Troubleshoot Automation Record Entry Issues

This article covers the most common automation entry scenarios: a record entered an automation when it should not have, a record did not enter when it should have, and records are stuck or not progressing. Use Advanced Search on the Contacts page to test list criteria against specific records.

What You Need Before You Start

  • The automation name or ID
  • At least one example record (ATS ID or name)

If a Record Entered When It Should Not Have

The most common explanation is that the record does actually meet the list criteria, even if you don't expect it to. Start there before assuming a system error.

  1. Open the record in the ATS and in Bullhorn Automation. Compare field values against the list criteria.
  2. In Bullhorn Automation, open the record's Full History. The Full History shows when the record was added to the enrollment list, when it was removed, and why. This confirms whether the record met the list criteria at the time of enrollment.
  3. If the record's current data does not match the list criteria, the data may have changed after enrollment. Check the ATS record's edit history to see whether a relevant field changed after the record entered the automation.
  4. If the record appears to not meet the criteria but entered anyway, open the Contacts page and run an Advanced Search with the ATS ID and the full list criteria. If the record appears in results, it does meet the criteria. Your expectation about the data may not match the actual field values.
  5. Slowly remove criteria from the Advanced Search, starting with negative criteria and "Contains" criteria. When the record disappears, you have found the criterion causing the unexpected match.

If the record entered correctly but you believe it should not have, check the What happens when records no longer meet criteria setting in Automation Settings. If this is set to Continue through automation, records that fall off the list mid-automation keep progressing through steps. The record may have met the criteria at entry but no longer does.

If a Record Did Not Enter When It Should Have

Use the same Advanced Search technique in reverse: add criteria one at a time and confirm the record appears after each addition.

  1. Open the Contacts page and select the correct entity type for the automation's list.
  2. Add the record's ATS ID as the first criterion and confirm the record appears. If it does not appear at all, the record may not have synced to Bullhorn Automation yet. Allow up to one hour and try again.
  3. Add each list criterion one at a time. Confirm after each addition that the record still appears in results.
  4. When the record disappears, the criterion you just added is the one the record does not meet. Compare the ATS field value against what the list expects.

If the record meets all criteria in Advanced Search but still has not entered the automation, the issue is likely re-entry blocking or date-based timing, not the list itself.

Date-Based Automation Timing

If the automation is date-based, check when the list was added to the automation relative to the record's key date. A record whose key date already passed before the list was added to the automation will not enter for past actions.

For example: if an automation triggers on Date Created and the list was added five days after a record was created, and the automation's first Wait step is "Day After Creation," that record will never complete that step because the date is already past. Date-based automations cannot retroactively act on records for dates that have already occurred.

Re-Entry Blocking

If the automation uses Do Not Allow Re-Entry and the record previously completed the automation, it will not enter again regardless of whether it currently meets the list criteria. Check the record's Full History in Bullhorn Automation to confirm whether it previously completed the automation.

For Job, Placement, and Submission automations with Do Not Allow Re-Entry at the Contacts/Candidates level: a Sales Contact or Candidate associated with multiple qualifying records will only enter the automation once. If you expect separate entry for each Submission or Placement, switch the re-entry setting to Contacts/Candidates and not Jobs/Placements/Submissions: Anytime so each qualifying associated record triggers a separate entry. For more information, see Configure Re-entry Settings in Bullhorn Automation.

Can a Record Re-Enter After Completing an Automation?

It depends on the re-entry setting configured for the automation.

  • Do Not Allow Re-Entry: Once a record completes the automation, it cannot enter again. This applies even if the record falls off the list and back on again.
  • Allow Re-Entry: Records can enter the automation again after completing it, as long as they continue to meet the list criteria on re-evaluation.

Check the record's Full History to see whether a previous completion is blocking re-entry. To change the re-entry behavior, edit the automation settings before turning it back on.