Troubleshooting VMS Sync Submittals

Use this article to diagnose and resolve common issues with VMS Sync Submittals in Bullhorn.

Some of the following settings are dependent on ATS Type.

Verify Admin Tools Account Settings

Incorrect account settings in VMS Sync Admin Tools are a common cause of submittals not working. Confirm the following required settings on the account:

  • Status: Active
  • Submittals Enabled: On
  • Submittals Test Mode: Off

You can enable Submittals Test Mode to simulate submittals functionality without making a live VMS submission. This is useful for testing and internal training. Make sure it is set to Off for live submissions.

Verify Admin Tools Credential Settings

In addition to the account-level settings, verify the following required settings on the relevant credential:

  1. In VMS Sync Admin Tools, navigate to the account.
  2. Click View Credentials and filter Type by a submittals-supported value (such as Fieldglass, Beeline, Pixid, or Healthtrust).
  3. Click the credential ID and confirm the following required settings:
    • Status: Active
    • Positions: On
    • Submittals Enabled: On
  4. Click the Submittals tab and select Submittal Setup.

Submittal Setup is not required for Healthtrust credentials.

Verify Fyre-Sync Is Enabled in Bullhorn Admin

The Fyre-Sync partner API key must be enabled in Bullhorn Admin for submittals to function. Do the following to verify:

  1. In Bullhorn Admin, fast find the name of your corporation and open the record.
  2. Scroll down to Partner API Keys and click the arrow to expand.
  3. Click Select API Partners.
  4. In the pop-up window, locate and select the checkbox beside Fyre-Sync.
  5. Save the record. Fyre-Sync will now appear in your list of enabled partners.

Verify the Submit to VMS Button in the ATS

The Submit to VMS custom menu action must be correctly configured on the Job record in Bullhorn. Do the following to verify:

  1. From the Bullhorn menu, navigate to Admin > View Layout.
  2. Select Job in the Field Map Entity drop-down.
  3. Select the Custom Menu Actions tab.
  4. Locate the Submit to VMS action and confirm the following values:
    • Name: Submit to VMS
    • Enabled: Checked
    • URL: https://submittals.fyresync.com/submittal
    • Partner Name: Fyre-Sync
    • User Types: Set to the appropriate user types for your organization

If the action does not exist, add it using the values above by clicking Add New.

Submittal Statuses Not Updating in Bullhorn

If submittal statuses from the VMS are not reflecting in Bullhorn, the status values may not be mapped correctly. Take the following steps to troubleshoot:

  1. In Admin Tools, check Submittal Status Mapping to ensure your mappings are set up correctly.

  2. If they are set up correctly, check if Credentials are enabled/receiving emails. See Credentials Details Page.

  3. Check that the job is in a Submittal state (not "Closed" or "On Hold") in Admin Tools.