Forms & Packages Field Tag Matching

Bullhorn Automation, in collaboration with the Talent Platform, offers a feature that streamlines the process of sending forms and packages by using field-tag matching. This joint capability allows for the dynamic assignment of forms and packages to candidates based on specific data in their records, enhancing workflow efficiency and ensuring that the correct documents are always sent.

How It Works

  • Field Value Submission: When a candidate’s record is processed, Bullhorn Automation extracts relevant field values from the candidate's profile.
    • Example: It can pull the state value, such as "California," from the Candidate State field.
  • ID Lookup: The extracted field value is then sent to the Talent Platform, which uses your pre-configured tags to identify the correct form or package ID.
    • Example: If "California" is the value, Talent Platform would return the ID for all the forms with that tag.
  • Package Assignment: Bullhorn Automation then uses the identified form or package ID(s) to assign the appropriate documents to the candidate. This ensures that each candidate receives the correct forms or packages based on their specific data.

To ensure that the field-tag matching process works correctly, the tags used in Talent Platform must exactly match the information in the ATS fields. This matching is case-sensitive, so any variation in capitalization or spelling will prevent the tags from being recognized correctly. Double-check your tags to make sure they are consistent with the data entered in the ATS fields.

FAQ

What is the difference between selecting "Forms" or "Packages" and selecting "Forms & Packages with Field-Tag Matching"?

Selecting “Forms” or "Packages" assigns based on a fixed ID set during configuration. "Forms & Packages with Field-Tag Matching," however, dynamically determines the form and package ID(s) using field values and tags in the Talent Platform. This process removes the need for multiple automations based on variables like tax state and ensures form and package selections are always up to date, as the ID lookup happens every time a record is processed.

What fields are supported for tag lookup?

Only single-value Candidate standard and custom fields are supported for package assignment via tag lookup. Multi-value fields such as skills and categories are not supported at this time.

Can "Forms", "Packages", and "Forms & Packages with Field-Tag Matching" be used together?

Yes, you can select individual forms and packages and assign forms and packages based on tag lookup at the same time. Before assigning forms, Talent Platform validates whether the form is already assigned and is in an "Incomplete" status. If the form meets these conditions, it will not be assigned to prevent duplication resulting from selecting both options.

What if the field value for tag matching is missing or NULL?

If the field value for tag lookup is NULL or doesn’t match any tags configured in the Talent Platform, Automation cannot order forms or packages based on the lookup. The resulting outcome will depend on the selected options:

  • If "Packages" or "Forms" are selected along with "Forms & Packages with Field-Tag Matching": Only the selected Packages and Forms will be passed to the Talent Platform for assignment since a matching tag ID could not be found.
  • If "Packages" or "Forms" are not selected: The automation step will fail, a notification of the failed request will be triggered, and the record will continue through the rest of the automation process.