Contact Lookup Filtering

Overview

This article explains how to control which Contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact). are shown in Contact lookup fields used in various areas of Bullhorn for Salesforce.

Contact Lookup Filtering Logic

For each one of the lookup fields listed below, the Bullhorn for Salesforce package includes a corresponding checkbox field.

By default all the checkboxes are set to True which will marks those Contacts as a Contact that should be shown in the corresponding lookup. When set this way, clicking the Hiring Manager The person that approves/rejects Consultant's Timesheets/Expenses (usually a Client Contact, or Hiring Manager) lookup from a Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. record will display every Contact in Bullhorn for Salesforce

To limit which Contacts are shown in one of these Contact lookups, update the corresponding checkbox field to False. If the checkbox = False for a Contact, they will not be included in the lookup field. For example, when the ‘Is_Hiring_Manager__c’ checkbox is set to False for all Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. the Hiring Manager lookup from a Job record will only show Client Contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact)..

List of Contact Lookup Fields

Location	Lookup Field	Checkbox Field (Contact Object)
Call List	Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Contact TR1__CandidateContact__c	Is_Candidate_Contact__c
Closing Report Fifth Stage of Job placement flow, a Candidate that reaches the Closing Report Placement stage has been assigned to a job. In BH4SF, a 'Closing Report' is a record that captures all the information related to the newly filled position (name of Candidate, position, salary, start date, which recruiter gets credit for the hire etc.)	Person Placed Used mainly in USA recruitment industry, a Consultant is a person placed on a tempory contract/vacancy (Consultant is only used for temporary jobs, not for permanent positions) TR1__Person_Placed__c	Is_Person_Placed__c
Closing Report	Timesheet Approver The person that approves/rejects Consultant's Timesheets/Expenses (usually a Client Contact, or Hiring Manager) TR1__Timesheet_Approver__c	Is_Timesheet_Approver__c
Closing Report	Timesheet Second Approver TR1__Timesheet_Second_Approver__c	Is_Timesheet_Second_Approver__c
Job	Contact TR1__Contact__c	Is_Contact__c
Job	Hiring Manager TR1__Hiring_Manager__c	Is_Hiring_Manager__c
Application V2 A BH4SF custom object introduced when new data model ATSv2 was added to the core product	Applicant A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. TR1__Applicant__c	Is_Select_Candidate__c
Reference	Referee TR1_Referee__c	Is_Select_Candidate__c
ATS v2 - Submittal The Second Stage of Job application flow. This is when the recruiter sends the Candidate CV to the client, a sort of first introduction.	To	Is_To__c
ATS v2 - Submittal	Cc	Is_Cc__c
ATS v2 - Submittal	Bcc	Is_Bcc__c
ATS v2 – Quick Add	Candidate	Is_Select_Candidate__c
ATS v2 – Send out	Interviewers	Is_Interviewers__c

Configuration Steps

1. For any of the above listed lookup fields, decide what type of Contact you want to exclude from selection.
2. Create a Workflow Rule that defines that type of Contact.
3. Create an associated Field Update action that will update the corresponding checkbox from True to False.
4. Activate the Workflow Rule.

Example Use Case

Objective: Only show Client A Company is the organization where the contact works. This can also be called the Client. Contacts in Job record Hiring Manager field:

1. Create a Workflow Rule to identify all Candidate Contacts. For example, where Candidate Status does not equal "Not Applicable."
2. Create the formula for the Rule Criteria and configure as follows:
   Evaluation Criteria: created, and each time it's edited; When to Run: Formula evaluates to true.
3. Create a Field Update as the rule’s "Immediate Workflow Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates": if the rule criteria are met, this will trigger the update of this Contact field to False: Is_Hiring_Manager__c.