Admin: Omnitable User Guide

Bullhorn Recruitment Cloud’s Omnitable Generic/reusable component that can be added to pages to show a fully configurable/customizable list of records and actions. is a generic, reusable component that can be added to pages to show a fully configurable and customizable list of records and actions.

It was designed to mimic and expand upon the existing Salesforce List Views, providing both consistency with the platform native behavior and additional functionality for Bullhorn Recruitment Cloud users.

Customize Columns

The Customize Column control opens the Customize Columns modal that shows to the user:

• Selected Columns: the fields shown or moved here will appear on the UI as Omnitable columns

• Available Columns: a set of fields configured by the System Admin for the specific Omnitable instance and that can be manually added to the Omnitable by the user

The first time users open the Customizable Columns modal, on the right they will automatically see what's on the page at that time (i.e. the default configuration. On the left they might see the Available Columns list created by their Admin. If not configured, that section will be blank.

Custom Column Renderer

Omnitable supports the configuration of a custom column renderer: essentially a custom component that is used to render the data for a specific column in the table.

In an Applicationv2 Omnitable, the Stage column would normally be a text column:

However with configuration it’s possible to replace it with a renderer of the same data that uses a chevron view component to display the stages:

This can also be leveraged to make different Omnitable views available to users

By saving two named views (combination of column set + filtering criteria) with/without the custom column renderer and then switching between the two depending on what data visualization is preferred.

Column Sorting

Sorting Behavior

When users click on the arrow symbol on the right of the column header to sort the content of that column, data across the full dataset (not only what is visible on the table right now) is sorted.

Sorting is based on one field + one direction at a time (EX: Full Name and ASC)

If no configuration is added, no explicit sorting is applied, Salesforce standard sorting behavior applies.

If default sort order is configured in the Omnitable Named Setting Custom Metadata Type, then the table will be sorted by default based on the field and direction specified in the configuration.

After that, when the user changes the sorting behavior by clicking the arrow on the table’s column header, the configuration will be saved into local storage, and applied on subsequent loads of the table. It's important to note that if there are no user preferences saved, we don't save the current default configuration to local storage, as in doing so the user would lose any further changes to the default configuration.

Column Filtering

To search data within the individual columns of the Omnitable, you can add temporary filters on the fly without having to save them.

In the column headers drop down (under the arrow), you will see an option to Add filter.

Next, the Add filter modal opens that lets you select the column’s value(s) that you can set as filters. Multiple selection is supported for picklist fields.

When filters are applied, you will see a filter icon appear in the columns being filtered.

After a filter has been applied, users can either edit or clear the filter if they want to change the selection or remove the filter.

Sorting and Filtering Exceptions

Omnitable can't sort or filter columns that contain formulas, custom renderers, or non-text data because it can only work with what's stored in the Salesforce database.

To resolve this, you can now use field overrides in the JSON configuration. You can specify an alternative "sortable" field that Omnitable uses behind the scenes while still displaying your original column data.

Alternatively, you can simply remove the ability to sort/filter a column. This is also possible through JSON configuration. Refer to the Omnitable Configuration Guide article for more details.

Quick Search

When searching for specific information in the Omnitable, a Quick Search option can be used in order to filter the results.

Quick Search Behavior

• The following field types are supported:
  • Address
  • Email
  • Name
  • Text (255)
  • URL
  • Phone
  • Lookup. The display value is the name of the related record, and this is used for searching too.
• Special characters are supported and are escaped.
• Minimum value of 2 characters is required for a search.
• The Quick Search input value is trimmed to remove spaces at the beginning and end.
• All result records that contain the criteria entered are returned.
• You must hit enter to perform the search.
• As soon as search is performed, the search results list resets, and you are redirected to the top of the list.
• You can clear Quick Searches that have been entered by clicking the x icon button.

Infinite Scrolling

When uploading records to the Omnitable, we leverage Salesforce infinite scrolling.

Infinite Scrolling Behavior

• On page load, a chunk of data is loaded (the size of the chunk is configurable in the Subscriber’s Org.)
• Each time users scroll down a bit, a bit more data is loaded (the size of the successive data loads when scrolling down the page is also configurable in the Subscriber’s Org. )
• There is a limit of how much data you can load: 2,000 records
• How many records you can see at once on the page depends on how big the table/page is
• If there are more than 2,000 records in the database and the user scrolls to load more than 2,000 records then:
  • The number of loaded records is capped at 2,000.
  • The record count shows “2,000+ items”.
  • A message is displayed informing the user that the table cannot load more than 2,000 records.
  • Continuing to scroll to the bottom of the page does nothing.
• If there are exactly 2,000 records in the database and the user scrolls to load all 2,000 records then:
  • All 2,000 records are loaded.
  • The record count shows “2,000 items”.
  • No message is displayed to the user.
  • Continuing to scroll to the bottom of the page does nothing.
• A record count is shown above the omnitable.
  • When there are more records to be loaded, a plus(+) is shown next to the number of records.
  • When there are no more records to be loaded then the plus is not shown.

Record Selection Behavior

• Users can manually select one or multiple records, or all records using the selection checkbox on the top left of the table
• To clarify, select all means select all loaded records (whether or not they are visible), i.e. the sub set loaded and not all records for that table.

  Selecting all records in a table is not currently possible.

• If users make a selection and then load more records, the selection is preserved

Actions

In Omnitable, Actions are added by wrapping them in Flows and then referencing the Flow in the configuration settings. As a result, both packaged and custom actions are supported.

To offer parity with our core package ATS, we ship the most used ATS actions with the product and once an Omnitable is added to a Contact or Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. record, users will see the familiar Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates dropdown:

Omnitable Actions: Display as Nested Menus

Instead of using the OOTB Actions dropdown, it is possible to display the actions using a nested menus structure. Actions need to be separated into categories for this to work.

When nested menus are enabled and configured, the actions dropdown will contain the specified categories of actions and a list of actions used recently (under Recent). Recently used actions are suggested first in the categories. These are stored in the user's browser session, for each omnitable.

Omnitable Row Actions

Edit/Delete Row Actions

With configuration you can have Edit/Delete actions as row actions in Omnitable. These row actions look and behave much like the Salesforce List Views Edit/Row actions.

The Edit action functions like the standard list view Edit button, presenting an Edit Record modal by default. If a Visualforce override is configured, the user will be redirected.

The Delete action mirrors the standard list view Delete button, showing a confirmation dialog followed by a success toast indicating the record's deletion. Any errors will appear in a follow-up toast.

User In Salesforce terminology, this is anybody that has login access to an instance. In Bullhorn Recruitment Cloud instances, usually the staff of recruiting companies’s permissions are respected:

• Only the actions the user has permission to do are shown.
• If the user has Edit, but not Delete, permission then only Edit is shown.
• If the user has no permissions to either, the whole column is missing (unless there are other row level actions configured)

Packaged/Custom Row Actions

Configuration settings allow admins to decide if an action should be displayed under the Action dropdown or as an icon on the toolbar.

In addition, any action configured for Omnitable (packaged or custom) can be displayed as a Row Action.

Contextual Data Viewer

Contextual Data Viewer can be configured to be added to any Omnitable. For more information on this feature, please see Contextual Data Viewer for ATS Customization.

Named Views

Omnitable Named Views allow users to save a combination of customised column sets and filter criteria, similar to what’s available for Salesforce’s List Views.

Before creating any new Named View, the Named Views dropdown will show the All View (all records for that Omnitable instance are included).

The All View is not editable and no filters can be applied to it.

Create a Named View

To create a Named View, the logged in user clicks on the New View button (top right of the Omnitable)

This opens the screen that allows the configuration of the filter for that particular named view:

Once the view is saved under a name, that name appears in the Named Views dropdown list on the top left of the screen.

There is currently no option to share or control visibility of saved views; users will only see the ones they created or edited.

Edit a Named View

Users can edit any of the views they created: this is done by selecting the view they want to edit and then clicking on the Filter icon:

You can just edit the name, or the filter criteria, or the filter logic, or any combination of the three. (Just be aware that the filter logic will only display if two or more conditions are added)

Named Views Filters

When creating a filter for Named Views, the Specify Filter Criteria UI shows the following out-of-the-box:

• Record: This is a list of all records and related records (lookups) you have access to. these records are dependent on the Omnitable context objects.

  • If you are on an Applications Omnitable, in the Record picklist you will be able to choose either an Application First stage of Job placement flow (Application> Submittal>Interview>Offer> Placement) record, or a record from an object that is related to Applications via lookup relationship (EX: Job). So you might have Record = Application v2 > Job.

• Field: Once a record is selected from the Record picklist, the Field dropdown will show all the fields from that record.

  • Continuing with the example above, if Record = Application v2 > Job, then in the Field dropdown you will be able to choose any Job field.

The Filter Criteria UI input lets you select:

• a record
• a field
• an operator
• a value

The Record UI input is a picklist that allows you to select the records and related records that you have access to depending on the Omnitable context objects. The picklist value will show the relations that you can use as the basis for your filter and specify which object they come from.

Operator and Value are based on the field type of the selected field.

If a text field is selected, the operator would give you more options such as Contains, and the value becomes a free text input: in this case it’s important that the user enters the correct value (which could be a RecordID or an email etc) for the filter to be correctly configured.

How to Set a Default Named View

It’s possible to mark a Named View as the default view for an Omnitable (i.e. the view displayed every time the user launches or goes back to that Omnitable).

• On first launching the Omnitable (until a different Named View is pinned), the All Named View is pinned by default.

• To pin a Named View as the default view, click on the Pin icon next to the name.

  Outcome: The Pin icon is set. When you come back to the Omnitable, that one will be the view displayed.
  Note: The only way to unpin a view is to set a different view as the default view.

You can change view while working on the page even with a different pinned view.

Next Steps

For detailed steps on how to configure any of the features, please see Omnitable Configuration Guide.