ATS v2: High Volume Recruiting Configuration

This article applies to ATS v2s using the ATS v2 data model only.

Overview

This article covers the settings involved in the configuration of ATS v2 High Volume. These settings are already configured for standard high volume functionality but you may want to change them based on your needs. You will need to create the Bulk Action An action that is performed for a large volume of data (for example, an email sent after selecting a large number of Candidates) Definition records.

This article is intended for System Administrators.

ATS Action Modes

There are three different processes to perform Bullhorn ATS Actions, such as moving candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. to a different stage:

• UI Mode - For simple actions without much data.
• Mass Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates Mode (Synchronous) - For more complex actions.
• Bulk Action Mode (Asynchronous) - For the most data-heavy and complex actions.

The only difference an end user will notice is that UI and Mass Action Mode records are updated in real time while Bulk Mode takes longer. Users will be able to check progress in the Bulk Monitor tab of the job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. record. See ATS v2: High Volume Recruiting for more information. Bulk Action Definitions are used by two Bullhorn for Salesforce functionalities, ATS v2 High Volume and the 2020 Email Editor.

UI Mode Configuration

1. Go to Setup > Custom Metadata Types > ATS Action Configuration.
2. Enter a value in the UI Limit field.

The value entered in this field determines the maximum number of records to be processed in UI Mode. For example, if the value entered is 20 and a user selects up to 20 Candidates in ATS v2 and performs an action that action will happen in UI Mode. If the user selects 21 or more candidates the action will be performed in Mass or Bulk Mode instead.

The 2020 Email Editor has a hard-coded limit of 10. When that limit is reached Bulk Mode will automatically be used, ignoring any user-entered UI Limit.

Bulk Action Definitions Configuration

Mass and Bulk Actions are configured using the Bulk Action Definition Object. Use the following fields for configuration:

• Action Name: Name of the action (i.e. Reject/Unreject). Case sensitive.
• Bulk Action Limit: The maximum number of records that can be selected for bulk action. If the number of selected records is higher than the Bulk Action Limit the action will not be triggered and an error message will be displayed.
• Bulk Threshold: This value defines the boundary between Mass Actions and Bulk Actions. When the number of selected records is lower than the Bulk Threshold the action is performed in Mass Action mode. If the number of records is equal to or higher than the Bulk Threshold the action is performed in Bulk Mode.
  • The UI Limit value cannot be larger than the Bulk Threshold Value.
• Chunk Size: Selected records are split into chunks in Bulk Action mode. The action is executed asynchronously for each chunk. Chunk Size determines how many records are contained in each chunk, i.e., how many records will be updated in a single transaction.
• Handler Name: This field contains the name of the class that implements the BHHV_BulkActionHandler interface. This class executes action specific logic.
• Target Object: 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 of the object this action is designed for and on the object where the Bulk Monitor will be displayed. It is always TR1__Job__c.

In Orgs where ATS v2 High Volume or the 2020 Email Editor is configured for the first time, the following script should be run in the Developer Console to generate the baseline Bulk Action Definition records:

Set<String> definitionNamesToRemove = new Set<String>{
'Add To Call List', 'Apply To Other Job', 'Cancel Schedules', 'Edit Schedules', 'Internal Interview',
'Mass Placement', 'Move To Offer', 'Move To Stage', 'Move To Submittal', 'Move To Send Out',
'Reject/Unreject', 'Email', 'EML_BulkMailer', 'Bulk DML','EML_BulkICSMailer'};
 
delete [SELECT Id FROM TR1__BHHV_Bulk_Action_Log__c];
delete [SELECT Id FROM TR1__BHHV_Bulk_Action_Definition__c WHERE Name IN: definitionNamesToRemove];
TR1.BulkActionDefinitionUtility.createDefinitions();

The last line of code is a post deployment step run every time a new feature requires bulk action definitions. This code can be run in Orgs with Bulk Action Definitions already created as it does not override existing records, only adds new ones.

Once the script is executed the following records will be created on the Bulk Action Definitions Object:

The performance of mass/bulk actions depends heavily on the objects involved in the background and related background actions, so it will vary from case to case, and from Org to Org. Refer to this article as the general configuration, but if problems or errors appear while a bulk action is performed, then the values should be decreased.

Job Record Type

Job Record Type: (TR1__Job_Record_Type__mdt)

Clickpath: Setup > Custom Metadata Types > Job Record Type

This Custom Metadata Type is a Job Record Type classifier referenced in other settings. Upon package install these four records are available:

• Consulting
• Permanent
• Retained
• Fixed Term

If your Org uses any other Job Record Types, add a record for each. You only need to enter Label/ Job Record Type Name on the record.

Bullhorn ATS Config per Job Record Type

ATS Config per Job Record Type: (TR1__ATS_Config_per_Job_Record_Type__mdt)

Clickpath: Setup > Custom Metadata Types > ATS Config per Job Record Type

This Custom Metadata Type defines the Bullhorn ATS default view and the set of fields to display for Tabular View based on Job Record Type.

These are the main fields on this Custom Metadata Type record:

• Default View: Picklist to define the Bullhorn ATS default view.
• Fields to Display: Comma separated list of fields to display on Tabular View. The main object is Application V2 A BH4SF custom object introduced when new data model ATSv2 was added to the core product. All relationships are supported. If you put a lookup field in the list, the Name field from the lookup object will be displayed (i.e. for TR1__Applicant A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider.__c field a Contact Name field will be displayed).
• Job Record Type: Metadata lookup to TR1__Job_Record_Type__mdt.

Bullhorn ATS Action Configuration

ATS Action Configuration: (TR1__ATS_Action_Configuration__mdt)

Clickpath: Setup > Custom Metadata Types > ATS Action Configuration

The most important information stored in this Custom Metadata Type is the UI Limit. The value that you enter here determines the max number of records that will be processed in UI mode.

For example, if the value here is 10, when a user selects up to 10 Candidates in ATS v2 and performs an action, that action will be in UI Mode . If the user selects more than 10 Candidates, the Action will be performed in Mass or Bulk Mode.

These are the main fields on this Custom Metadata Type record:

• UI Limit: Max number of records processed in UI mode.
• Action Name: Name of the action as defined in Bulk Action Definition. Case sensitive. Out of the box we have:
  • Add To Call List
  • Apply To Other Job
  • Cancel Schedules
  • Edit Schedules
  • Email
  • Internal Interview The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client.
  • Mass Placement The stage that occurs after a candidate accepts a job offer and facilitates their information being copied to the back office.
  • Move To Offer The fourth Stage of Job application flow. This is when the candidate is offered the position (details about salary, locations etc are shared and candidate decides if he wants to take the job)
  • Move To Send Out The third Stage of Job application flow. This is when the recruiter sets up a job interview between Candidate and Client.
  • Move To Stage (This is the setting for the Move Back bulk/mass actions)
  • Move To 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.
  • Placement
  • Quick Add*
  • Reject/Unreject
  • View Interview Schedules*
    
    

    *There is no bulk/mass action associated to the Quick Add and View Interview Schedules buttons, but an mdt record needs to be created for these two buttons to control their visibility. Action Name is a mandatory field, so a value is needed. UI Limit is populated for the same reason.

• Job Record Type: Metadata lookup to TR1__Job_Record_Type__mdt.
• Active: set to True by default as all action buttons are visible out of the box. Set it to False to remove an action button from the Bullhorn ATS user interface.
• Position A job (vacancy, position, role) is an opening for which a customer's client needs a placement.: Currently non-functional. With future development it will control the position of the button on the Action Toolbar.

On first installing the package, this Custom Metadata Type will have the following list of records, with fields populated as per this table:

ATS Action Configuration Table

Label	ATS Action Configuration Name	Action Name	UI Limit	Job Record Type	Active	Position
Add To Call List Consulting	Add_To_Call_List_Consulting	Add To Call List	20	Consulting	TRUE	10
Add To Call List Fixed	Add_To_Call_List_Fixed	Add To Call List	20	Fixed Term Booking 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.)	TRUE	10
Add To Call List Perm	Add_To_Call_List_Perm	Add To Call List	20	Permanent	TRUE	10
Add To Call List Retained	Add_To_Call_List_Retained	Add To Call List	20	Retained	TRUE	10
Apply To Other Job Consulting	Apply_To_Other_Job_Consulting	Apply To Other Job	20	Consulting	TRUE	3
Apply To Other Job Fixed	Apply_To_Other_Job_Fixed	Apply To Other Job	20	Fixed Term Booking	TRUE	3
Apply To Other Job Permanent	Apply_To_Other_Job_Permanent	Apply To Other Job	20	Permanent	TRUE	3
Apply To Other Job Retained	Apply_To_Other_Job_Retained	Apply To Other Job	20	Retained	TRUE	3
Cancel Schedules Consulting	Cancel_Schedules_Consulting	Cancel Schedules	20	Consulting	TRUE	n.a.
Cancel Schedules Fixed	Cancel_Schedules_Fixed	Cancel Schedules	20	Fixed Term Booking	TRUE	n.a.
Cancel Schedules Permanent	Cancel_Schedules_Permanent	Cancel Schedules	20	Permanent	TRUE	n.a.
Cancel Schedules Retained	Cancel_Schedules_Retained	Cancel Schedules	20	Retained	TRUE	n.a.
Edit Schedules Consulting	Edit_Schedules_Consulting	Edit Schedules	20	Consulting	TRUE	n.a.
Edit Schedules Fixed	Edit_Schedules_Fixed	Edit Schedules	20	Fixed Term Booking	TRUE	n.a.
Edit Schedules Permanent	Edit_Schedules_Permanent	Edit Schedules	20	Permanent	TRUE	n.a.
Edit Schedules Retained	Edit_Schedules_Retained	Edit Schedules	20	Retained	TRUE	n.a.
Email Consulting	Email_Consulting	Email	20	Consulting	TRUE	2
Email Fixed	Email_Fixed	Email	20	Fixed Term Booking	TRUE	2
Email Permanent	Email_Permanent	Email	20	Permanent	TRUE	2
Email Retained	Email_Retained	Email	20	Retained	TRUE	2
Internal Interview Consulting	Internal_Interview_Consulting	Internal Interview	20	Consulting	TRUE	1
Internal Interview Fixed	Internal_Interview_Fixed	Internal Interview	20	Fixed Term Booking	TRUE	1
Internal Interview Permanent	Internal_Interview_Permanent	Internal Interview	20	Permanent	TRUE	1
Internal Interview Retained	Internal_Interview_Retained	Internal Interview	20	Retained	TRUE	1
Mass Placement Consulting	Mass_Placement_Consulting	Mass Placement	20	Consulting	TRUE	4
Mass Placement Fixed	Mass_Placement_Fixed	Mass Placement	20	Fixed Term Booking	TRUE	4
Mass Placement Permanent	Mass_Placement_Permanent	Mass Placement	20	Permanent	TRUE	4
Mass Placement Retained	Mass_Placement_Retained	Mass Placement	20	Retained	TRUE	4
Move To Offer Consulting	Move_To_Offer_Consulting	Move To Offer	20	Consulting	TRUE	n.a.
Move To Offer Fixed	Move_To_Offer_Fixed	Move To Offer	20	Fixed Term Booking	TRUE	n.a.
Move To Offer Permanent	Move_To_Offer_Permanent	Move To Offer	20	Permanent	TRUE	n.a.
Move To Offer Retained	Move_To_Offer_Retained	Move To Offer	20	Retained	TRUE	n.a.
Move To Send Out Consulting	Move_To_Send_Out_Consulting	Move To Send Out	20	Consulting	TRUE	n.a.
Move To Send Out Fixed	Move_To_Send_Out_Fixed	Move To Send Out	20	Fixed Term Booking	TRUE	n.a.
Move To Send Out Permanent	Move_To_Send_Out_Permanent	Move To Send Out	20	Permanent	TRUE	n.a.
Move To Send Out Retained	Move_To_Send_Out_Retained	Move To Send Out	20	Retained	TRUE	n.a.
Move To Stage Consulting	Move_To_Stage_Consulting	Move To Stage	20	Consulting	TRUE	n.a.
Move To Stage Fixed	Move_To_Stage_Fixed	Move To Stage	20	Fixed Term Booking	TRUE	n.a.
Move To Stage Permanent	Move_To_Stage_Permanent	Move To Stage	20	Permanent	TRUE	n.a.
Move To Stage Retained	Move_To_Stage_Retained	Move To Stage	20	Retained	TRUE	n.a.
Move To Submittal Consulting	Move_To_Submittal_Consulting	Move To Submittal	20	Consulting	TRUE	n.a.
Move To Submittal Fixed	Move_To_Submittal_Fixed	Move To Submittal	20	Fixed Term Booking	TRUE	n.a.
Move To Submittal Permanent	Move_To_Submittal_Permanent	Move To Submittal	20	Permanent	TRUE	n.a.
Move To Submittal Retained	Move_To_Submittal_Retained	Move To Submittal	20	Retained	TRUE	n.a.
Placement Consulting	Placement_Consulting	Placement	20	Consulting	TRUE	4
Placement Fixed	Placement_Fixed	Placement	20	Fixed Term Booking	TRUE	4
Placement Permanent	Placement_Permanent	Placement	20	Permanent	TRUE	4
Placement Retained	Placement_Retained	Placement	20	Retained	TRUE	4
Quick Add Consulting	Quick_Add_Consulting	Quick Add	20	Consulting	TRUE	5
Quick Add Fixed	Quick_Add_Fixed	Quick Add	20	Fixed Term Booking	TRUE	5
Quick Add Permanent	Quick_Add_Permanent	Quick Add	20	Permanent	TRUE	5
Quick Add Retained	Quick_Add_Retained	Quick Add	20	Retained	TRUE	5
Reject/Unreject Consulting	Reject_Unreject_Consulting	Reject/Unreject	20	Consulting	TRUE	8
Reject/Unreject Fixed	Reject_Unreject_Fixed	Reject/Unreject	20	Fixed Term Booking	TRUE	8
Reject/Unreject Permanent	Reject_Unreject_Permanent	Reject/Unreject	20	Permanent	TRUE	8
Reject/Unreject Retained	Reject_Unreject_Retained	Reject/Unreject	20	Retained	TRUE	8
View Interview Schedules Consulting	View_Interview_Schedules_Consulting	View Interview Schedules	20	Consulting	TRUE	12
View Interview Schedules Fixed	View_Interview_Schedules_Fixed	View Interview Schedules	20	Fixed Term Booking	TRUE	12
View Interview Schedules Permanent	View_Interview_Schedules_Permanent	View Interview Schedules	20	Permanent	TRUE	12
View Interview Schedules Retained	View_Interview_Schedules_Retained	View Interview Schedules	20	Retained	TRUE	12

ATS HV Settings

ATS HV Settings: (TR1__ATS_HV_Settings__mdt)

Clickpath: Setup > Custom Metadata Types > ATS HV Settings

This Custom Metadata Type sets the retention period for Bulk Action logs.The value is stored in the Bulk Action Log Retention Period field. If a log is older (in days) than the value in this field then it will not be displayed in Bulk Monitor.

ATS Configuration Settings

ATS Configuration Settings: (TR1__ATS_Configuration_Settings__c)

Clickpath: Setup > Custom Settings > ATS Configuration Settings

This Custom Setting stores settings for various ATS v2 features. Two are related to the set up of ATS High Volume:

• Toggle Views Button Disabled: Disables the toggle view button. The end user will only have access to the Bullhorn ATS view set as default in the ATS Config per Job Record Type Custom Metadata Type.
• Kanban View The main User Interface in ATSv1 (the page that opens after a job/candidate is selected and that shows buttons, stage columns, or swimlanes, and cards). One of the three UI Views in ATS v2 (the others being List View and Table View) Disabled: Removes access to the ATS Kanban View only.

Custom Action Implementation

This section contains guidance for implementing Custom Bulk Actions in your Org. Some developer experience may be necessary.

1. Implement the TR1__BHHV_BulkActionHandler interface. There are 2 methods that have to be implemented:
   • handle(Set<Id> recordIds, String parameters) - This method should contain all the business logic for the given custom action. It will be invoked directly in a mass action scenario. The method should return an instance of BHHV_BulkActionResult.
   • handle(Set<Id> recordIds, String parameters, Id bulkActionLogDetailId) - This method is used in bulk action scenarios. Implementation should call the method above and then publish the TR1__BHHV_Bulk_Action_Response__e platform event using bulkActionLogDetailId and BHHV_BulkActionResult from handle method call.
   Example Implementation:

   public class BulkCustomActionHandler implements BHHV_BulkActionHandler {
   /**
   * Method contains Add to Call List Bulk Action logic
   *
   * @param recordIds: Set of Application First stage of Job placement flow (Application> Submittal>Interview>Offer> Placement) v2 Ids
   * @param parameters: parameters in JSON format
   * @param bulkActionLogDetailId: Id of Bulk Action Log Detail object
   */
   public void handle(Set<Id> recordIds, String parameters, Id bulkActionLogDetailId) {
   BHHV_BulkActionResult actionResult = this.handle(recordIds, parameters);
   BHHV_Bulk_Action_Response__e actionResponse = new BHHV_Bulk_Action_Response__e();
   actionResponse.Bulk_Action_Log_Detail__c = bulkActionLogDetailId;
   if (actionResult.errorDetails != null && !actionResult.errorDetails.isEmpty()) {
   actionResponse.Error_Details__c = JSON.serialize(actionResult.errorDetails);
   } else if (String.isNotEmpty(actionResult.message)) {
   actionResponse.Error_Details__c = actionResult.message;
   }
   actionResponse.Status__c = String.isEmpty(actionResponse.Error_Details__c) ? 'Completed - Ok' : 'Completed - Error';
   EventBus.publish(actionResponse);
   }
   /**
   * Method creates list of Call List Members based on
   * Call List and Applicant information
   *
   * @param recordIds: Set of Application v2 Ids
   * @param parameters: parameters in JSON format
   *
   * @return Bulk Action Result record
   */
   public BHHV_BulkActionResult handle(Set<Id> recordIds, String parameters) {
   BHHV_BulkActionResult actionResult = new BHHV_BulkActionResult();
   try {
   /**
   * do some business logic
   */
   actionResult.isSuccess = result.isSuccess;
   //if there is a general error just put error message to actionResult.message
   //if there are errors per processed records put JSON string with error messages mapped to Application V2 Id
   //for example '{"a0A56000001zn7WEAQ":"some error text", "a0A56000001zn7WEAR":"some error text 2"}'
   actionResult.errorDetails = result.errorMessageMap;
   } catch (Exception e) {
   actionResult.isSuccess = false;
   actionResult.message = e.getMessage();
   }
   return actionResult;
   }
   }

    

2. Create a TR1__BHHV_Bulk_Action_Definition__c record where:
   • Action Name - Your action identifier. The name should be unique. You will send Action Name to BHHV_Bulk_Action_Controller which invokes Bulk Action.
   • Handler Name - The name of your class from step 1.
   • Target Object - TR1__Job__c.
   • Bulk Threshold - Any set of records whose size is above the threshold will be handled in Bulk (asynchronous) mode. Otherwise it will be handled in Mass (synchronous) mode.
   • Bulk Action Limit - Maximum amount of records that can be processed in a single bulk action.
   • Chunk Size - In bulk mode, records are processed in chunks. Chunk size is determined by TR1__BHHV_BulkActionHandler implementation from step 1. If Bulk action fails to execute with SOQL Limit error you can try to decrease Chunk Size.
     
     
3. Create an Aura component for a custom action. After the component is developed it should be configured in the TR1__ATS_Job_Custom_Action__mdt custom Metadata.
   
4. From this Aura component invoke TR1__BHHV_BulkActionController.invokeAction(String actionDataJSON). Where actionDataJSON is a JSON string that contains
   • bulkActionDefinitionId - ID of TR1__BHHV_Bulk_Action_Definition__c from step 2.
   • entityId - Job Id.
   • objectIds - List of TR1__Application_V2__c record Ids.
   • parameters - Any parameters that you want to pass to the implementation of TR1__BHHV_BulkActionHandler from step 1. This parameter is passed directly to the handle method therefore its structure is up to the developer’s consideration.