This article outlines the process for setting up or making changes to mapping in the Bullhorn Integration, including information on where your current Bullhorn Integration Mapping is available, and how you can test changes to mapping before you add them to your live portal.
Bullhorn Integration Mapping
Your Bullhorn Integration Mapping is unique to your portal. Bullhorn is a highly customisable system, so while there are some general fields which will be consistent across customers, it’s unlikely that your mapping will be the same as another customer’s.
Bullhorn allows for flexible customisation on all objects in their system (candidate, placement, customer, etc), so you’ll have the ability to set up numerous custom fields according to your business requirements and processes.
Initial Mapping for a Bullhorn-Astute Integration
When you begin the process of building an integration between Astute Payroll and Bullhorn, we’ll discuss your current requirements to figure out where your data is stored in Astute. If you’ve been using an integration between Bullhorn and Astute Payroll previously, it’s possible that this consultation happened prior to your joining the business, but it’s equally important for you to understand which fields in Bullhorn and Astute are connected to each other. This is what is referred to as mapping between the two systems.
Your mapping can be adapted to align with your existing processes. For example, you may have Rule Groups set up which you choose to be selected:
- by your Recruitment Consultant in Bullhorn; or,
- by your Recruitment Coordinator when they approve a placement; or,
- by your payroll team in your Astute portal once the placement has been sent through.
It’s important to know how your integration has been mapped so that you can ensure that what is set up aligns with how your business runs.
View your Bullhorn Integration Mapping
Your current mapping is available in Reports > Integrations > Bullhorn Integration. In this report, you’ll see a full summary of your current mapping settings, as well as any Bullhorn Errors if you have any.
Your mapping settings will be separated into sections by object (eg Employee, Job, Customer), and will show the fields in your Astute portal (in the left column) and the fields that they are mapped to in Bullhorn (right column).
Please note that the field names in both columns will display as they appear in the system database, not as you would see them on the UI. While most are similar to the UI field names, you may like to refer to our API Documentation if you need further clarification.
If you don’t have access to the Bullhorn Integration report in your portal, you’ll need to speak with a System Administrator to update your access permissions.
Changes to your Bullhorn Integration Mapping
As change requests require our Dev Team to recode your integration, all changes to your Bullhorn Integration mapping are paid work. The cost associated with a mapping change will depend on the number of changes and the complexity of the work.
Changes may include updating where in Bullhorn a particular piece of data is pulled from, or the addition or removal of fields to your integration. Please note that some fields are mandatory for your integration and cannot be removed (eg Primary Approver).
Please contact our Support Team with the details of the changes you would like to make to your mapping. This request will be passed through to our Consulting Team, who will be able to provide you more information and discuss the costs involved with what you’d like to do.
If you choose to proceed with the changes, our Consulting Team will send through a Statement of Work (SOW), detailing the work to be done and the associated costs. Once this is signed:
- The Consulting Team will lodge the request with our Product Team for evaluation.
- The Product Team will evaluate the request and allocate the work into an upcoming sprint (fortnightly). We will be in touch to advise of an expected completion date, however please note that this date is an estimate only and subject to change.
- Our developers will make the change in an Astute sandbox first. A sandbox is a replication of your live portal that you can use to test your changes, so that your testing doesn’t impact your live data. We will be in touch to advise you when your sandbox is ready, and you’ll have 4 weeks to test the changes. After this time, your sandbox will reset and you’ll need to sign a new/separate SOW to make the changes again.
- When you are happy to proceed, having tested the changes in your sandbox, please contact the Consulting Team in writing in the existing email thread to approve the changes in your live portal. If you need to make further changes after this point, they will require a new SOW.
- Our Consulting Team will confirm with the Product Team that the change is authorised to proceed in your live portal, and will be back in touch with you to confirm when our developers have implemented the change.
Test your Bullhorn Mapping Changes
If you haven’t previously tested changes within an integration before, it’s important to make sure that you do this before you authorise the changes to be implemented in your live portal.
Mapping changes will always be directed to a sandbox for testing first. We’ll provide you with a link your sandbox portal during the process, which gives you a copy of your data at a certain point in time, so you can manipulate and test your new mapping without any impact on your real live data.
Your normal login credentials can be used to access your sandbox, but if you have any access issues, please let us know.
Why do I need to test the changes?
Bullhorn Integration Mapping requests are custom pieces of work, specific to your portal, so comprehensive testing in a sandbox means that you’ll be able to check that the mapping is working as expected and that the data being pulled from Bullhorn appears as you need it in Astute.
The testing process allows you the opportunity to work with your data to ensure that the integration is working according to your specifications, without impacting your day-to-day work or actual data. If you identify any issues, you can get in touch with the Consulting Team so that they can be amended before anything changes in your live portal.
How do I test the changes?
When considering what you’ll need to do to test mapping changes, the simplest approach is to look at what you’ve asked to be changed, and how you expect that to appear in your Astute portal.
You can then push a new placement through from Bullhorn to Astute Payroll and review how this information appears in your sandbox, ensuring that the changes you have requested have been implemented as needed and are working.
When you pick a test placement, please ensure that you select a placement which has only been created or approved after we have advised you that the mapping change is ready for testing.
Mapping a New Field
If you have asked for Rule Groups to be added to the mapping between Bullhorn and Astute, and this change has been implemented in a sandbox, you would test to ensure that the rule group pulls through when it is set in a new placement in Bullhorn.
When you review the job in your Astute sandbox, you can check that the rule group is already there without you having to manually input the data. If it is, then the mapping change is working as expected.
Removing an Existing Mapped Field
If you have requested that employee address details are unmapped between Bullhorn and Astute Payroll, and you’ve set up a new placement for an employee after the mapping change is confirmed as implemented in your sandbox, you can check the Address fields in the employee’s profile in your Astute sandbox to confirm that no data has pre-filled.
Additional consulting services can be purchased in hourly increments if you would like extra support to test changes to your Bullhorn mapping. One of our Consulting Team members can schedule a Zoom call with you to guide you through testing the changes and what you’ll need to do.
Please reach out to our team in your existing email thread if you would like to discuss arranging additional testing support.