Smart Tokens

Smart Tokens in Bullhorn Automation enhance your communication by allowing you to dynamically merge data into your emails that isn't stored in your Applicant Tracking System (ATS). This also feature enables sending messages from individuals not directly linked to the recipient in the ATS, providing a personalized touch to your interactions.

This is a useful tool that can be a little tough to wrap your head around. Some common ways we expect people to use Smart Tokens are listed here:

  • Branch-Specific Feedback: In organizations managing multiple branches and conducting Net Promoter Score (NPSClosed Net Promoter Score. A metric used to measure customer satisfaction, loyalty, and enthusiasm.) engagements, Smart Tokens can direct respondents to the appropriate Google review site for their respective branch.te. 
  • Customized Candidate Communication: For organizations with complex candidate-manager assignments not stored in Bullhorn, Smart Tokens ensure that emails are sent from the correct manager without requiring duplicate automations.
  • Client Contact Notifications: Notifications can be set up for client owners if a client hasn't been contacted within a specific timeframe. For example, the client owner's manager can be notified if there is no contact for 45 days, even when the manager relationship isn't stored in Bullhorn.

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 and open the Smart tokens tab.
  2. Click Add 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..

  3. Choose the appropriate entity type, matching the entity of the automation where the Smart Token will be used.

    • 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.
  5. Select the Smart Token Type from these options:
    • Generic Token: These can be used for any purpose, examples include links, location names, or other data that is not stored in the ATS.
    • User Token: These can be made for current users or to create new contacts that you want to send emails from or notify.
  6. Complete the Generic or User Token Content section.
  7. Click Save.
  8. 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.

Generic Token Content

Complete the following content for Generic Tokens.

  1. This List...: For this field select or create a list for records that should have the smart token used for them. Additional lists can be added by clicking + Add Token Content.
  2. ...Will Display this Content: For this field insert the content to be shown for the recipient who match the criteria set up in the associated list. This can be any text or link.
  3. Click Done next to each token as it is added.
  4. Default Token Content: Add what should be shown in the email for recipients who do not match the criteria set up in the lists for the smart token and then click Done.

  5. After entering the information click Save.

The smart tokens will show up in the Merge TagsClosed Merge tags enable the use of Bullhorn ATS or Bullhorn Automation imported data to populate content. They are utilized in emails, notifications, and text messages where applicable. drop-down in the email builder.

You'd like to send a link for a Google review site to candidates who have given a positive NPS score. The link is different for US and UK candidates.

  1. Under this list... create a list for candidates that are in the US.
  2. Under ...will display this content add the link to the US review site.
  3. Click Done.
  4. Repeat the steps for UK candidates by setting up a list with the criteria for the UK.
  5. Add the Default Token Content. This is the link that will be sent to recipients that do not fit the smart token list criteria that was created. In this example, if someone lives in Canada, they would not meet the US or the UK list criteria and would be sent the default.
  6. Click Save.
  7. Add the Smart Token to your email template and the recipients will run through the list criteria and be sent the appropriate link based on their location.

 

User Tokens

User-based Smart Tokens work similarly to general Smart Tokens but link to a user. Unlike general tokens, which represent static text, user-based tokens are dynamic and include multiple elements, such as the user’s name, email, phone number, and title. They can also be used in more places than general tokens, providing greater flexibility.

These tokens allow you to:

  • Send messages from a Smart Token user.
  • Merge user-related data (e.g., contact details) into email content.

User-based tokens can reference users already in your ATS or newly created non-ATS users specifically for Smart Token functionality.

Complete the following content for User Tokens.

  1. This List...: For this field select or create a list for records that should have the smart token used for them. Additional lists can be added by clicking + Add Token Content.
  2. ...Will Display this user: For this field search for a user in the ATS. If the person is not a user in the ATS select Create New User and complete the following fields and then click Save:
    • First Name
    • Last Name
    • Email Address
    • Phone Number
    • Title
  3. Click Done next to each token as it is added.
  4. Default User Token: Add the user that should be sent for recipients who do not match the criteria set up in the lists for the smart token and then click Done.

  5. After entering the information click Save.

The smart tokens will show up in the Merge Tags drop-down in the email builder.

Always send test emails to ensure that your Smart Tokens display the correct information as expected.

You'd like to send an email from a specific Onboarding Specialist based on the Candidate's state. Complete the following information for the User Smart Token:

  1. Under this list... create a list for candidates that are in the state of Missouri.

  2. Under ...will display this user add or create the user for the Onboarding Specialist assigned to Missouri.
  3. Click Done.
  4. Repeat the steps for Illinois candidates by setting up a list with the criteria for candidates that are located in Illinois and adding the assigned Onboarding Specialist to the ...will display this user field.

  5. Add the Default User Token. This is the user that will be used if the candidate does is not located in Missouri or Illinois. Click Done after adding.
  6. Click Save.
  7. When adding an Email Template to the Email step in the automation the Smart Token can be added in the From field.

 

Where Smart Tokens Are Used

The Used In column in the Smart Tokens list shows where each token is being utilized and provides details about the token’s settings.

Using User Smart Tokens

  • User Smart Tokens must be tied to the entity of the automation they will be used with (e.g., Candidate, Job, Placement).
  • Once created, they will appear in the merge tag list, allowing you to easily insert them into emails or notifications.
  • User tokens can also be added to the To or From fields in emails or notifications.

If multiple tokens share the same criteria, Bullhorn Automation will only use the leftmost value in the list. For example, if two tokens are based on the same list, only the first token will trigger an email.