ATS v2: Lookup Filtering

Overview

This article provides a way of defining the Contact type that should excluded from a lookup field. This method uses a Workflow Rule and Field Update combination.

This article is intended for System Administrators.

How it Works

The Bullhorn Recruitment Cloud package includes a corresponding checkbox field (shown in the third column below) for each of the look up fields listed.

Location	Lookup Field	Checkbox Field (Contact Object)
Application V2	Applicant TR1__Applicant__c	Is_Select_Candidate__c
ATS v2 - Submittal	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

By default, all checkboxes are set to True which means that all Contacts in the Org are seen as Contacts that need to be shown in the corresponding look up.

For example, if you do not add any configuration and you go to the Interviewer(s) field in the Send Out Schedule pop-up, you'll be able to search and retrieve all Contacts in your Bullhorn Recruitment Cloud database.

To control which Contacts are shown in a Contact look up, update the corresponding checkbox field to False. If the checkbox is set to False for a Contact, then that Contact will not be included in the look up field.

For example, once you set up a rule that identifies all Contacts that are Candidates (not Clients) and update the Is_Interviewers__c checkbox to False, then the Interviewer(s) look up will only show the Client Contacts in your Bullhorn Recruitment Cloud database.

Configuration Steps

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