho Recruit
    • 2.1: Enable Zoho Recruit app in Omni
    • 2.2: Create Webhook Action
    • 2.3: Create Workflow Rule in Zoho Recruit
• Create Jobs and Candidates in Zoho Recruit
• What fields will be synced over?
• What happens if employee has multiple offers with Status = ‘Offer accepted’

Steps to Connect & Setup

Step 1: Connect Zoho from the Omni App Store

1. Go to Apps > Other Integrated Apps > Zoho Recruit

2. Click Connect and it will bring you to the login page to login to your Zoho Recruit account.

3. Once the credentials are filled up, you should see a success message on screen:

4. You will see a Connected status on Zoho Recruit card.

Step 2: Connect & Setup in Zoho Recruit

2.1: Enable Zoho Recruit app in Omni

• Click on Zoho Recruit, login to Zoho Recruit when prompted, click on toggle for Receive hired candidates information

2.2: Create Webhook Action

2.2.1: Create Application Status Change Webhook

1. Copy the webhook URL from Omni

2. In Zoho Recruit, click on Setup(Gear icon) in the top bar and select Actions present under Automation.

Your customers’ accounts should be on Zoho Recruit Standard or a higher plan to use webhooks.

3. Switch to the Webhooks tab and click on Configure Webhook.

4. Provide a preferred Name i.e. Omni App Webhook. Then paste the webhook URL that you copied from                         Omni under URL to Notify and select the Module as Applications.

5. In URL Parameters: Under Append Entity Parameters, set Parameter Value as Applications. Then, go to Parameters in the User Defined Format, fill in the Parameter Name as data, and copy the JSON provided below in Value Description field.

{
  "candidate_id": "${Candidates.Candidate Id}",
  "owner_id": "${Candidates.ownerId}",
  "associated_tags": "${Candidates.Associated Tags}",
  "candidate_stage": "${Candidates.Candidate Stage}",
  "candidate_status": "${Candidates.Candidate Status}",
  "city": "${Candidates.City}",
  "country": "${Candidates.Country}",
  "created_by": "${Candidates.Created By}",
  "current_employer": "${Candidates.Current Employer}",
  "current_job_title": "${Candidates.Current Job Title}",
  "current_salary": "${Candidates.Current Salary}",
  "email": "${Candidates.Email}",
  "email_opt_out": "${Candidates.Email Opt Out}",
  "expected_salary": "${Candidates.Expected Salary}",
  "experience_in_years": "${Candidates.Experience in Years}",
  "first_name": "${Candidates.First Name}",
  "fresh_candidate": "${Candidates.Fresh Candidate}",
  "highest_qualification_held": "${Candidates.Highest Qualification Held}",
  "is_unqualified": "${Candidates.Is Unqualified}",
  "last_name": "${Candidates.Last Name}",
  "linkedin": "${Candidates.LinkedIn}",
  "mobile": "${Candidates.Mobile}",
  "phone": "${Candidates.Phone}",
  "postal_code": "${Candidates.Postal Code}",
  "rating": "${Candidates.Rating}",
  "salutation": "${Candidates.Salutation}",
  "skill_set": "${Candidates.Skill Set}",
  "street": "${Candidates.Street}",
  "website": "${Candidates.Website}",
  "application_status": "${Applications.Application Status}",
  "event": "candidate_stage_changed"
}

6. Make sure there are no custom parameters under Append Custom Parameters

7. Click on Save to add the webhook.

2.2.2: Create Offer Status Change Webhook

1. Copy the webhook URL from Omni

2. In Zoho Recruit, click on Setup(Gear icon) in the top bar and select Actions present under Automation.

Your customers’ accounts should be on Zoho Recruit Standard or a higher plan to use webhooks.

3. Switch to the Webhooks tab and click on Configure Webhook.

4. Provide a preferred Name i.e. Omni Offers Webhook. Then paste the webhook URL that you copied from Omni under URL to Notify and select the Module as Offers.

5. In URL Parameters: Under Append Entity Parameters, set Parameter Value as Offers. Then, go to Parameters in the User Defined Format, fill in the Parameter Name as data, and copy the JSON provided below in Value Description field.

{
  "candidate_id": "${Candidates.Candidate Id}",
  "owner_id": "${Candidates.ownerId}",
  "associated_tags": "${Candidates.Associated Tags}",
  "candidate_stage": "${Candidates.Candidate Stage}",
  "candidate_status": "${Candidates.Candidate Status}",
  "city": "${Candidates.City}",
  "country": "${Candidates.Country}",
  "created_by": "${Candidates.Created By}",
  "current_employer": "${Candidates.Current Employer}",
  "current_job_title": "${Candidates.Current Job Title}",
  "current_salary": "${Candidates.Current Salary}",
  "email": "${Candidates.Email}",
  "email_opt_out": "${Candidates.Email Opt Out}",
  "expected_salary": "${Candidates.Expected Salary}",
  "experience_in_years": "${Candidates.Experience in Years}",
  "first_name": "${Candidates.First Name}",
  "fresh_candidate": "${Candidates.Fresh Candidate}",
  "highest_qualification_held": "${Candidates.Highest Qualification Held}",
  "is_unqualified": "${Candidates.Is Unqualified}",
  "last_name": "${Candidates.Last Name}",
  "linkedin": "${Candidates.LinkedIn}",
  "mobile": "${Candidates.Mobile}",
  "phone": "${Candidates.Phone}",
  "postal_code": "${Candidates.Postal Code}",
  "rating": "${Candidates.Rating}",
  "salutation": "${Candidates.Salutation}",
  "skill_set": "${Candidates.Skill Set}",
  "street": "${Candidates.Street}",
  "website": "${Candidates.Website}",
  "application_status": "${Applications.Application Status}",
  "offer_status": "${Offers.Status}",
  "event": "candidate_stage_changed"
}

6. Make sure there are no custom parameters under Append Custom Parameters

7. Click on Save to add the webhook.

2.3: Create Workflow Rule in Zoho Recruit

Once the user has created those webhook, they now need to add it as a Rule in Recruit so that it fires Cobalt event.

2.3.1: Application

1. Navigate to Workflow Rules under Automation and click on + Create Rule button.

2. Select Module as Applications, add a Rule Name and click on Next.

3. In the Rule, select On a record action > Choose Change Status radio button for the Candidate Status Changed trigger and click on Next.

Based on the trigger that you are using, you would select different action. For example in Candidate Created, you would choose the Create radio button.

4. Select All Applications as the Condition 1 and click on Next.

5. Select Instant Actions and click on Webhooks. Select the Webhook that you created (Application Status Change) and click on Associate.

6. Click on Save and your webhook is now completely setup for use.

2.3.2: Offers

1. Navigate to Workflow Rules under Automation and click on + Create Rule button.

2. Select Module as Offers, add a Rule Name and click on Next.

3. In the Rule, select On a record action > Choose Change status of Offer radio button for the Candidate Status Changed trigger and click on Next.

Based on the trigger that you are using, you would select different action. For example in Candidate Created, you would choose the Create radio button.

4. Select All Offers as the Condition 1 and click on Next.

5. Select Instant Actions and click on Webhooks. Select the Webhook that you created (Offer Status Change) and click on Associate.

6. Click on Save and your webhook is now completely setup for use.

This concludes the setup portion of the integration.

Create Jobs and Candidates in Zoho Recruit

1. Create a Job Opening (with Department and Position filled up)

2. If there’s application received for a candidate:

1. Generate Offer letter for Confirmed candidate (with Position, Department, and Start Date filled up)
   
   
   
2. Once the candidate has accepted the offer letter, change the Application status to “Offer accepted”
   
   

3. This candidate should now be synced to Omni > Pending Hires tab.

What fields will be synced over?

• First Name
• Last Name
• Address
• Email
• Contact number
• Start date
• Job title (Job Position)
• Department

Notes:

• Start date, department & job title is tied to each offer letter created for an employee, instead of tied to employee’s profile. Which means that employee can also have multiple offer letters, and even with the same status.
• In this case, Omni will only read start date, department & job title from offer letter with the status = “Offer accepted”, and if there’s more than one offer letters with the same status, the system will take the most recent offer letter to read off the values to sync over to Omni.

Fields we cannot sync over

• Work Location
• Manager

What happens if employee has multiple offers with Status = ‘Offer accepted’

• Employee details on Pending Hires tab will be updated to the one with the latest status update of application status to “Offer accepted”.

Still Need Help? 

Reach out to our support team should you need further assistance.