Open Change Requests and Placement Automations

Automations in Bullhorn rely on the data available in the ATS at the time the record is synced. At this time, there is no way for Bullhorn Automation to identify placement records with an open change request and exclude them from automation criteria. As a result, automations will process the record using the current values in the ATS, which could lead to unintended actions if the change request is later approved.

Once the change request is approved, the updated values will be applied during the next automation sync. However, any actions already triggered (such as emails or notifications) cannot be undone, which may result in outdated information being communicated.

Potential Impact on Automation Workflows

An open change request can impact automations in several ways:

1. Automation Lists A collection of ATS records that meets specified criteria, such as a scheduled end date or a low NPS response. may include records with values that are subject to change: Automations that rely on specific criteria, such as placement start dates, will include records based on the current values stored in the ATS. If a change request to update these values is approved after the automation has already run, actions such as emails, tasks, or status updates may reflect outdated information.

   A "Welcome Email" automation that triggers when a placement status changes to "Active" may send the email prematurely if a change request later updates the status back to "Pending Approval."

2. Merge Tags 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. may populate with values that are subject to change: Emails, text messages, and internal notifications that use merge tags, such as a placement’s pay rate, job title, or hiring manager’s name, will pull data from the ATS based on the current field values. If a change request is later approved, previously sent communications may contain inaccurate information, and Bullhorn Automation cannot retroactively correct them.

   If an email template includes the merge tag %PLACEMENTSTARTDATE%, the date will populate based on the current ATS value. If the start date is updated through a change request after the email is sent, the candidate may receive outdated information.

3. If an automation includes an Update Placement step and the associated placement record has an open change request, the automation will be unable to update the record. These updates will fail until the change request is approved, which may lead to delays in critical updates to the placement record.

   Example: An automation designed to update the placement status to "Completed" when the end date is reached will fail if an open change request exists. This could prevent accurate reporting and delay follow-up actions.

Best Practices to Prevent Issues

While automations cannot detect pending change requests, you can minimize the risk of incorrect information by following these best practices:

Monitor Change Requests Regularly

Keep an eye on open change requests and aim to resolve them quickly to minimize their impact on automations. Addressing pending updates in a timely manner helps prevent outdated data from triggering unintended actions such as notifications or record updates.

Plan Automations with Change Requests in Mind

If change requests are common for specific fields (e.g., start dates, pay rates), consider structuring your automations to reduce potential conflicts.

Communicate Key Dates and Automation Triggers

Ensure that recruiters, account managers, and other stakeholders are aware of important automation timelines and how pending change requests might affect them. Proactive communication helps align expectations and prevent discrepancies that could impact candidates or clients.