Enabling the Bullhorn Email and Calendar Integration with Gmail

This article describes the steps you must take in order to enable the integration for your company, including:

• Creating Organizations
• Creating Hosts
• Setting up email routing to enable your company’s Google Apps account
• Configuring inbound and outbound email routing
• Required Features: G Suite

Before You Begin

There are a number of steps both you and Bullhorn Support must complete in order to enable the G Suite integration for Bullhorn.

• You should add Bullhorn to your Sender Policy Framework. See SPF Records and Sending Email from Bullhorn for more information.
• You will need your corporate tracker address. This address is provided by Bullhorn Support.
  • The tracker address should be in the format of <corpname>.<corpID>@​​slXtracker.bullhornstaffing.​com (where X stands for your company's swimlane number).
• Setting Up Organizations is an optional step.
  • Skip this section if you have a single instance of Bullhorn and want all your users' emails to track to Bullhorn.
  • You must use multiple organizations if you have multiple Bullhorn databases.
  • You will need multiple organizations if you want to exclude some email users from tracking to Bullhorn.

Setting Up Organizations

For more guidance on Organizations and Google, see the Google article How the Organizational Structure Works.

1. In Google Apps Administration, click the Users icon.
2. In the left pane under Organization, roll your mouse over your domain and click the down arrow.
3. Click Add Sub Organization.
4. In the Name field, enter a name for your organization.
5. Click Save.
6. Add users to their proper Organization by checking the box next to their name and clicking Move To Another Org.

Once you have completed creating your sub organization you will need to apply the Inbound and Outbound Routing set up in Parts 2 and 3 below to your specific sub organization.

For more guidance on applying Gmail settings with multiple organizations, see this Google article.

Setting Up The Host

1. Log into Google as an Admin and select the Google apps menu.
   
2. Click on the Admin menu.
   • You may need to select More to find this menu option. If you do not have this menu option you may need to speak with your IT Support to make sure you have access.
     
3. In the Search bar, type in "Hosts". Then select the option Hosts (Apps > Google Workspace > Settings for Gmail).
   
   
4. Select ADD ROUTE.
   
   
5. In the Name field, enter a name for your host. For example, Bullhorn Tracking.
6. Under Specify email server, find the field that says Enter host name or IP, and enter the domain of your bullhorn corporation tracker address.
   • Make sure you enter the domain of the tracker address only. This information appears after the "@". If you add the full tracker address, you will break your email setup.
   • Enter the tracking address domain in all lower case letters. Using any upper case letters will prevent the email tracking from working.
     
   

   Your corporation tracker address is provided by Bullhorn Support.

   For example: slXtracker.​bullhornstaffing.​com (where X stands for your company's swimlane number).

7. To the right of the Host field, enter 25. This is the port number.
   
8. Under Options, uncheck the following check boxes:
   • Require CA signed certificate
   • Perform MX lookup on host
   • Require secure transport (TLS)
9. Select Save.

You should create a new host for every swimlane you will be configuring. This only pertains to clients setting this up for multiple corporations on multiple swimlanes.

Setting Up Email Inbound Routing

1. After finishing the Hosts, select Settings for Gmail.
   
2. Click on Routing. On the Routing tab, click Add Another Rule.
3. Enter a name for the rule. For example, Bullhorn Inbound Tracking.
4. Under Email messages to affect, check the Inbound and Internal - Receiving check boxes only.
   
5. Scroll down to Also deliver to and check the box Add more recipients. This will cause the Recipients prompt to appear.
6. Select Add.
   
7. From the drop-down. select Advanced.
   
8. Under Route find the  Also Deliver to section. Under this section only, select the Change Route check box. To prevent email tracking issues, ensure that Change Route is only enabled here.
   


There are multiple "Change Route" check boxes. You need the one nested under the setting called Also deliver to > Add More Recipients.

9. From the drop-down that appears, select the Bullhorn host you created above.
10. Check the box for Do not deliver spam to this recipient.
11. Check the box for Suppress bounces from this recipient.
12. Once the route has been changed, select Save.
    
13. Select Save to save the routing rule.
    

Setting Up Email Outbound Routing

1. You will see the routing rule that was just set up. Click Add Another.
   
2. Enter a name for the rule such as Bullhorn Outbound Tracking.
3. Under Email messages to affect select the Outbound and Internal – Sending check boxes only.
   
4. Scroll down to Also Deliver to and select Add more recipients. This will cause the Recipients prompt to appear.
5. Select Add.
   
6. From the drop-down, select Advanced.
7. Under Envelope recipient, check the Change envelope recipient check box.
8. Select Replace recipient and enter the Bullhorn corporation tracker address in the field. This address is provided by Bullhorn Support.
   
   
9. Ensure the Do not deliver spam to this recipient and Suppress bounces from this recipient boxes are checked.
10. Select Save.
    
11. You can now see both inbound and outbound routes set up.
    
    

Next Steps

Now that you've completed these steps, emails will begin to track into Bullhorn within 1 hour.

You will want to test your email tracking and set up the Bullhorn for Email Add On in order to complete the integration.

Testing the Tracking

You can verify this tracking is working correctly by using an external email (for example, a free gmail.com or outlook.com email account) and creating a record that has the external email address in the email field.

1. Ensure 1 hour has passed since you completed the email tracking set up.
2. Generate a record that has an external email address attached to it.
3. From the external email address, send an email to one of your Bullhorn users.
4. Have the Bullhorn user reply to the email.
5. Open the test record (refresh the record if you haven't closed it yet) and navigate to Activity > Email to verify the exchange has tracked.
   • Email should appear within a few minutes of sending and receiving the emails.
   • Ensure the Ownership drop-down is set to All.
   • Ensure the Bullhorn user you selected has inbound email tracking turned on as well as an email address on their user profile.
     • You can find their user profile by going to Tools > Users and opening their profile.

If you still do not see emails tracking, verify the email tracking steps again.

Enabling the Bullhorn for Email Add-On

You can enable your Bullhorn for Email Add On easily by following the steps in the article Enabling the Gmail Add-On