Email Troubleshooting and Optimization

Effective email communication is essential for Bullhorn Automation users. This guide outlines common email-related challenges and provides best practices to ensure seamless email automation.

Email Fields

Bullhorn Automation pulls email addresses from the Email1 field by default. If a Contact has an email address in their Email2 field but not in Email1, Bullhorn Automation will not automatically pull from Email2.

Solutions:

  • Create an automation to copy the data from Email2 into Email1.

  • Adjust the primary email field to another (such as Email2 or Email3) with Email1 as a backup if the primary is blank. This will apply across all Candidates and Contacts but cannot be configured to send to Email1 as the primary with a custom backup field.

Email Threads

Bullhorn Automation does not include past emails within a thread, nor can it attach prior messages.

Alternative Options:

  • Copy and paste previous email(s) into the current email.

  • Set list criteria to include recipients who haven't opened the first email.

Viewing Emails

Emails sent via Bullhorn Automation are not tracked in the Email tab in Bullhorn ATS. Instead, they are stored in the Bullhorn Automation tab on any Candidate or Client Contact record.

Additional Note Tracking:

  • To register an email note on the Contact record, add an Add Note step after every email step and select the appropriate Note Action and content.

Email Send Time

The Send Time is located in the Step Details of an email step. While emails are usually sent around this time, delays can occur due to reattempts when the recipient's email server does not immediately respond.

Managing Emails in a Live Automation

Deleting or Replacing Emails

  • Pause the automation before deleting an email.

  • Add a new email step while paused to ensure recipients continue receiving communications.

  • If no replacement email is added, recipients will skip to the next step.

  • If a Contact is in a Wait step when an email step is deactivated, they will remain in the Wait step until the email is either reactivated or deleted.

Updating Contacts' Email Addresses

  • If a Contact's email address is updated during a live automation, their position in the automation remains unchanged.

  • If they are not in a Wait step, run a manual sync to ensure emails are sent to the updated address.

  • If they are in a Wait step, the email address will update automatically.

Email Template Support

Transferring Email Templates Between Databases

Bullhorn Automation does not support direct email template transfers between databases.

Alternative Solution

  • Templates can be exported, but must be rebuilt manually in the destination database.

Error Testing an Email Template

  • Ensure all To/From fields are correctly filled if an error occurs when testing an email template.

Common Email Issues & Solutions

Images Not Loading Automatically

If images must be manually downloaded, check for security settings on the recipient's email client.

  • Outlook & Gmail may block images by default.

  • Some corporate security settings prevent image downloads.

Removing “via” from the Sender Name

To remove the “via” tag next to the sender name:

  • Ensure that email DNS settings correctly reflect the sending domain.

Forwarded Emails

  • If a forwarded email is blank or missing a subject, it may be a display issue caused by the recipient’s email client.

  • If a forwarded email reaches the wrong person, the recipient should unsubscribe via the link at the bottom of the email to prevent future misdelivery.

404 Error After Changing IP Address (Azure)

Users on Azure may receive a 404 error after updating their IP address.

To resolve this:

  • The custom domain must be re-added on our end. Contact Bullhorn Support for assistance.