Duplicates Shown in Bullhorn Automation

Overview

This article explains how to view and allow duplicates in Bullhorn Automation.

Viewing Duplicate Records

Bullhorn Automation automatically provides you with an exportable list of your duplicate records. To access this, go to your Lists A collection of ATS records that meets specified criteria, such as a scheduled end date or a low NPS response. Area and look for the lists called Duplicate Candidates, Duplicate Sales Contacts and Duplicate Leads.

These lists are added by default and contain all records that have the same email address or the same characters listed in the email1 field across two or more records. These lists appear as "One-Time Lists" as they are hard-coded to update daily and cannot be altered.

When creating lists you can filter out duplicates by using the logic Not in List > Duplicate Candidates or Duplicate Sales Contacts or Duplicate Leads. This will remove all records that have a duplicate from the criteria.

Allowing Duplicates in Automations

By default, Bullhorn Automation will filter out any duplicate records on Candidate, Leads, and Sales Contact-based automations. If you wish to include duplicates in an automation, you can do this by checking the Allow Duplicates checkbox found within the Automation Settings. Checking this box will allow any duplicate records with the same email address to enter into the automation if they match the defined list logic.

If the Allow Duplicates option is turned on for an automation, here's what will happen in the following scenarios:

"Send an Email" Automation Step

Every email address will be sent an email. So if there are two ATS records with the same email address entering the automation, this person will receive two emails.

"Send Survey" Automation Step:

Every duplicate email address will be sent an email or text (if the duplicate records also have the same number listed).

"Send Notification" Automation Step

Bullhorn Automation will send a notification for every duplicate record, as frequently as defined in your notification settings.

"Send a Text" Automation Step

If multiple records have the same number listed, each record will receive a text message. So if two records with the same number go through the step, this person will receive two text messages.

"Add a Task" Automation Step

Every duplicate record will have the task associated to their ATS record.

"Add a Note" Automation Step

Every duplicate record will have the note associated to their ATS record.

"Update Candidate/Sales Contact/Lead" Automation Step

Every duplicate record will have their ATS record updated as defined in the update step.

As always, be sure to test each automation to verify that the changes or communications will be delivered as desired. Happy Automating!