Quick Submit

Quick Submit optimizes VMS candidate submission workflows by enabling recruiters to submit candidates to VMS jobs in seconds — without opening submission forms or manually entering data. This streamlined feature lets recruiters to submit multiple candidates rapidly from a single interface. The Quick Submit button appears on the Create VMS Submittal modal Draft list, transforming what used to take minutes of form-filling into a single click. For high-volume VMS workflows where speed determines placement success, Quick Submit gives agencies a competitive advantage by dramatically reducing time-to-submit.

Key Benefits:

  • Maintain workflow momentum without context-switching between forms and lists

  • Increase daily submission volumes with reduced recruiter effort

  • Preserve data accuracy through automated field population

Feature Components

Quick Submit Button

  • Location: Create VMS Submittal modal Draft list

  • Visual Indicator: Button with paper plane icon and "Quick Submit" text

  • Availability: VMS Jobs with at least one draft submittal

  • Tooltips: Enabled = Submit Candidate to VMS

Quick Submit Status Indicators

  • In Progress: “Dot Line” Novo elements animation.

  • Success: Draft disappears from list and green success toast appears.

  • Failed: Quick Submit button text changes red “Failed” and button is no longer clickable. Red danger toast appears.

    • Hovering over button displays tooltip: “Submission Failed”

Edit Button

  • Location: On VMS Draft list next to Quick Submit

  • Function: Opens draft submittal so user can update values or review error details/correct issues

  • Error Display: Shows specific VMS error message

    • Ex: "Invalid security ID", "Total file size exceeds limit” etc

Toast Notifications

  • Trigger: Display Quick Submit results (success or failed)

  • Duration: Persists until dismissed or form is closed

  • Examples:

    • Success: “Success! [Candidate Name] was submitted successfully"

    • Failed: “Failed to submit [Candidate Name] to the VMS”

How It Works

Prerequisites

  • VMS Sync Admin Tools

    • Account

      • Status = Active

      • Submittals Enabled = ON

      • Submittals Draft Save = ON

    • Credential

      • Status = Active

      • Submittals Enabled = ON

  • ATS Job

    • Created by VMS Sync

    • Has at least one Draft submittal

      • Includes imported Heads Up Drafts

  • VMS Job

    • Processed by VMS Sync

      • ATS Job above will contain matching Req ID

    • In a “submittable state”

      • Active status, available openings and max submissions > 0

      • Can validate within VMS - navigate to Req and load submission form

  • ATS User Type/Profile configured to access VMS Sync Submittals

    • BH Custom Menu Action, SF Permissions etc

Error Handling

When Quick Submit fails:

  • Submission status changes to "Failed" with error icon

  • Email sent to submitting ATS user with

    • Hyperlinks to ATS Job/Candidate

    • VMS error details

    • Steps to resolve error(s) + resubmit Candidate

  • Clicking Edit from Draft list opens submission form with error message(s) preserved

  • User can correct errors and click Submit on form to retry submittal

Validation

Successful Quick Submit

  1. Navigate to an ATS Job created by VMS Sync.

  2. Launch Create VMS Submission modal.

    • Bullhorn = Click Actions > Submit to VMS

    • Salesforce = Click VMS Submit

    • Expected: Create VMS Submittal modal opens with VMS Draft list displaying Quick Submit button.

    • If Draft list is not displayed, choose either of the following options:

      • Retry on a VMS Job with Draft submittals.

      • Create a draft = search for Candidate, click Create then click Save.

  3. Hover over Quick Submit button to view tooltip

    • Expected: If Required Fields = 100%, Quick Submit button is enabled with tooltip “Submit Candidate to VMS”

    • Expected: If Required Fields > 100%, Quick Submit button is disabled with tooltip “Complete all required fields to submit”

  4. Click Quick Submit

    • Expected: Button changes to animated dot line.

  5. Observe success toast.

    • Expected: Draft disappears from list and green success toast displays “Success! [Candidate Name] was submitted successfully"

  6. Verify ATS Submission moves from Internal Submission to Client Submission.

    • Expected: [Bullhorn] Submission Status changed to the value configured for Sendout Created in Admin Tools Account Submittal Status Mapping.

      Requires Account Feature Create Sendouts for Submittals = ON

  7. Verify VMS Submission created

    • Expected: ATS note added confirming submission and containing VMS submission link (if available).

      • Clicking link navigates to VMS Submission record.

Failed Quick Submit

  1. Repeat Succesful Quick Submit steps 1-4.

  2. Observe submission failure

    • Expected: Quick Submit button is disabled with red “Warning Failed” text.

    • Expected: Red failure toast displays “Failed to submit [Candidate Name] to the VMS”.

    • Expected: Email sent to submitting user with hyperlinks to ATS Candidate/Job, VMS error details and steps to resolve/resubmit.

  3. Click Edit.

    • Expected: Submission form opens with red error message displayed.

  4. Fill in missing/invalid required field values.

    • Expected: Submit button enables when Required Fields = 100%.

  5. Click Submit.

    • Expected: Successful standard submission process.

Troubleshooting

Issue Root Cause Resolution Steps

Quick Submit button not visible

Job was not created by VMS Sync

  • Check ATS Job Activity to confirm Job was not created by VMS Sync

  • Retry on Job created by VMS Sync

    • Contains a VMS ID

    • Activity shows Job was added by VMS Sync API user

Quick Submit shows "In Progress" indefinitely (no indication of success/failure)

Sync Submittals may have encountered a VMS timeout

  • Contact VMS Support for further investigation

  • Include the following details in your support case

    • ATS Job ID

    • VMS Req ID

    • Candidate Name/ID

    • Video (optional but encouraged!)

Quick Submit succeeds but ATS Client Submission not created

[BH] Account Mapping Setting Create Sendouts for Submittals = OFF

[SF] Flow is missing/misconfigured, record type mismatch

  • [BH] Contact VMS Support to enable Account Setting

  • [SF] Debug Submittal flows

    • VMS Support is unable to troubleshoot Flows

  • [SF] Confirm ATS Record Types (default, name and API name) match across Objects below:

    • Job, Applicationv2, Placement, Gross Profit

  • [SF] Contact VMS Support to investigate further

    • Support may need to log into your ATS

    • If login is restricted, please provide screenshots of Record Types (all Objects)

      • Support may require you join a call to share your screen

Quick Submit unavailable for Heads Up Draft

Quick Submit is intentionally disabled for imported Heads Up Drafts

  • This is expected behavior

  • Use Edit button to review and submit Heads Up Drafts via standard submission form

  • Quick Submit will be available for future submissions of this candidate

Wrong error message displayed after correcting first error

System caching previous error state

  • Close the submission form completely

  • Reopen via Edit button

  • Verify current error message is accurate before making corrections

Candidate selection cleared when Quick Submit in progress

UI state management issue when searching and clearing candidate picker during submission

  • Avoid clearing candidate selection while Quick Submit is processing

  • Wait for submission to complete before modifying candidate selection

  • Contact VMS Support to investigate further