TROUBLESHOOTING & FAQS

Transcription

1 TROUBLESHOOTING & FAQS

2 Table of Contents Articles... 3 What Vendor Management Systems do we support?... 4 What Applicant Tracking Systems do we partner with?... 5 I m worried I haven t received a requisition. How can I look for it?... 6 How do I change my VMS Access password?... 8 How do I see the number of incoming requisitions per month for my account?...10 I got an from VMS Access about "Invalid credentials" and/or a disabled account. What does it mean and how do I re-enable it?...13 Does VMS Access support enhanced address validation?...15 What if the addresses for my incoming jobs are not rendering properly in VMS Access? 17 Does VMS Access automatically update the Bullhorn ATS?...20

3 Articles Page 3

4 What Vendor Management Systems do we support? All of our supported vendor management systems are listed here: If you don't see a VMS you connect to, contact Bullhorn Support. Page 4

5 What Applicant Tracking Systems do we partner with? Page 5

6 I m worried I haven t received a requisition. How can I look for it? If you are not receiving any requisitions in either Bullhorn VMS Access or your ATS, there are a few steps you can take to troubleshoot. 1. In Bullhorn VMS Access, first search for the Req ID by navigating to the Activity tab, clicking "Search by VMS Id," and typing the ID number into the Req Id field. You can find your Req IDs in your VMS Access notifications or within the VMS itself. 2. Click the "Search Results" button. A list of transactions associated with the Req ID display. A transaction with a Last State of DELIVERY_COMPLETE confirms the requisition has been delivered to the ATS. A transation with the Last State of DELIVERY_SKIPPED will have the reason listed under the Message column. Page 6

7 3. Alternatively, if you see a "No results found. Please try again" message, you must enter the req manually. To do this, follow the instructions in the Manually Submitting a Requisition article. 4. If you still need assistance, please contact Bullhorn Support. Page 7

8 How do I change my VMS Access password? If you forgot your password and therefore can't log in to VMS Access, click here to reset it. If you're already logged into VMS Access and simply want to change it, follow the instructions below. In VMS Access, click your name in the upper-right corner of the page to access your User Profile. Click "Change Password." In the Password field, enter your new password. Page 8

9 In the Retype Password field, enter your new password again. Page 9

10 How do I see the number of incoming requisitions per month for my account? To help you better understand your invoice, run the Activity Audit Report. This provides a monthly breakdown of all End Client requisition deliveries. For any additional questions about your invoice, contact our Billing Support team at billingsupport@bullhorn.com. 1. In VMS Access, click the Activity tab. 2. Click Activity Summary. 3. From the Period drop-downs, select the month and year to run the audit for. 4. Click Run. Your list of End Clients displays, along with their respective Entity IDs (i.e., requisitions) and the delivery count; i.e., the number of times a requisition was Page 10

11 delivered - the initial delivery and subsequent updates - during the month in question. Page 11

12 5. To view the transaction history for each requisition, click the respective Entity ID. This takes you to the Entity Details page. Page 12

13 I got an from VMS Access about "Invalid credentials" and/or a disabled account. What does it mean and how do I reenable it? You were notified because VMS Access detected that the login and password currently "on file" for that account is no longer working. In cases where it is a login used by both our service and your staff, we send you an and provide a self service function so that the appropriate person can update it and re-enable the integration promptly. Once notified, the integration will not be processing jobs until the password is updated. If it's possible and you would prefer not to actively manage the VMS passwords, you can setup a "service account" which is a dedicated login for use by our service. In that case, we will manage the VMS credentials for you, eliminating this process. If that is not an option for you (as it often is not), we have robust support for sharing VMS credentials. The service is designed to be careful with your credentials and avoid "account lockout" situations. We do this by detecting login failures and letting you know (the you received) when the configured credentials for an account are not working. This often happens when the password expires or is changed without updating the service. Sometimes we are so cautious that we get false alarms where we failed to login but the login and passwords are still valid. In all these cases, the appropriate first step is to use the login and password you find in VMS Access and use them to log into the VMS: If you successfully log into the VMS, go to the account details page and re-enable it by checking the "Enabled" checkbox and hitting the [Update] button on that page. If the password has expired, update it in the VMS and then update the VMS Access portal with that new password and re-enable the account. Page 13

14 If the password is invalid, get the latest password from the owner of the account (this may be a colleague of yours) or use the VMS's "forgot password?" link to reset it. Then update the password in VMS Access and re-enable the account. NOTE: Make sure you check the "Enabled" checkbox on the same page when updating the password. If you don't do that, the password will be updated but the account WILL NOT be turned back on. Page 14

15 Does VMS Access support enhanced address validation? Yes. For years, VMS Access has used a third-party mapping technology to improve addresses found in the VMSes when required. VMS Access also developed a feature to enable both global address overrides (when we see a bad address) and customer-specific address overrides (when you would like to correct an address to your liking). In the event that an override is not found, the third-party mapping technology is used to check the address provided by the VMS. Occasionally, the address information returned from the third-party mapping technology varies significantly from the address information in the VMS. With the enhanced validation enabled, VMS Access can warn or halt processing of a requisition with an address which seems significantly different than the address specified in the VMS.The enhanced validation behaves as follows: Parsed Address Matches Unparsed Address: If VMS Access can validate that the parsed zip code, city, and state were all found in the unparsed address, it finishes processing. No notification is sent. Parsed Address Does Not Match Unparsed Address: VMS Access will send an notification to the contact address on file indicating that the parsed address did not match the unparsed address. When this occurs, the customer should provide an Address Override in VMS Access. If the validator is set to WARN, the req will still be processed. If the validator is set to ERROR, the req will not be processed. Address Not Provided on Requisition: If an address is not provided on the requisition, then an notification will be sent to the address on file. If the validator is set to WARN, the req will still be processed. If the validator is set to ERROR, the req will not be processed. VMS Access sends these notification to the address configured in the validator; Page 15

16 if one is not provided then the will be sent to the Contact Address listed on the End Client. The notification will include the Requisition ID, the name of the VMS, the name of the Company, and the Transaction ID. In addition, it will provide the unparsed address and the parsed address; if the requisition did not include an address then these values will be blank. NOTE: The address validator skips validation if an address mapping/override is provided. For more information about address override, view this FAQ. To enable the address validator, contact Bullhorn Support. Page 16

17 What if the addresses for my incoming jobs are not rendering properly in VMS Access? In certain VMSes, job addresses might all be listed in one field or are otherwise formatted differently than they are in VMS Access or your ATS. You can use Customer Address Overrides to help you control how VMS Access renders a specific address as shown for a specific end client's job. In general, when you specify an address override at an end client level, it will take precedence over a non-end-client-specific address override. 1. In VMS Access, click the Accounts tab. 2. Select an End Client whose address to override. 3. In the Address Overrides section, click "View/Manage." Page 17

18 4. Click "Add Address Override." 5. If necessary, from the End Client drop-down, select the name of the end client. Alternatively, leave it as "All End Clients" if this is not an end client-specific address. 6. In the "Unparsed Address" field, enter the address exactly as it came in from the VMS. TIP: When entering the Unparsed Address, surround it with % signs to account for linebreaks and whitespace, e.g., '%5325 Old Oxford Road%' to catch '5325 Old Oxford Road Durham NC United States.' Page 18

19 7. In the fields below "Address To Be Returned," enter exactly how you want the address to appear moving forward. 8. Click "Create." Page 19

20 Does VMS Access automatically update the Bullhorn ATS? VMS Access supports automated requisition status updates. Automated submittal status updates can be configured for a limited number of our VMS partners if you use our Slingshot addon. Requisitions Out of the box, VMS Access automatically adds new VMS requisitions to your ATS as job records and makes updates when changes are made. If you are interested in customizing the behavior of this automated process, please contact Support to see what customizations are possible. Submittals Slingshot allows you to pull candidate information from your Bullhorn ATS in order to quickly and easily generate submittals for your requisitions. If you use Slingshot you get the additional benefit of automated status updates for your submittals for the below supported VMS partners: Fieldglass IQN If you are interested in using Slingshot, please contact your account manager. Page 20