Create a List in Bullhorn Automation

You can create a list from three different places in Bullhorn Automation. Each starting point works the same way and produces the same result. Where you begin depends on what you are trying to accomplish.

Use this article to understand your options, choose the right starting point, and follow the steps for the method that fits your workflow.

Building your list through Advanced Search is the recommended approach. Advanced Search lets you preview matching records before saving, so you can confirm your criteria are working correctly before the list drives any enrollment.

Choose Where to Create Your List

Starting Point Best When Preview Before Saving? Record Type
Advanced Search (recommended) You want to verify criteria against live records before saving Yes You select
ListsClosed A collection of ATS records that meets specified criteria, such as a scheduled end date or a low NPS response. Page You are building a reusable segment outside of an automation No You select
Automation Enrollment You are already building an automation and need a list in context No Pre-set to match the automation

Any user with a standard User role in Bullhorn Automation can create, view, edit, and use lists. Bullhorn Automation has two roles, User and Admin, and no read-only role. All users in your instance have the same access to the Lists page, including the ability to edit lists created by other users.

List Types at a Glance

  Always Updated One-Time
Syncs with ATS? Yes, reflects ATS changes as they happen No, fixed at the moment of creation
Best for Automation enrollment, suppression lists Audits, reporting, historical snapshots
Can criteria be edited? Yes No, criteria cannot be edited after saving
Default when creating? Yes No

 

Example of a One-Time list: A snapshot of all candidates placed in Q1 2024, used for an end-of-quarter report. The list will not change even as placement records are updated after the fact.

Steps

  1. Navigate to your starting point.

    • Advanced Search: Go to the Contacts page and click Advanced Search. A side panel will appear.

    • Lists Page: Go to the Lists page and click Add New List. A side panel will appear.

    • Automation Enrollment: Open the automation, click Edit Enrollment in the Automation Enrollment section, then click Create New List. A side panel will appear.

  2. Select the record type you are targeting. Supported record types:

    • Candidates

    • Sales Contacts

    • Submissions

    • Placements

    • Jobs

    • Leads

      If you are creating a list from the Automation Enrollment step, the record type is pre-set to match the automation. You cannot change it from this step. To create a list for a different record type, use Advanced Search or the Lists page instead.

  3. Enter a name in the List Name field.

    • List names cannot contain the following characters: < > " ' % ; ( ) & +

  4. Select a list type. Always Updated is the default.

    • Always Updated: Syncing initiates immediately after the previous sync completes, averaging 6 minutes. Use this type for automation enrollment and any list that needs to stay current.

    • One-Time: Captures a snapshot of records that match your criteria at the moment you save. The list does not change after that. Use this type for reporting or one-off analysis.

  5. Add the conditions and condition groups to define your list criteria.

    • The number of matching records updates as you build.

      Advanced Search only: Click Search before saving. A preview of all matching records will appear. Review these results to confirm your criteria are working as expected before saving.

  6. Click Save.

    • Advanced Search and Lists Page: The list appears on the Lists page and is available to all users in your instance.

    • Automation Enrollment: The list appears under Included in the Automation Enrollment step and is also saved to the Lists page, where it is visible to all users in your instance. Records that match the list criteria will begin enrolling on the next sync cycle, typically within about 6 minutes of the automation being turned on.

Creating or editing a list within an active automation triggers an auto-pause. You will need to manually turn the automation back on after saving your changes. Auto-pause does not apply to automations that have not yet been turned on.

Troubleshooting

If the list is not updating after records change in the ATS

Confirm the list type is set to Always Updated, not One-Time. One-Time lists are fixed at creation and will not reflect ATS changes regardless of what happens to those records afterward. You cannot convert a One-Time list to an Always Updated list. You will need to recreate it with the same criteria.

If no records appear after saving

Check your conditions for conflicts, for example criteria that require a field to meet two contradictory values simultaneously. Use Advanced Search to test your criteria before saving, as it uses identical criteria logic to the List Builder and shows a live record count as you build.

If the automation stopped running after you edited the list

Editing a list within an active automation triggers an auto-pause. This is expected behavior. Navigate to the automation and click Turn on Automation to resume it.

If you cannot save the list

Check the list name for restricted characters: < > " ' % ; ( ) & +. Removing these will allow the save to complete.

If you delete a list that is attached to an active automation

When you attempt to delete a list that is in use by an automation, you will see a warning that the list will be removed from the automation. If you confirm the deletion, the list is removed and no new records will enroll. Records already moving through the automation continue from their current step.

FAQs

What is the default list type when creating a new list?

Always Updated is the default. The list will automatically reflect changes in your ATS as they sync to Bullhorn Automation, keeping it current without any manual effort.

Can I change a list from One-Time to Always Updated after saving?

No. The list type is set at creation and cannot be changed afterward. If you need an Always Updated version of a One-Time list, create a new list using the same criteria and select Always Updated.

Who can see and edit lists I create?

All lists are visible to everyone in your Bullhorn Automation instance. There is no private or user-scoped visibility. Any user can view, use, and edit any list, including lists created by other users.

Can the same list be used in multiple automations?

Yes. A saved list can be used as enrollment criteria in as many automations as needed. Any automation using an Always Updated list will reflect ATS changes automatically.

What happens if I delete a list that is being used by an active automation?

You will receive a warning before the deletion is confirmed. Once confirmed, the list is removed from the automation and no new records will enroll. Records already in the automation are not affected and continue from their current step.

Why is the record type already selected when I create a list from the Automation Enrollment step?

The record type is inherited from the automation itself. To create a list for a different record type, use the Lists page or Advanced Search instead.

What happens if I change the list criteria after the automation is already active?

Editing a list within an active automation triggers an auto-pause. Once you save your changes, you will need to manually turn the automation back on. Records already in the automation continue from where they are and are not re-evaluated against the new criteria.

When do records start enrolling after I save a list during automation enrollment?

After saving and turning the automation on, records that match the list criteria will begin enrolling on the next sync cycle, typically within about 6 minutes.