Using Auto Draft

This feature is only available for Bullhorn ATS.

Auto Draft automatically creates VMS submittal drafts when recruiters shortlist candidates in Bullhorn ATS. This feature eliminates the manual step of opening Sync to create a draft, reducing submittal time from minutes to seconds.

For configuration information, see Configuring Auto Draft for Bullhorn ATS.

Recruiter Experience

  1. Job submission creation in Bullhorn ATS triggers draft creation.

  2. Draft appears in Bullhorn for the VMS job.

  3. Drafts are pre-populated with mapped candidate and submission data.

  4. Job submission deletion soft-deletes the corresponding draft.

    This step only happens if the submission status was a configured trigger status.

Full Workflow

When a recruiter creates a job submission in Bullhorn ATS, and Auto Draft is enabled:

  1. Bullhorn ATS fires a Job Submission event.

  2. Sync's cron job (runs every 20 seconds) retrieves subscription events.

  3. Sync validates:

    • Job submission status matches configured trigger statuses.

    • VMS job exists in Sync database

    • Position has an existing submittal form

  4. Sync creates or matches the candidate record.

  5. Sync creates a draft submittal with auto-populated fields based on submittal mappings.

  6. Draft becomes available in Bullhorn for the recruiter to edit and submit.

If Auto Draft is disabled:

  • Sync automatically deletes the Bullhorn ATS subscription

  • No new drafts are created

  • Existing drafts remain in Bullhorn

Demo

Event Reporting

Event reporting can be found under Admin Tools > Account Reporting. The following data is tracked:

  • Subscription creation/deletion (success/failure)

  • Subscription event retrieval (success/failure)

  • Draft creation from job submissions (success/failure)

Retention periods:

  • Subscription operations: kept forever

  • Event retrieval success: 30 days

  • Event retrieval failure: 90 days

  • Draft creation operations: 180 days

FAQ

Does this work for VMS Heads Up Submissions?

Not currently. Auto Draft only works for VMS jobs that have been fully synced to Bullhorn. Heads Up jobs do not yet support this workflow.

What happens if I change the configured job submission statuses?

The subscription continues to monitor all Job Submission events, but drafts are only created when submissions match the newly configured statuses.

Can I map custom ATS submission fields to draft fields?

Yes, through submittal mappings. Configure mappings in Admin Tools to control which ATS fields populate which VMS fields in the draft.

What if a recruiter creates a job submission before the VMS form exists?

The draft will not be created. The VMS form must exist in Sync before the job submission is saved. If a form is added later, the recruiter would need to re-save the job submission to trigger draft creation.

How do I explain this feature to a customer?

"When your recruiters shortlist candidates in Bullhorn, Sync automatically creates a ready-to-submit draft in the VMS. Your team saves time by skipping the manual draft creation step—just review and submit."

How do I troubleshoot this feature?

See Troubleshooting Auto Draft for full instructions.