Smart Tokens

Overview

This article provides use cases of Smart Tokens, and instructions for creating Smart Tokens as well as adding Smart TokenClosed Provides users with the ability to create their own dynamic merge tags and associations, additionally it is possible to add users to be notified that are not in your Bullhorn ATS. users.

Smart Tokens allow you to merge data into your emails that isn't stored in your ATS. It allows you to send messages from people who aren't linked to the recipient in the ATS.

Example Use Cases

This is a very powerful new tool and can be a little tough to wrap your head around. Some common ways we expect people to use Smart Tokens below:

  • I have 15 branches. I am doing NPSClosed Net Promoter Score. A metric used to measure customer satisfaction, loyalty, and enthusiasm. engagements for my contractors. When someone gives me a positive score, I want to direct them to the google review site for the branch that "owns," the candidate. 
  • I have contractor care managers. They are assigned to candidates based on a complex set of rules that aren't stored in Bullhorn. I want to send emails to candidates from the correct contractor care manager without duplicating the same automation for each.
  • If a client is not contacted every 30 days, I will notify their owner as listed on the client's ATS record. If they go 45 days, I want to notify the client owner's manager. The information about the relationship from rep to manager is not stored in Bullhorn so a smart token needs to be created for this use case.

Watch this video to learn how to create smart tokens for Job and Submission-based automations.

Creating Smart Tokens

Smart tokens are located in the Library section of Bullhorn Automation. Watch this 3-minute video for a visual demonstration on creating Smart Tokens.

  1. Click Library > Smart tokens.
  2. Click Add Smart Token.
  3. Choose the type of Smart Token you'll create.
    • You should always use the same Entity as the Automation you wish to use the Smart Token in. If creating a Submission based Automation, you should create a Submission based Smart Token.
  4. Provide a name for your Smart Token and begin to add the token values that will be merged into your messages.
    • Whatever is typed on the left will appear to anyone receiving the message.
    • The list you pick on the right side will determine the people who will see that token. 
    • A default back-up value will always need to be used. This is for the scenario where someone is receiving your message, but doesn't match any of the token value lists you've created.
  5. Click Save.
  6. You'll see your new token in the list of Smart Tokens and you'll also see it as a merge tag option throughout the system.

User Based Smart Tokens

Creating the user based tokens works the same way as general tokens. The main difference is that they are linking to a user in your ATS, rather than a word. That means that they have multiple elements (name, email, phone number and title) and they can also be used in more places than general tokens. 

User based tokens allow you to send messages from a Smart Token user and merge data into an email about a Smart Token user. These can be users from your ATS or you can create non-ATS users for the purpose of a smart token. 

Adding Smart Non-ATS Users

  1. From the Smart Token tab, click Manage Non-ATS Users, at the bottom of the page.
  2. Click Add New Non-ATS User.
  3. Enter all details for a user that is not in your ATS.
  4. Once created, those users can be used just like ATS users.

We recommend sending test emails to ensure that your newly created smart tokens will display the correct information you desire.