Exclude External Users from User Lookup Fields (Lightning Only)

Salesforce has made the decision to allow all Users to be visible in User In Salesforce terminology, this is anybody that has login access to an instance. In Bullhorn Recruitment Cloud instances, usually the staff of recruiting companies Look Up fields in Lightning (in Salesforce Classic, External Users are excluded).

This article offers a workaround to this issue that requires some simple configuration that System Administrators can easily implement in their Orgs. This article uses the User Lookup fields on the Closing Report Fifth Stage of Job placement flow, a Candidate that reaches the Closing Report Placement stage has been assigned to a job. In Bullhorn Recruitment Cloud, 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.) as a an example, but the same solution can be applied to any Object.

Configuration Steps

You need to create a Validation Rule for each User lookup field.

1. Go to Setup > Object Manager > Closing Report > Validation Rules
2. Click on New
3. In the new Validation Rule Edit page, enter the following
   • Rule Name: Exclude External Users from Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. Credit (or preferred name)
   • Error Condition Formula: NOT(ISPICKVAL(TR1__Job_Credit__r.UserType,"Standard"))
   • Error Message: You selected an External User. Internal Users allowed Only.
   • Save - make sure the Validation Rule is Active.

This will result in users getting a data validation error when saving the Closing Report if they have selected an External User in one of the Profit Split / Credit fields (the ‘Job Credit’ field, in our example)