Executive Search Configuration Guide

Overview

This article provides configuration steps required for the Executive Search within Bullhorn for Salesforce.

Executive Search allows for faster Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. searching. These configurations determine what data is accessible, where it is displayed, and which options are available.

Configurations include:

• Executive Search Functions
  • Job Roles
  • Account Aliases
  • Target Accounts
  • Employment History
  • Related Jobs
  • Team Member Credit
  • Job Billing
• Permission Sets

Job Roles

Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. Roles A job (vacancy, position, role) is an opening for which a customer's client needs a placement. are assigned to 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). that have a specific role A job (vacancy, position, role) is an opening for which a customer's client needs a placement. or responsibility in the creation and filling of jobs A job (vacancy, position, role) is an opening for which a customer's client needs a placement..

You have the option to automatically create related Job Roles records when 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). and Hiring Manager The person that approves/rejects Consultant's Timesheets/Expenses (usually a Client Contact, or Hiring Manager) details are added to a Job.

Users will be able to see the list of Contacts and their Job Roles on Job records. We also give the option of showing the Job Role name in the recipients field when emails are sent out from ATS v2.

1. Navigate to Setup > Custom Code > Custom Settings > Manage next to Executive Search.
2. Click Edit.
3. Select the checkbox for Show Job Roles in Lookups. Click Save.
4. Navigate to Setup > Object Manager > Job > Page Layouts.
5. Select the desired page layout accessed by your users.
6. Click Related Lists.
7. Click and drag Job Roles to the Related Lists section.
   
8. Under Related Lists click the Properties icon.
   
9. In the Related List Properties - Job Roles pop-up, under Columns > Available Fields, select the fields you want, including Job Role: Job Role Number.
10. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section.
    • The order of these fields can be configured with the Up and Down arrows.
11. Click OK and click Save.

Derived Job Roles

You can Job Roles to be created automatically against Job records.

1. In the same Custom Settings screen as above, select the checkbox for Create 'derived' Job Roles. Click Save.
   
   

2. Navigate to Setup > Object Manager > Job Role > Fields & Relationships > Role > in the Values section.

   • This screen label can be edited to match your business terms.
     
   

   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. names should not be changed.

3. Navigate to Setup > Object Manager > Job Role > Fields & Relationships > Role > in the Values section.
   • This screen label can be edited to match your business terms.
     
     
4. Click New.
5. In the Role screen, enter into the empty box the picklist values "Contact" and "Hiring Manager". Click Save.
   • Make sure both values are on their own separate lines.
     
6. Still in Job Role, navigate to Page Layouts.
7. Select the desired page layout accessed by your users.
8. In the Job Role Detail section, ensure the Derived checkbox is selected.
   
9. Hover over Derived, click the wrench that appears.
   
   
10. In the Field Properties pop-up, click the checkbox for Read-Only. Click OK.
11. Under Related Lists click the Properties icon.
12. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section.
    • The order of these fields can be configured with the Up and Down arrows.
      
      
13. Click OK and click Save.

Account Aliases

An Account Alias is a different name that is used to refer to an existing Account. For example, this can be used when a company A Company is the organization where the contact works. This can also be called the Client. changes names.

1. Navigate to Setup > Object Manager > Account > Page Layouts.
2. Select the desired page layout accessed by your users.
3. Click Related Lists.
4. Click and drag Account Aliases to the Related Lists section.
5. Under Related Lists, click the Properties icon.
6. In the Related List Properties - Account Aliases pop-up, under Columns > Available Fields, select the fields you want, including Account Alias Name.
7. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section. Click OK.
   • The order of these fields can be configured with the Up and Down arrows.
8. Still in Object Manager, navigate to Account Alias > Page Layouts.
9. Click the desired Page Layout accessed by your users.
10. Click Fields.
11. Click and drag Alias Type to the Account Alias Details section. Click Save.
    

Target Accounts

Target Accounts are Accounts that can be grouped together by similar characteristics. For example, you can group together Accounts that operate in similar the areas.

List View

1. Navigate to Setup > Object Manager > Account > List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View) Button Layout.
2. Select the List View drop-down and click Edit.
3. In the Accounts List View screen under Custom Buttons select Add Target Account.
4. Click the Add button to move the fields to the Selected Fields section. Click Save.
   • The order of these fields can be configured with the Up and Down arrows.

Related List

1. Still in Account, click Page Layouts.
2. Select the desired page layout accessed by your users.
3. Click Mobile & Lightning Actions.
4. Click and drag Add Target Account to the Salesforce Mobile and Lightning Experience Actions section.
   
5. Change your selection from Mobile & Lighting Actions to Related Lists.
   
6. Click and drag Target Accounts to the Related Lists section.
7. Under Related Lists click the Properties icon.
8. In the Related List Properties - Target Accounts pop-up, under Columns > Available Fields, select the fields you want, including Target Account Number.
9. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section.
   • The order of these fields can be configured with the Up and Down arrows.
10. Under the Buttons section, uncheck the New box. Click OK then click Save.
11. Still in Object Manager, navigate to Job > Page Layouts.
12. Select the desired page layout accessed by your users.
13. Click Mobile & Lightning Actions.
14. Click and drag Add Target Account to the Salesforce Mobile and Lightning Experience Actions section.
15. Change your selection from Mobile & Lighting Actions to Related Lists.
16. Click and drag Target Accounts to the Related Lists section.
17. Under Related Lists click the Properties icon.
18. In the Related List Properties - Target Accounts pop-up, under Columns > Available Fields, select the fields you want.
19. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section.
    • The order of these fields can be configured with the Up and Down arrows.
20. Under the Buttons section, uncheck the New box. Click OK and click Save.

Custom Settings

1. Still in Setup, navigate to Custom Code > Custom Settings > Manage next to the Executive Search field.
2. Click Edit.
3. Set the Selected Accounts Limit to "80".
   
4. Still under Setup, navigate to Object Manager > Target Account > Page Layouts.
5. Select the desired page layout accessed by your users.
6. Click Fields.
7. Click and drag all appropriate fields to the Target Account Detail section. Click Save.

Employment History

Allows greater functionality when searching employment history. Features include:

• Parsing: Parsing of the Account name from a CV into the Employment History record.
• Account Aliases: Ability to identify the alternative names for companies A Company is the organization where the contact works. This can also be called the Client. when Accounts names are searched.
• Current: The Employment History record will be marked as Current for the position A job (vacancy, position, role) is an opening for which a customer's client needs a placement. a Candidate currently is filling.
• Verified: Ability to manually mark an Employment History record as Verified.
  • For example, when there is no Account record in the system and it needs to be made clear that the data entered on the record is accurate.

Lightning Component

1. Navigate to Setup > Object Manager > Employment History > Buttons, Links, and Actions.
2. For the Edit field, select the drop-down and click Edit.
   
   
3. In the Override Properties pop-up, under Lightning Experience Override, click Lightning Component.
4. Select from the drop-down TR1:EmpHistoryCreateEditAction. Click Save.
   
5. For the New field, select the drop-down and click Edit.
   
   
6. In the Override Properties pop-up, under Lightning Experience Override, click Lightning Component.
7. Select from the drop-down TR1:EmpHistoryCreateEditAction. Click Save.

Field Sets

1. Still in Employment History, navigate to Field Sets.
2. Find your desired Field Label, select the drop-down for that line, and click Edit.
3. Click Employment History.
   
4. Click the drop-down to edit TR1_CreateEditForm.
5. Ensure all relevant fields are included for display. Click Save.
   • If you need to add additional fields, click them from above and drag them the In the Field Set section.

Fields

1. Still in Employment History, navigate to Page Layout.
2. Select the desired page layout accessed by your users.
3. Click Fields.
4. Click and drag the following fields into the Employment History Detail section:
   • Account
   • Current
   • Verified
     
5. Click Save.

Resume Parser

If using the Resume Parser, follow these steps:

1. Navigate to Setup > Custom Code > Custom Settings > Executive Search > Manage next to the Executive Search field.
2. Click New.
3. In the Executive Search Edit pop-up, enable the Prefill Employment History Account setting. Click Save.
4. Still under Custom Settings, click Manage next to Talent Rover Properties.
5. Click Edit.
6. In the Custom Settings pop-up uncheck the Do not update 'Current' Empl. History. Click Save.
   
7. Still under Setup, navigate to Custom Code > Apex Classes > Schedule Apex.
   
8. Schedule a new Apex Class to run daily with the following information:
   • Job Name: Enter "EmploymentHistoryUpdateCurrentBatch".
   • Apex Class Name: Enter "EmploymentHistoryUpdateCurrentBatch".
   • Schedule Apex Execution Frequency: Click Weekly then select the checkboxes next to every day of the week.
   • Start: Defaults to current date.
   • End: Select an end date. This will need to be updated before the date expires.
   • Preferred Start Time: Select a start time. For example, 6:00 AM.
9. Click Save.

Related Jobs

Related Jobs are Jobs that are similar to a previous Job a Candidate has held. This greatly reduces the amount of time spent filling a position because the candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. have already been vetted.

1. Navigate to Setup > Object Manager Job > List View Button Layout.
2. Select the List View drop-down and click Edit.
3. In the Custom Button section under Available Buttons, select Add Related Jobs and click the Add button to move this option to the Selected Buttons section. Click Save.
   
4. Still in Job, navigate to Page Layouts.
5. Select the desired page layout accessed by your users.
6. Click Mobile & Lightning Actions.
7. Click and drag Add Related Jobs to the Salesforce Mobile and Lightning Experience Actions section. Click Save.
8. Still in Setup, navigate to Job > Page Layouts.
9. Select the desired page layout accessed by your users.
10. Click Mobile & Lightning Actions.
11. Click and drag Related Jobs to the Related Lists section.
12. Under Related Lists click the Properties icon.
13. In the Related List Properties - Related Jobs pop-up, under Columns > Available Fields, select the fields you want, including Related Job Number.
14. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section.
    • The order of these fields can be configured with the Up and Down arrows.
15. Under the Buttons section, uncheck the New box. Click OK and click Save.
16. Still in Setup, navigate to Custom Code > Custom Settings > Manage next to the Executive Search field.
17. Click Edit.
18. Set the Selected Accounts Limit to "80". Click Save.

Search Capability

If you activate the search capability of the Account Look-up field, Bullhorn for Salesforce Executive Search gains the ability to retrieve Account and Account Alias names, as needed.

1. Log in to access FMA.
2. Navigate to the Connection Record for your customer and select the appropriate license.
   
3. Click Edit for TR1_useGenericLookup.
   

Team Member Credit

Team Member Credit is a tool for recording how different users contributed to the fulfillment of a Job.

1. Navigate to Setup > Object Manager > Job > Page Layouts.
2. Select the desired page layout accessed by your users.
3. Click Related Lists.
4. Click and drag Team Member Credit Number to the Related Lists section.
5. Under Related Lists click the Properties icon.
6. In the Related List Properties - Team Member Credits pop-up, under Columns > Available Fields, select the fields you want, including Team Member Credit Number.
7. After you've chosen the fields you'd like click the Add button to move the fields to the Selected Fields section. Click OK and click Save.
   • The order of these fields can be configured with the Up and Down arrows.

Job Billing

Job Billing allows for the ability to track the completion of key billing events in a Job, for example Placement The stage that occurs after a candidate accepts a job offer and facilitates their information being copied to the back office. Started. This eliminates the need for third-party management system.

1. Navigate to Setup > Object Manager > Task > Page Layouts.
2. Select the desired page layout accessed by your users.
3. Click Fields.
4. Drag and drop Billing Event A Salesforce term used to describe an activity that involves invitations being sent out and calendar appointments being made. into the Task section. Click Save.
5. Still in Setup, navigate to Job > Page Layouts.
6. Select the desired page layout accessed by your users.
7. Click Fields.
8. Click then drag and drop the following fields to the Job Compensation area of the page:
   • Projected Fee
   • Projected Base Package
   • Projected Bonus
   • Sum Projected Base and Bonus
   • Actual Base Salary
   • Actual Bonus
   • Actual Total
9. Click Save.

Permission Sets

1. Navigate to Setup > Users > Permission Set Groups.
2. To create a group, mark the checkboxes next to the following fields:
   • Generic Lookup User In Salesforce terminology, this is anybody that has login access to an instance. In BH4SF instances, usually the staff of recruiting companies
   • Job Roles User
   • Target Account User
   • Related Job User
   • Team Member Credit
   • Job Billing User
3. Click Add.
4. Create additional Permission Set Groups for users who do not require full read and/or write access to all of the functionality. For example, users who are not required to see Job Billing information.
   • To add users to a Permission Set Group, click on the group > Manage Assignments Object. Its records store details about a Job position to be filled >Add Assignment A Job position.

It is recommended that you provide users with the lowest Permission Set Group or Permission Set that they require to perform their role.