Understanding Workflow System Settings

Overview

Workflow icons display across the top of your records and represent the total number of times the record is associated with each icon.

For example, a candidate’s workflow icons generally represent the different stages of the hiring process, starting from the prescreen and ending with the placement. Each workflow icon lights up with a check mark when a user completes the associated action in the system. If multiple actions are completed per workflow icon, the icon tallies the total number.

This article outlines how to update your workflow in System Settings.

	Candidate Record
On the record:
In System Settings:	Prescreen,[Submission],[Sendout],[Interview],[Submission:Offer Extended],[Placement]

Changing Workflow Icons

Updating your workflow icons is done via System Settings. Workflow Icons appear on records in the same order they are listed in the corresponding system setting.

From your Bullhorn Menu, select System Settings.
- S-Release: From your Menu navigate to Tools and select System Settings.
Search for "workflow" in the search bar.

Associated Actions

You can have workflow icons that are associated with any of the below actions. All workflow icons can only be associated with a single action and must have a name associated with that action. Some of the workflow values in the table are hard-coded and should be included on your records.

For additional information, see Frequently Asked Questions below.

Lead and Opportunity records are available in Enterprise Edition only.

Value	Definition	Available Entities
[Submission]	Hard-coded Highlights the workflow icon when an internal submission is added against the referenced record.	Candidates Companies Contacts Jobs
[Submission:___]	Highlights the workflow icon when a submission with the specified status is added against the referenced record. (i.e. [Submission:Offer Extended]). Additional values represented by ____ need to be added to the jobResponseStatusList system setting. This tallies up the total number of current and historical submissions that are in your defined status.	Candidates Companies Contacts Jobs
[Sendout]	Hard-coded Highlights the workflow icon when a client submission (sendout) is created against the referenced record.	Candidates Companies Contacts Jobs
[Interview]	Hard-coded Highlights the workflow icon when an interview is scheduled against a record and an appointment is created with an appointment type of Interview. If an appointment with a type of Interview is not created with the interview, the Interview workflow icon will not light up.	Candidates Companies Contacts Jobs
[Placement]	Hard-coded Highlights the workflow icon when a placement is created against a record. See [Active Placement] if you want the workflow icon to light up when a placement is active.	Candidates Companies Contacts Jobs
[Active Placement]	Highlights the workflow icon when a placement has been added against a record and it is currently active. (i.e., today’s date falls between the start and end dates on the placement). The start date and end date for placements are defined using the Start Date and Scheduled End fields. The placement status must be Approved for the workflow icon to light up.	Candidates Companies Contacts Jobs
[Task]	Highlights the workflow icon when a task of any type, referencing the record, is completed. The workflow icon will not light up until the task has been marked as Complete. The record must be included in the References section on the task for the icon to light up.	Candidates Jobs Leads Opportunities
[Task:___]	Highlights the workflow icon when a task with a specified type, referencing the record, is completed. (i.e. [Task:Pre-Interview]). Additional values represented by ____ need to be added to the taskTypeList system setting. The workflow icon will not light up until the task has been marked as Complete. The record must be included in the References section on the task for the icon to light up.	Candidates Contacts Jobs Leads Opportunities
[Appointment]	Highlights the workflow icon when an appointment of any type is created against a record. The workflow icon will only light up when the date and time of the appointment has passed.	Candidates Contacts Jobs Leads Opportunities
[Appointment:___]	Highlights the workflow icon when an appointment with a specified type is created against a record and references a Contact record. (i.e. [Appointment:First Meetup]). Additional values represented by ____ need to be added to the scheduleTypeList system setting. The workflow icon will only light up when the date and time of the appointment has passed.	Candidates Contacts Jobs Leads Opportunities
[File]	Highlights the workflow icon when a file of any type is added to a record.	Candidates Contacts Jobs
[File:___]	Highlights the workflow icon when a file with a specified type is added against a record. (i.e. [File:Sales Documents]). Additional values represented by ____ need to be added to the fileTypeList system setting.	Candidates Contacts Jobs
[Converted]	Hard-coded Highlights the workflow icon when a record is converted to another entity. Converting records can only be done with leads and opportunities. If the record that your lead or opportunity is converted to is deleted, the workflow icon will remain lit.	Leads Opportunities
[Closed]	Hard-coded Highlights the workflow icon when an opportunity is set to a type of Closed.	Opportunities
[Work History]	Highlights the workflow icon when work history information is added to a candidate record.	Candidates
[Education]	Highlights the workflow icon when education information is added to a candidate record.	Candidates
[Reference]	Highlights the workflow icon when reference information is added to a candidate record.	Candidates
[Certification]	Available in S-Release only for certification; this is not related to credentialing. Highlights the workflow icon when certification information is added to a candidate record.	Candidates
[Status:___]	Highlights the workflow icon when the status of a record is changed to a specific value, where ____ represents the defined status value. Additional values represented by ____ need to be added to the corresponding entities Field Mappings within the Status value list.	Candidates Companies Contacts Jobs Leads Opportunities
Text	Adding a custom value without brackets, denoted by Text, will highlight the workflow icon when a note is added against a record with the specified type. For example, if you add 2nd Interview as a value in your workflow system settings then the icon will light up when a note with an action of 2nd Interview is added to the record. Adding a workflow of Appointment:2nd Interview would result in a count of appointments with that type rather than notes of that type. Additional values represented by Text need to be added to the commentActionList system setting.	Candidates Companies Contacts Jobs Leads Opportunities
[Job Posting]	Highlights the workflow icon when a job is associated with a record.	Contacts Companies

Frequently Asked Questions

Do I need to do anything after I update my workflow icons?

You will need to log out of Bullhorn and back in for the system to recognize the change. Otherwise, the workflow icon will automatically light up and count your existing records.

You will need to adjust existing records to match a new workflow, if you change the workflow icon to a different name. Example: If you change from "Prescreen" to "Initial Screening".

I created an interview but my interview workflow icon isn't lighting up.

An appointment with a type of "Interview" must be scheduled after creating an interview in Bullhorn for the icon to light up.

I added an appointment but my appointment workflow icon isn't lighting up.

Workflow icons that are tied to appointments will not light up until the date of the appointment has passed.

Why does my workflow icon trigger the Add Note screen when I click it?

Entering a value without brackets under a workflow system setting will be treated as adding a note with your value as the note action. View the table above for assistance on formatting your workflow values.