Troubleshooting for Bullhorn Integration Errors

Overview

In Astute, System Administrators can view errors relating to Bullhorn Integration from Reports > Integrations > Bullhorn Integration.

There are two main types of error listed in the error log: single and compounded.

Single Errors

Some errors will identify a field that is incorrect or missing in Bullhorn. These errors are straightforward and related to a single issue.

For example,  a Placement that could not be completed with the error message ‘No Workplace set for WID’ means that the WID field (Workplace ID) is blank in Bullhorn. Setting a value in the WID field will resolve the error.

Compounded Errors

Compounded errors identify more than one issue that will need to be resolved.

A Placement requires multiple objects to be created in the background. If any objects are incomplete, the progress of the Placement will be blocked.

For example, a Placement cannot be completed and shows the error ‘No Approver set for manager_used_id (ClientContact xxx : Missing mandatory fields in UserSave (email))’.

This error message can be broken down into components. The first part of the error identifies what is being created. The bracketed section is the subcomponent blocking the progress.

Common Bullhorn Integration Errors

You can monitor the log for Placements which have not successfully transmitted from Bullhorn to Astute in Reports > Integrations > Bullhorn Integration. 

Errors are generally due to:

• Missing information that doesn’t make it far enough to pull through to Astute
• Incorrect information that is rejected by Astute

Some common errors relating to the Bullhorn Integration are listed below, with an explanation of the error message and the action required to resolve the issue.

Error	Description	Action
Invalid job_code (B-PLAC-xxxx) iun call to UserSave. This job_code is already used by a different user: firstname.lastman	The Job ID from Bullhorn matches a known ID in Astute. However, the Remote ID in the UserSave (message coming from Bullhorn) is different to the one on the record.  A Job cannot be assigned to a user if another employee has the same Placement ID	Check the Placement ID in Bullhorn corresponds to the Job Code (User > Job > Payroll Admin > Job Code) in Astute
No Workplace set for WID	The Workplace field is blank in Bullhorn	Ensure that the Workplace field in Bullhorn is filled in
Inserted User id:firstname.lastname (Job start date is before employment start date. Employment start date has been updated)	The employee originally had an employment start date based on the details of the first job added to Astute.  A second job has been added which started earlier than the first job.  An employee cannot have a placement prior to their Employment Start Date in Astute.	Check the employee’s Employment Start Date. If the new job has a valid start date, backdate the employee’s Employment Start Date in Astute.  Go to Users > Employees > select the employee > Employment > Employment Start Date.
Unable to save user in UserSave. Missing mandatory fields: pay_type	The Pay Type field on the Candidate is blank in Bullhorn.  This can be set up in Bullhorn as a mandatory field.	Ensure that the Pay Type field in Bullhorn has been filled in.
No Approver set for manager_user_id (ClientContact xxx : Missing mandatory fields in UserSave (email))	When the UserSave for the employee was attempted, the Approver record had to be created first.  As the Approver is missing an email address (which is a mandatory field), the Approver record cannot be created.  This means that the employee can also not be completed.	Ensure that the Approver email address has been entered in the relevant field in Bullhorn.
Invalid date_finish in call to UserSave: There is one or more submitted timesheets with work recorded after the new finish date (D.M.YYYY)	The Finish Date is earlier than the last timesheet filled in by the employee	There are two possible solutions: Delete the contents of the timesheet so that the Finish Date can be changed; or, Choose the Sunday of that timesheet as the Finish Date if there are no subsequent timesheets that have been filled out.
Invalid email in call to UserSave	The Candidate, Customer, Approver, or Billing Contact has an invalid email address.	Check the email address that has been entered in Bullhorn. Ensure that the email address is in standard format (eg [e-mail] or [e-mail]).There should be no spaces at the end of the email address.
Cannot change employee pay type. The employee has been paid.	The user in Bullhorn is currently ABN or PAYG, but the equivalent employee in Astute has been paid as the opposite Pay Type.  This field locks in Astute one an employee has been paid.	If the employee should be paid using the Pay Type set in Bullhorn, a new profile will need to be created.
No Workplace set for WID (ClientCorporation xxxx : Missing mandatory fields in BilleWorkplaceSave (name))	When the Placement was attempted, the Customer record had to be created first.  As the Customer is missing a name, which is a mandatory field, the Customer Record could not be created.  This means that the Placement can also not be completed.	Set the Customer name in the relevant Bullhorn field.
No Approver set for manager_user_id (ClientContact xxxxxx : Invalid email in call to UserSave,ClientContact xxxxxx : Invalid email in call to UserSave)	When the Placement was attempted, the Approver record had to be created first.   As the Approver is missing an email address (which is a mandatory field), the Approver record could not be created.  This means that the Placement can also not be completed.	Ensure that the Approver email address has been entered in the relevant Bullhorn field.
No Customer set for BID (ClientCorporation xxxxx : Invalid billing_region in call to BillerSave)	When the Placement was attempted, the Customer record had to be created first.  As the State entered for the Customer is invalid, the Customer record could not be created.  This means that the Placement can also not be completed.	Ensure the Customer address is completed with applicable State
Invalid AID in call to UserSave	The Placement has an invalid Rule Group	Ensure a valid Rule Group has been entered
Invalid email in call to UserSave	The Candidate has an invalid email address	Ensure a valid email address has been set up for the relevant Candidate in Bullhorn
Invalid PCGID in call to UserSave	THe Placement has an invalid Rate Card	Ensure a valid Rate Card has been entered on the Placement in Bullhorn
BCID in call to UserSave without also providing BID	When the UserSave was made, there was a reference to a Billing Contact (BCID) but no Customer (BID)	Ensure a customer is selected on the Placement in Bullhorn
Invalid workplace_region in call to UserSave	The Placement has an invalid Workplace State field	Ensure that valid and correctly formatted Workplace State has been entered for the relevant Placement in Bullhorn
No Customer set for BID (ClientCorporation xxxxx : Invalid billing_region in call to BillerSave), No Workplace set for WID (ClientCorporation xxxxx : Missing mandatory fields in BillerWorkplaceSave (name))	This message indicates multiple errors:  The Placement could not be completed because the associated Customer could not be created as it has an invalid State entered  The Workplace could not be created as it is missing a name
No Customer set for BID (ClientCorporation xxxxx : Invalid billing_region in call to BillerSave), No Workplace set for WID (ClientCorporation xxxxx : Invalid region in call to BillerWorkplaceSave)	This message indicates multiple errors:  The Placement could not be completed because the associated Customer could not be created as it has an invalid State entered.  The Workplace could not be created as it has an invalid region.
Invalid subentityOne_id in call to UserSave	The UserSave requires that the sub-entity 1 value pulled through from Bullhorn corresponds to an existing Branch ID that has been created in Astute.  The sub-entity 1 has a value (sub-entity 1 ID) that does not correspond to an existing Branch ID in Astute.	Confirm the correct sub-entity 1 ID and ensure that this is entered in Bullhorn.  Refer to your Bullhorn Integration Specification document for more information.
Invalid subentityTwo_id in call to UserSave	The UserSave requires that the sub-entity 2 value pulled through from Bullhorn corresponds to an existing Division ID that has been created in Astute.  The sub-entity 1 has a value (sub-entity 1 ID) that does not correspond to an existing Division ID in Astute.	Confirm the correct sub-entity 2 ID and ensure that this is entered in Bullhorn.  Refer to your Bullhorn Integration Specification document for more information.
No Recruiter set for recruiter_user_id (CorporateUser xx : Missing mandatory fields in UserSave (name_last, email))	The recruiter cannot be created because the last name and email address are missing. This blocks the Placement from being created.	Ensure that the last name and email address have been entered in the relevant fields in Bullhorn.
Invalid billing_region in call to BillerSave, Invalid region in call to BillerWorkplaceSave	The region field is in the incorrect format so the Company cannot be created.	Ensure that the region is formatted correctly in Bullhorn.

Reattempt Placements that have Errored

Once errors have been identified and fixed, you can return to Reports > Integration > Bullhorn Integration and click the Reattempt Import from Bullhorn button to repoll the data from Bullhorn.

This button will be greyed out after you click it, to prevent multiple clicks. The reattempt will generally be pulled through from Bullhorn within five minutes, though this can sometimes take longer.