2020 Email Editor: Email Activity Configurations

Note: To take advantage of the features mentioned in this documentation, your Org needs to be using Package Version 7.16 or newer. See Release Notes for more details about which features were introduced in each release. If you would like to upgrade to the current release, contact Bullhorn for Salesforce Support.

Overview

Using Salesforce activities to record sent emails is an important part of the recruiting workflow. Email Activity Configurations is a custom object to be used with the 2020 Email Editor that provides flexibility to control what information is recorded when an email is sent. It allows System Administrators to configure:

The activity type created after an email is sent (Email, Task, Event A Salesforce term used to describe an activity that involves invitations being sent out and calendar appointments being made.).
The object where the activity is saved (Contact or Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement.).

This article defines the pages Email Activity Configurations applies to, the Email Activity Configurations fields as well as how to create Email Activity Configurations records.

Prerequisites

The prerequisites to use Email Activity Configurations are:

The Org is upgraded to the Bullhorn for Salesforce 2021.05 release or newer.
The Org uses the 2020 Email Editor.
Salesforce Lightning Experience is enabled.

The activity behavior defined by Email Activity Configurations is applied to emails sent by the 2020 Email Editor pages:

Call List - Standard
Call List - Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Marketing
CV Manager - Share CV
Longlist
Registration Interview The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client.
Job Lead Name of BH4SF custom object. It stores details about a Job position not yet advertised or confirmed by a potential Client. Once the Client agrees to use the recruiter's services to fill the open position, then a Job Lead can be converted into Job record.
ATS v2 - Send Email
ATS v2 - Internal Interview
ATS v2 - Group Internal Interview
ATS v2 - Send Out The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client. Schedule
ATS v2 - Submit with Email
Textkernel Portal Emails
ATS v2 High Volume - Send Email
ATS v2 High Volume - Internal Interview
ATS v2 High Volume - Sendout A Client Submission (Sendouts, CV Sent) occurs when a recruiter sends a candidate to the hiring manager for approval to have an interview.

Email Activity Configurations Fields

The table provides details on all available fields in the Email Activity Configurations object. Fields that can only be used when generating events are marked as Event Only in the table.

Field Label	Field Name	Data Type	Description
Active	TR1__Active__c	Checkbox	Checked by default. Important: Deactivate rather than delete Email Activity Configurations records that create Events, as deleting will affect the updating existing events if an interview is canceled or edited. (Event Only)
Activity	TR1__Activity__c	Picklist	Choose the type of activity that gets created: Event, Email, or Task.
Add List of interviewees	TR1__Interviewees_List__c	Checkbox	When selected, Interviewees (Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider.) will be added to the activity Description field. (Event Only)
Add List of interviewers	TR1__Interviewers_List__c	Checkbox	When selected, Interviewers will be added to the activity Description field. (Event Only)
Assign To	TR1__AssignedTo__c	Picklist	By default, the event is assigned to the user who created it (Current User In Salesforce terminology, this is anybody that has login access to an instance. In BH4SF instances, usually the staff of recruiting companies). It can be assigned instead either to the Interviewer Usually the client/hiring manager taking part in a Job interview. A recruiter can also be an Interviewer User or to a specific user by selecting As Specified, then enter the User ID in the Specific Assigned User field. (Event Only)
Create Task for Candidates	TR1__CreateCandidateTask__c	Checkbox	When enabled for Candidate Marketing Call List Email Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates or JobLead Email Action, a task is created for the Contact IDs entered in the TR1_CandidateContact_c field. When enabled for Share CV Email Action, a task is created for the Contact ID of the candidate whose resume is shared.
Contact	TR1__WhoId__c	Picklist	Select either Interviewer or Interviewee. (Event Only)
Email Action	TR1__Email_Action__c	Picklist	This picklist shows all the email pages enabled for Email Activity Configurations. It is controlled by the Activity picklist, if Activity is set to Event then only the pages that generate events are shown.
Email Activity Configuration Name	Name	Text(80)	Enter a descriptive name for the record that references the email page + activity + object, for example: InternalInterview_Event_Job.
Event Subject	TR1__Event_Subject__c	Text(255)	If left blank the default configurations will be used: Registration Interview: Registration Interview + Name of Candidate + Type Send Out: Send Out + Name of Candidate + Job Title + Account + Stage Internal Interview: Internal Interview + Name of Candidate + Job Title + Account Alternatively, enter the text string to display in the Subject line of the Event. It will be followed by the fields selected in Event Subject Fields. (Event Only)
Event Subject Fields	TR1__Event_Subject_Fields__c	Picklist (Multi-Select)	See Event Subject above.
Language Code	TR1__Language__c	Text(255)	If blank, the configuration generated by this record will apply to all users. If a language is entered here, then the configuration will apply only to users that have that language set in their personal settings. Note that the language check comes after the profile check if TR1__ProfileId__c is used. Important: This text field needs to be populated with the exact format Salesforce uses for its supported languages, please see Supported Languages for more information.
Number of Events	TR1__Number_of_events__c	Picklist	This relates to the number of events created against the Job object when interviews are set up. (Event Only) The option One Event with Attendees is also supported. This feature creates one event where all the interviewers are added as Attendees. To enable this option, the new value needs to be manually added to the Number of Events picklist using "one event with attendees" as the field label and "single_with_attendees" as the API API, or Application Programming Interface, is used by customers to create custom career portals or to take advantage of Data Mirror/DataMart. Bullhorn prefers to use REST API. name.
Owner	OwnerId	Lookup(User,Group)	Email Activity Configurations Record Owner.
Profile Id	TR1__ProfileId__c	Text(15)	If blank, the configuration generated by this record will apply to all profiles. To be profile-specific, enter the relevant Profile ID here. Only one is allowed; create multiple records to assign to different Profiles.
Related To	TR1__WhatId__c	Picklist	Select the object against which the activity will be created. (Job/Contact)
Specific Assigned User	TR1__AssignedUser__c	Lookup(User)	If As Specified is selected in the Assign To picklist, enter the UserID of the user to assign the event record to. (Event Only)

Configuration Steps

After installing the new package, a script can be used to generate Email Activity Configurations records that match the current default activity behavior. System Administrators can decide to keep them, update the records, or create new ones.

Go to Custom Settings > Talent Rover Properties > Enable Configurable Email Activities.
- Once this checkbox is enabled, activity creation for all 2020 Email Editor pages will use the Email Activity Configurations object.
Create Email Activity Configurations records (in addition to or as replacement for the ones that come with the package) as desired.

Script to Create Default Records

Execute this script in the Developer Console to create default records similar to those available before the 2021.05 release:

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TR1.Utility.createDefaultEmailActivityConfig();

Email Page	Record Created	Where is it saved?
Call List - Standard	Task (for each in 'To' field)	Contact object
Call List - Standard	TR1_EMail_c record	TR Email object
Call List - Candidate Marketing	Task (for each in 'To' field)	Contact object
Call List - Candidate Marketing	TR1_EMail_c record	TR Email object
CV Manager - Share CV	Task (for each in 'To' field)	Contact object
Longlist	Task (for each in 'To' field)	Contact object
Registration Interview	Task	Contact object
Registration Interview	Event	Contact object
Job Lead A record that holds a potential relationship with a person or company. Examples: candidates, contacts, companies, jobs. Email	Task	Contact object
	Task	Job Lead object
	TR1_EMail_c record	TR Email object
ATS v2 - Send Email	Task (for each in 'To' field)	Contact object
ATS v2 - Send Email	Task	Job object
ATS v2 - Internal Interview/ Group Internal Interview	Task (for each in 'To' field)	Contact object
	Event (for each in 'To' field)	Contact object
	Event	Job object
	Task	Job object
ATS v2 - Send Out Schedule	Task (for each in 'To' field)	Contact object (Interviewer/s)
	Task(for each in 'To' field)	Contact object (Interviewee/s)
	Event(for each in 'To' field)	Contact object (Interviewer/s)
	Event(for each in 'To' field)	Contact object (Interviewee/s)
	Event	Job object
	Task	Job object
ATS v2 - Submit with Email	Task (for each in 'To' field)	Contact object
ATS v2 - Submit with Email	Task	Job object
ATS v2 High Volume - Send Email	Task (for each in 'To' field)	Contact object
ATS v2 High Volume - Send Email		Job Object
ATS v2 High Volume - Internal Interview	Task (for each in 'To' field)	Contact object
	Event (for each in 'To' field)	Contact object
	Event	Job object
	Task	Job object
ATS v2 High Volume - Send Out	Task (for each in 'To' field)	Contact object (Interviewer/s)
	Task(for each in 'To' field)	Contact object (Interviewee/s)
	Event(for each in 'To' field)	Contact object (Interviewer/s)
	Event(for each in 'To' field)	Contact object (Interviewee/s)
	Event	Job Object
	Task	Job object

Activity Record Creation if Email Activity Configurations is Not Enabled

These Activity configurations can be used in Orgs where the 2020 Email Editor is being used with a package prior to 2021.05 or if Email Activity Configurations are not configured. The table below shows the default activity records that are created when 2020 Email Editor emails are sent.

Configuration Options (Available with release 2020.12.1 and newer)

Create Email Activity records instead of Task Records. Use the table below as reference, in all instances where a Task was created an Activity record will be created instead. To enable this option:
1. Go to Setup > Custom Settings > Talent Rover Properties.
2. Enable the Create new email model email activities checkbox.
3. Click Save.
Create a Task for the Candidate Contact entered on a Call List Candidate Marketing or Job Lead email. This creates a task only for the Candidate that is being marketed to the client A Company is the organization where the contact works. This can also be called the Client., not each email recipient. To enable this option:
1. Go to Setup > Custom Settings > Talent Rover Properties.
2. Enable the Create Email Task for Candidate checkbox.
3. Click Save.

Email Page	Record Created	Where is it saved?
Call List - Standard	Task (for each in 'To' field)	Contact object
Call List - Standard	TR1_EMail_c record	TR Email object
Call List - Candidate Marketing	Task (for each in 'To' field)	Contact object
Call List - Candidate Marketing	TR1_EMail_c record	TR Email object
CV Manager - Share CV	Task (for each in 'To' field)	Contact object
Longlist	Task (for each in 'To' field)	Contact object
Registration Interview	Task	Contact object
Registration Interview	Event	Contact object
Job Lead Email	Task	Contact object
	Task	Job Lead object
	TR1_EMail_c record	TR Email object
ATS v2 - Send Email	Task (for each in 'To' field)	Contact object
ATS v2 - Send Email	Task	Job object
ATS v2 - Internal Interview	Task (for each in 'To' field)	Contact object
	Event (for each in 'To' field)	Contact object
	Task	Job object
	Event	Job object
ATS v2 - SendOut Schedule	Task (for each in 'To' field)	Contact object (Interviewer/s)
	Task(for each in 'To' field)	Contact object (Interviewee/s)
	Task	Job object
	Event(for each in 'To' field)	Contact object (Interviewer/s)
	Event(for each in 'To' field)	Contact object (Interviewee/s)
	Event	Job object
ATS v2 - Submit with Email	Task (for each in 'To' field)	Contact object
ATS v2 - Submit with Email	Task	Job object
Textkernel Portal Emails	Task(for each in 'To' field)	Contact object