Re-entry Settings

Re-entry settings in Bullhorn Automation allow you to control how records can re-enter an automation after they have exited. This functionality provides flexibility in managing recurring processes or re-triggering workflows based on updated record criteria or actions.

By defining specific re-entry rules, you can tailor automations to suit your business needs, whether it’s re-enrolling candidates for recurring reminders, updating placement processes, or ensuring compliance checks are revisited after modifications.

This article explains how re-entry settings work, their configuration options, and best practices for optimizing your automations for efficient and effective workflows.

Candidate and Sales Contact Based Automations

The following re-entry options are available in Candidate and Sales Contact based automations:

Do Not Allow Re-Entry

Candidates/Sales Contacts will only enter this automation once.

• Example: A Candidate/Sales Contact meets the Automation Enrolment/List Criteria and enters the automation. One month later the automation is still active and the Candidate meets the Automation Enrolment/List Criteria again. They will not re-enter the automation.
• Use Case: Ideal for one-time email sends or data updates.

Allow Candidates/Sales Contacts to Re-Enter Every X Days

Candidates/Sales Contacts will re-enter once per number of days specified for as long as they meet the Automation Enrolment/List Criteria.

• Example: Re-entry is set to "Allow Candidates/Sales Contact to re-enter every 30 days". A Candidate meets the Automation Enrolment/List Criteria and enters the automation. 30 days later the Automation is still active and the Candidate still meets the Automation Enrolment/List Criteria again. They will re-enter the automation.
• Use Case: Sending monthly emails with Dynamic Job Links.

Submission and Placement Based Automations

The following re-entry options are available in Submission and Placement based automations:

Do Not Allow Re-Entry

Candidates/Sales Contacts will only enter this automation once, regardless of the number of Submissions/Placements that meet the Automation Enrolment/List Criteria. Submissions and Placements cannot re-enter.

• Example: A Candidate has three Submissions that meet the Automation Enrolment/List Criteria. Only one Submission will enter the Automation, as the Candidate/Sales Contact record is not allowed to re-enter.
• Use Case: Sending a one-off email to Candidates/Sales Contacts that have a Submission/Placement associated with them.

Candidates/Sales Contacts and Not Submissions/Placements Anytime

This is the default Setting and the most common option. Associated Candidates/Sales Contacts will enter the automation once for each time a Submission/Placement meets the Automation Enrolment/List Criteria.

• Example: Candidate A has Submission A meet the Automation Enrolment/List Criteria today. Submission A enters the automation. Candidate A has Submission B meet the Automation Enrolment/List Criteria tomorrow. Submission B enters the automation, because the Candidate can re-enter the Automation anytime.
• Use Case: Sending a unique acknowledgment email to Candidates when they apply for a role online, for each individual application.

Candidates/Sales Contacts and Not Submissions/Placements Every X Days

Associated Candidates/Sales Contacts will enter the automation once for each time a Submission/Placement meets the Automation Enrolment/List Criteria, but only based on the number of days specified.

• Example: Re-entry is set to "Candidates/Sales Contacts and not Submissions/Placements Every 30 Days". A Sales Contact has five Placements associated with them that meet the Automation Enrolment/List Criteria. The Sales Contact and one associated Placement will enter the automation today. The next associated Placement for the Sales Contact will enter in 30 days' time if it still meets the Automation Enrolment/List Criteria.
• Use Case: A Sales Contact has a large number of Placements associated with them, and you want to send an NPS Net Promoter Score. A metric used to measure customer satisfaction, loyalty, and enthusiasm. to them for each Placement, but no more than one NPS every 30 days.

Submissions/Placements and Associated Candidates/Sales Contacts Every X Days

Associated Candidates/Sales Contacts will enter the automation once for each time a Submission/Placement meets the Automation Enrolment/List Criteria. Those Submissions/Placements will re-enter, but only based on the number of days specified.

• Example: Re-entry is set to "Candidates/Sales Contacts and Submissions/Placements Every 7 Days". Placement A and Placement B meet the Automation Enrolment/List Criteria and enter the automation. Seven days later, if Placement A and Placement B still meet the Automation Enrolment/List Criteria, they will re-enter the automation.
• Use Case: Sending a weekly check-in email to your active Placements.

Job Based Automations

The following re-entry options are available in Job based Automations:

Do Not Allow Re-Entry

Sales Contacts will only enter this automation once, regardless of the number of Jobs that meet the Automation Enrolment/List Criteria. Jobs cannot re-enter.

• Example: Sales Contact A has three Jobs that meet the Automation Enrolment/List Criteria. Only one Job will enter the automation, because the Sales Contact record is not allowed to re-enter.
• Use Case: Sending a one-off email to Sales Contacts that have a Job associated with them.

Sales Contacts and Not Jobs Anytime

This is the most common option. Associated Sales Contacts will enter the automation once for each time a Job meets the Automation Enrolment/List Criteria.

• Example: Sales Contact A has five Jobs that meet the Automation Enrolment/List Criteria. All five Jobs will enter the automation, because the Sales Contact can re-enter the automation.
• Use Case: Sending a unique thank you email to Sales Contacts each time they log a Job.

Sales Contacts and Not Jobs Every X Days

Associated Sales Contacts will enter the automation once for each time a Job meets the Automation Enrolment/List Criteria, but only based on the number of days specified.

• Example: Re-entry is set to "Sales Contacts and not Jobs Every 30 Days". A Sales Contact has five Jobs associated with them that meet the Automation Enrolment/List Criteria. The Sales Contact and one associated Job will enter the automation today. The next associated Job for the Sales Contact will enter in 30 days time if it still meets the Automation Enrolment/List Criteria.
• Use Case: You have a large number of Jobs and want to send an NPS to the associated Sales Contact for each Job, but no more than one NPS every 30 days.

Jobs and Associated Sales Contacts Every X Days

Associated Sales Contacts will enter the automation once for each time a Job meets the Automation Enrolment/List Criteria, and those Jobs will re-enter, but only based on the number of days specified.

• Example: Re-entry is set to "Sales Contacts and Jobs Every 7 Days". Job A and Job B meet the Automation Enrolment/List Criteria and enter the automation. Seven days later Job A and Job B still meet the Automation Enrolment/List Criteria. They will re-enter the automation.
• Use Case: Sending a weekly check-in email to Sales Contacts that have a Job logged with them that is actively being worked on.

Understanding the Impact of Selecting "Every 0 Days" in Bullhorn Automation

When you select "every 0 days" in an automation, the following behavior occurs:

• Immediate Re-entry on Changes
  • After the automation's end step is reached, the record will re-enter the automation immediately whenever a relevant change is made to it in the ATS. This can cause the automation to trigger repeatedly with no delay.
    • Relevant changes could include notes added, fields changed, or owners updated.
• Potential for Infinite Loops
  • If the record is part of multiple automations with "every 0 days" selected, the automations can create an infinite loop. For instance, if one automation updates the record in a way that triggers another automation (and vice versa), the automations will continuously re-trigger each other.
    • Compounding Actions
      • If the automations are configured to perform an action like adding a note, this action will be repeated indefinitely. Notes will continue to be added until:
      • The automation is paused or deactivated.
      • The triggering criteria are altered.