Off Limits Policies: Warn/Block Behavior

Overview

Off Limit Policies define a set of criteria that - when met - results in Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. being marked as Off Limits. Once a Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. is Off Limits, users will be restricted as to what actions can be performed for this Candidate.

Within BH4SF, the Off Limits flow has two main parts:

• Definition of Off Limits rules and consequent tagging of Candidates as Off Limits.
• Enforcement of the Off Limits constraint

This article focuses on the second part of the Off Limits flow and provides details on the following:

• Off Limits Icon
• Off Limits Checkpoints
• Warn/Block Behavior and Notifications

Off Limits Icon

To alert users about Candidates/Contacts and Accounts being Off Limits, even before any action is taken, we show the Off Limit icon in all the places listed below:

• AccountList View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View)
  
• Account Records
  • For an icon to be shown here, the Off Limit field needs to be added to the Account's detail page layout.
    
• ContactList View
  • For an icon to be shown here, the Off Limit field needs to be added to the List View in Select Fields to Display.
    
• Contact Records
  • For an icon to be shown here, the Off Limit field needs to be added to the Account's detail page layout.
    
• In ATS v2 (all three fields)
  
• Employment History records > Account Lookup field.
  
• Account Lookup field in the Add Target Account modal.
  
• 2020 Email Editor pages > To field.
  

Three options are available when it comes to the Off Limits icon displayed:

• Use the default icon.
  • As seen in the screenshots above.
• Replace the default icon with an icon of your choice
  • Displayed in the same places listed above.
  • It’s possible to configure different icons for the two behavior types, Block and Warn. For additional information, see Off Limits Configuration Guide.
• Add custom Off Limits Icon to Contact records. You can use these as different icon for each Contact or to allow associations between icons and business conditions.
  • For example, you might want to have a set of icons each associated with a different Off Limits reason, and then add the relevant icon to the Contact record, depending on why the Contact became Off Limits.
  • In all cases where a Contact icon is not found, we default back to the Off Limit icon configured in the Executive Search Custom Setting. For additional information, see the Off Limits Configuration Guide.
  • This icon will be shown in all the places listed above related to Contacts.

Hover over the Off Limits icon to see policy data. This pop-up is configurable. For more details on how to configure it, see the Off Limits: Configuration Guide.

Off Limits Checkpoints

In BH4SF, Checkpoints are the points where BH4SF identifies that a selected Contact is Off Limits. If Off Limits Contacts are detected, the checkpoint either cautions the user or halts the action based on the instructions contained in the related Off Limit policy and inherited by Off Limit Line Items. This behavior can be modified in the Type field by choosing Block or Warning.

If extra conditions are met, each checkpoint can be configured to override Off-Limit warnings and blocking behavior in the Checkpoint Configurator custom metadata type. In the Checkpoint Configurator, either Alternative, Configuration, or Override can be chosen. These selections map a different configured behavior to the checkpoint instead of the one chosen on the policy.

Below is the checkpoint flow:

Managed Package Actions

In BH4SF, there is a set of managed package actions included in the checkpoint enforcement process. These are the actions taken by a user after selecting a number 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). for the purpose of:

• Sending an email to the Contact.
• Applying the Contact to a Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement..
• Moving the Contact through the application process.
• Adding a Contact to a Call List.
• Adding a Contact to a Longlist.

For additional information on checkpoints and when to use them see Actions Supported for Checkpoints.

Checkpoint Configurator

The main purpose of the Checkpoint Configurator is to allow for a more granular enforcement of the Off Limits constraint, even if the policy says Block. For example, when you may want to block some actions but allow others.

Each record of the Checkpoint Configurator custom metadata type enables users to configure:

• The action that triggers the background check.
• The behavior enforced for that action if Off Limits candidates are detected.

If no override is configured, the enforcement of the Off Limits constraint comes from the Off Limit Policy record and is applied to all supported actions. This action is either Block or Warn.

Configuration

To configure an Off Limits behavior override for a checkpoint, update the matching custom metadata record.

The relevant Off-Limit fields are as follows:

• Override Block Behavior
  • Warn: Apply warning behavior for chosen action
  • Allow: Ignore Off Limits constraint for chosen action
  • None: The default. No change to this option means the Off Limit Behavior Type set in the policy is respected.
• Override Warn Behavior
  • Block: Apply blocking behavior for chosen action
  • Allow: Ignore Off Limits constraint for chosen action
  • None: The default. No change to this option means the Off Limit Behavior Type set in the policy is respected.

Example

Suppose the Org has Off Limit Contact Policies for Candidates that render them Off Limits and they enforce the Block behavior. In that case, every time users try to perform any action involving one of these Candidates, they will be blocked (i.e., the action cannot be performed).

In the event, the Client A Company is the organization where the contact works. This can also be called the Client. wants to allow these actions while keeping the Block enforcement in place for all other actions, they would update the Add To Call List .mdt record. This record is included in the Checkpoint Configurator custom metadata.

Below are the fields for Checkpoint Configurator (TR1__Checkpoint_Configurator__mdt):

Field Name	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	Field Type	Description
Checkpoint	TR1__Name__c	Text (255)	Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates for which a checkpoint is set up to enforce a given behavior.
Override Block Behavior	TR1__Override_Block_Behavior__c	Picklist	Block behavior set on Off Limits Line Item will be overridden depending on the value selected: Warn Allow None
Override Warn Behavior	TR1__Override_Warn_Behavior__c	Picklist	Warn behavior set on Off Limits Line Item will be overridden depending on the value selected: Warn Allow None
Active	Active__c	Checkbox	Developer controlled field. Specifies if it is an active setting record

Warn/Block Behavior and Notifications

When a checkpoint detects users trying to perform an action for any Off Limits Contact, the warn/block logic is checked and a notification is displayed, when applicable.

Warn

If the logic detects a Off Limits Contact with the warn logic the Off Limits Checkpoint gives the following options:

• Confirm: All selected Contacts are moved to the next step in the checkpoint flow for the selected action.
• Cancel: Users are brought back to the previous screen where the initial selection was made so any Off Limits Contact can be removed from the selection.

Block

If the logic detects a Off Limits Contact with the block logic the Off Limits Checkpoint gives the following option:

• Cancel: Users are brought back to the previous screen where the initial selection was made so any Off Limits Contact can be removed from the selection.

Type Configuration

It is now possible to set a a default Type (Block or Warning) at the Org level per policy type. For more information on how to do this, read the section Configure Org defaults for Policy Type in Off Limits: Configuration Guide.