Generic Lookup Component

Note: To take advantage of the features mentioned in this documentation, your Org needs to be using (Undefined variable: bh4SFVersions.Latest Package Version) 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

Lookup fields are used throughout Salesforce to populate a field by referencing data on a different object. With standard Salesforce behavior it can be difficult to quickly identify relevant data when searching in a lookup field since minimal details are displayed. A Bullhorn for Salesforce functionality called Generic Lookup Component lets users filter and better qualify data in lookup fields.

This article explains how to use the Generic Lookup Component and contains configuration instructions for System Administrators.

Prerequisites

Generic Lookup Component is only supported in Salesforce Lightning.
The Org must be using Bullhorn for Salesforce release 2021.05 or newer.

Generic Lookup Component Benefits

Generic Lookup Component is a re-usable and flexible component that can be implemented in various parts of Bullhorn for Salesforce. Its main function is to improve data entry accuracy and it also helps provide a consistent user experience throughout the application.

Example

A user wants to add a new Call List Member to a Call List. They will retrieve the Contact by using the Contact lookup available on the New Call List Member screen.

Standard Salesforce Lookup:

Bullhorn for SalesforceGeneric Lookup Component:

The Generic Lookup Component has these extra options:

Filter the lookup using a subset of 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). contained in Contact List Views.
Add Contact fields to the Contact’s name in the drop-down to better identify the contact. For example, if multiple Contacts with the same name are in Salesforce, displaying the email address here helps identify the correct one.

Once enabled in the Org, Generic Lookup Component can be implemented in the following locations:

Location	Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates	Lookup Object	Filter by List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View)	Field set	Release
Contact record	Add to Call List	Lookup to Call List	Yes	No	2021.05
Contact record	Add to Long List Name of a BH4SF custom object. It 'captures' Candidates that look like a good match for a Job, before the actual hiring process begins. It's like a list of potential candidates	Lookup to Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement.	Yes	Yes	2021.05
Contact record	New Application First stage of Job placement flow (Application> Submittal>Interview>Offer> Placement)	Lookup to Job	Yes	Yes	2021.07
Contact List View	Add to Call List	Lookup to Call List	Yes	No	2021.05
Contact List View	Add to Long List	Lookup to Job	Yes	Yes	2021.05
ATS	Apply to Other Job	Lookup to Job	Yes	Yes	2021.05
ATS	Quick Add	Lookup to Contact	Yes	Yes	2021.05
ATS	Add to Call List	Lookup to Call List	Yes	No	2021.05
Call List record	New Call List Member	Lookup to Contact	Yes	Yes	2021.05
Call List Member Related List	New Application	Lookup to Job	Yes	Yes	2021.07
Textkernel Search + Match Results	Add to Call List	Lookup to Call List	Yes	No	2021.05
Textkernel Search + Match Results	Add to Long List	Lookup to Job	Yes	Yes	2021.05
Textkernel Search + Match Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Search	Add to Job	Lookup to Job	Yes	Yes	2021.07
Textkernel Search + Match Job Search	Add to Job	Lookup to Job	Yes	Yes	2021.07

Lookup Component Functionality

These are the main Lookup Component features:

Configurable Search Result Dropdown
List View Search
Match Search String Highlight
Mark Fields as Required

Configurable Search Result Dropdown

Out of the box, the generic lookup component uses a fieldset called Group Lookup on the following objects:

Contact
Jobs A job (vacancy, position, role) is an opening for which a customer's client needs a placement. (TR1__Job__c)
Call List (TR1__Call_List__c)

The first field selected in the field set will be displayed in the first line of the drop down, while the others will be shown on the second line, separated by a dot.

There is an option to override the out of the box field set and use a different one instead. All Salesforce field types are supported except for URL link. See the Configuration section for more details.

List View Search

By default, the lookup search will consider recently viewed records only. To use a different search filter, select a List View that is available to you (for example Contacts Owned by Me, or Jobs Opened Today, etc). Global search is also an available option.

When performing a search against recently viewed records or a specific List View, clicking on the field will run the search and show the result records. When selecting Global Search you must type at least two characters to start a search.

Match Search String Highlight

The search string is highlighted in the result's dropdown when it is a direct match.

Mark Fields as Required

This defines the selected field as required. A validation check is triggered and the user cannot continue if the field is not populated.

Configuration Steps

These steps are intended for Salesforce System Administrators.

Request Feature Enablement

Contact Bullhorn for Salesforce Support to request Generic Lookup Component be enabled in your Org.

Assign Users to Permission Set

Go to Setup > Permission Set.
Select 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.
Assign to users as required.

Update Remote Site Settings

Adding a remote site allows access to List Views when the Generic Lookup Component is enabled on a VisualForce page.

Go to Setup > Remote Site Settings.
Click New Remote Site.
In Remote Site Name enter "VFPages" then the URL with this format: https://tr1.XXXX.visual.force.com
- XXXX is the Salesforce instance including mysalesforce and all variations.

Replace Buttons on Page Layout

Several lookup filters have had existing buttons/components updated to be compatible with Salesforce Lightning so any buttons/components already on the page need to be replaced with the new versions.

Buttons that do not have a fallback mechanism should only be used if Generic Lookup Component is enabled, otherwise users will encounter an error message when searching

Location	Action	Use this	Fallback	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	Component
Contact record	Add to Call List	existing button	yes	Contact.Add_To_Call_List	VF An abbreviation of VisualForce, a Salesforce native framework used by developers Page CallListManager.page calling LightningOut ATSv2 In BH4SF, the newest version of the ATS tool (Application Tracking System)_AddToCallList.cmp
Contact record	Add to Long List	new button	no	Contact.Add_to_Long_List (Lightning Component)	Aura cmp AddToLongList.cmp
Contact List View	Add to Call List	existing button	yes	Contact.Add_to_Call_List_New	VF Page AddToCallListNew that redirects to VF CallListManager.page that implements lightningOut calling ATSv2_AddToCallList.cmp
Contact List View	Add to Long List	new button	no	Contact.Add_to_Long_Lis (List Button)	VF Page AddToLongListAction that redirects to AddToLongList.cmp
ATS	Apply to Other Job	existing cmp	yes	-	LWC cmp atsV2_bulkApplyToOtherJob.html + atsV2_bulkApplyToOtherJob.html + AddJobList.cmp
ATS	Quick Add	existing cmp	yes	-	Aura cmp KanbanQuickAdd.cmp and KanbanNewApplications.cmp
ATS	Add to Call List	existing cmp	yes	-	Aura cmp ATSv2_AddToCallList.cmp
Call List record	New Call List Member	new cmp	no	-	Aura cmp AddCallListMember.cmp
TK An abbreviation for Textkernel Portal Search Results	Add to Call List	existing cmp	yes	-	Aura cmp ATSv2_AddToCallList.cmp
TK Portal Search Results	Add to Long List	existing cmp	yes	-	LWC cmp masslonglist.html
Contact record	New Application	existing cmp	yes		JobManagerNewApplicationv2.page or JobManagerNewApplication.page
TK Portal -> Candidate Search	Add to Job	existing cmp	yes		NewApplications.page
TK Portal -> Job Search	Apply to Job	existing cmp	yes		NewApplications.page
Call List Member related list		existing cmp	yes		JobManagerNewApplicationv2.page or JobManagerNewApplication.page

Configure Field Sets

Go to Setup > Custom Metadata Types > Generic Lookup Fieldset. A metadata record has been created for each implemented lookup with the default Generic Lookup fieldset. (TR1__Generic_Lookup fieldset.)
- The first field in a field set should be a string, like Name or Job Name, because this is the field used for the search. The first field in the field set goes to the first line of the Generic Lookup Component. The rest of the fields are on the second line in a smaller font.
To change the fieldset referenced in a lookup, click the Custom Metadata Type record, then change the value of the Fieldset field to an existing fieldset for the same object as the lookup. When overriding the default fieldset, make sure to enable the Is Enabled checkbox on the relevant record.

Enable SOSL Query (optional)

In the Generic Lookup Component, the search is done using a SOQL query. For Orgs that deal in high volume, we recommend switching to SOSL query.

After switching to SOSL query, users will need to type in at least three characters (instead of two) to start the search.

Go to Setup > Custom Metadata Types > Generic Lookup (Manage Records) > Configuration.
Select the Enable SOSL checkbox.