Owner Assignment Rules

Overview

This article explains how to use Owner Assignment Rules Rules which can be created to assign the most suitable owner to each contact. This ensures that every contact is managed by the right person. to make sure emails are always sent from the best person and that notifications about important activities go to the right place.

Owner Assignment Rules help you to personalize any messages you send so that they come from the person who is most likely to build a relationship with that contact. Bullhorn Automation allows you to easily build rules to assign the best owner to every contact in Bullhorn Automation (and sync that owner back to your ATS if you'd like). 

Using Owner Assignment Rules

Owner assignment rules can be found in the Settings section of Bullhorn Automation.

There are two main ways you can pick the best owners in Bullhorn Automation. You can mix and match these rules to make sure the right owner is assigned for any circumstance:

• Using the Bullhorn Automation rules based on recent interactions.
  • Example: Make the owner whoever left the last note.
• Custom rules that you define, based on the candidate.
  • Example: If the candidate lives in Florida, assign them to a recruiter in the Orlando office. 

Bullhorn Automation Rules Based on Recent Interactions

These rules are pre-configured by Bullhorn Automation and are based on who most recently interacted with the candidate in the ATS. All of these rules require that the user for Bullhorn Automation is Active. This means that they are still able to log into and use the ATS and are not marked as "Inactive" in Bullhorn Automation. For more information on Active and Inactive users see ATS Users.

The rules and descriptions are listed below: 

• Contact with an Active ATS Owner: If an active ATS user is marked as the owner, then assign to the ATS owner. This will make the owner in Bullhorn Automation the same user that is assigned to the contact in the ATS.
  • Bullhorn Automation adds this rule by default and makes it the first priority.
• Note from Active Owner: If an active ATS user has left a note, then assign the user who left the note as the owner. This will make the owner in Bullhorn Automation whoever left the most recent note on the contact.
  • Bullhorn Automation adds this rule by default and makes it the second priority.
• Backup Rule: If no previous rules apply, then assign ownership via "Round Robin".

Custom Rules Based on the Contact

• Custom Rule: If in list, then assign via Round Robin. 

Custom Rules allow you to build any list criteria and then assign any ATS user(s) based on those rules. This is done by adding a new custom rule, adding a list and then picking which users you'd like to assign.

If you select more than one user (recommended), this will assign the ATS user via "Round Robin." This will distribute contacts to those selected ATS users based on a percentage. 

Example: If there are four users selected for ownership, each ATS user has a 25% chance of owning a contact on that list.

Adding a custom rule

1. Click the Add New Rule button and select Custom Rule.
2. Enter a name the rule, then either select the list of contacts this rule will apply to. You can either choose an existing list of contacts, or to create a new list.
   • Custom Rules from lists can only be created with Candidate or Sales-based lists.
3. Select the users you would like to assign as owner(s) of the contacts in the list.
   
4. Once you have your Owner Assignment Rules in place, you can prioritize them however you want. Just click the up and down arrows to determine which rule should take precedence over another. 
   
   • You'll see a final Backup Rule rule at the end. This rule will only be used if a contact doesn't match any of the other rule criteria. This rule will always run last and ensures that no matter how an email or notification is configured, it will always have an active owner associated to it.
     

You can add as many Owner Assignment Rules and add as many users to each rule as you'd like. You can also choose for each rule if you'd like it to update the owner in the ATS.

Deleting a Custom Rule

Occasionally, you may want to delete a Custom Rule from your list of rules if you no longer need it. Deleting the rule is simple: just click on the rule you want to delete, and click on the trashcan icon in the bottom left corner.

Example List of Owner Assignment Rules