Adding and Managing Merge Documents

Overview

Merge Documents efficiently creates and personalizes documents in Bullhorn. A Merge Document is a preformatted, customizable document containing static information (such as the company logo, formatting, branding, and standard language) and dynamic information (such as name, occupation, and user name). The document changes based on the author and the audience. Use cases for Merge Documents include fee schedules, contracts, and job offers.

This article details:

• User variable codes
• Entity variable codes
• Creating and uploading a Merge Document
• Granting users access to a Merge Document
• Deleting a Merge Document

Variable Codes

Variable data codes are placeholders for the information you need Bullhorn to add to the document in real time. For example, if you create a fee agreement Merge Document and you want Bullhorn to insert the current date, name, and address of the client, you would use variable data codes for those fields as shown in the example below:

User Variable Codes

You can populate information regarding the document sender with User Variable Codes. Bullhorn populates the recruiter's or salesperson's name, title, and contact details in a pre-formatted document with User Variable Codes. Bullhorn's Field Mappings tool does not display the fields for Bullhorn user records. Find all the user variable codes in the table below. The prefix for user data is CurrentUser. Instead of separating the prefix and field data with an underscore, you must use a period.

Current User Attribute	Variable
User First Name	$CurrentUser.firstName$
User Last Name	$CurrentUser.lastName$
User Full Name	$CurrentUser.name$
User Phone	$CurrentUser.phone$
User Fax	$CurrentUser.fax$
User Pager	$CurrentUser.pager$
User Mobile	$CurrentUser.mobile$
User Email	$CurrentUser.email$
User Title	$CurrentUser.title$
User Address (Address 1 and 2)	$CurrentUser.address$
User City	$CurrentUser.city$
User State	$CurrentUser.state$
User Zip	$CurrentUser.zip$
User Company Name	$CurrentUser.companyName$

Entity Variable Codes

Variable data codes populate documents with Candidate, Company, Contact, Job, and Placement field values. Variable codes for these entities must contain two pieces of data; the prefix and the field name. The format for these codes is $prefix_fieldName$.

• The prefix indicates which entity contains the value. View the Entity Prefixes table below to see each entity’s corresponding prefix.
• The field name indicates which field the data pulls from. Please refer to the Entity Field Reference for a complete list of Bullhorn fields.

Entity name	Prefix	Example
Candidate	Candidate	$Candidate_fieldName$
Company	Client	$Client_fieldName$
Contact	ClientContact	$ClientContact_fieldName$
Job	Job	$Job_fieldName$
Placement	Placement	$Placement_fieldName$

Below are examples of entity variable codes, including syntax and variable code outcome. Custom fields can also be used in merge documents. For assistance confirming field names or variable code syntax, please contact Bullhorn Support.

Entity	Example Variable Code	Outcome
Candidate	$Candidate_firstName$	This code displays the candidate's first name.
Contact	$ClientContact_occupation$	This code displays the contact's job title.
Company	$Client_name$	This code displays the company name.
Job	$Job_salary$	This code displays the salary as listed on the job record.
Placement	$Placement_payRate$	This code displays the pay rate as listed on the placement record.

Date and Time Variable Codes

You can add variable data codes for inserting the current date or date and time. Bullhorn supports using either Microsoft Word's date and time codes or Bullhorn's date and time codes (below). There are no prefixes for these Variable data codes.

Date and Time Attribute: Format	Variable
Current Date: 8/2/2018	$CurrentDate$
Current Date (Long): August 2, 2018	$CurrentDateLong$
Current Time: 3:16 pm	$CurrentTime$

Creating and Uploading a Merge Document

Create the Template

1. Open a word processor program that has the capability to create RTFs (such as Microsoft Word or Google Docs).
2. Craft your document to match your agency's brand and messaging policies.
3. Use variable codes in place of recruiter/salesperson, candidate, contact, or job specific information.
4. Save the document as an RTF (Rich Text Format) file.

Upload the Template

1. In Bullhorn, navigate to Menu > More > Merge Documents.
   • S-Release: Navigate to Tools > Merge Documents.
     
2. In the Name field, specify a name for the Merge Document you are uploading.
   • This name can be different than the name of the RTF.
     
3. From the Query Name drop-down, select the appropriate entities.
   • This determines which records can access the template.
4. Click Choose File.
5. Select the RTF template you created previously, Click OK.
6. Click Add.

Granting Users Access to a Merge Document

1. In Bullhorn, navigate to Menu > Tools > Reporting.
   • S-Release: Navigate to Home > Reporting.
     
2. Click Administer Reports.
   
   
3. Click the pencil to the left of the document template.
4. In the Owner field or Entitlements field, enter or search for the users or user types that you want to have access to the document.
   
5. Click Save.

Uploading a New Version of a Merge Document

1. In Bullhorn, navigate to Menu > More > Merge Documents.
   • S-Release: Navigate to Tools > Merge Documents.
2. Click the pencil icon next to the document to re-upload.
   
3. You will see the name of the merge doc in the Name field above, click Choose File to browse for the updated file.
   
4. Click OK to upload the new file.
5. Click Submit.

Deleting a Merge Document

1. In Bullhorn, navigate to Menu > Tools > Reporting.

   • S-Release: Navigate to Home > Reporting.
     
2. Click Administer Reports.
   
   
3. Next to the Merge Doc you want to remove, click the trash can.
   
   
4. Click OK. This removes user access to the document template.
5. Navigate to Menu > More > Merge Documents.
6. Under Edit Merge Documents, find the template to be deleted.
   
7. Click the trash can icon.
8. Click OK. The document template is removed from Bullhorn.