Product Update Category: Onboarding
Flowback Support For Custom Objects
Onboarding365 Flowback is now supported for all Custom Objects available on all entities in Bullhorn.
‘Date of Birth’ Field Hint Text
Hint text has been added to the ‘Date of Birth’ field of the Profile section.
‘HR Associates’ Can Add Documents to an Onboarding Package
We added a new setting to document management ‘HR Associate can add to package,’ when this setting
is enabled users in the “HR Associate” role will be able to add that document to an onboarding package.
Attachments Upload in V2
You can now upload attachments to Vendors on the Vendors tab in V2.
“Get Report Now” Working for Web Automations
The “Get Report Now” on the Web Automation tab feature will now retrieve reports as expected.
Updates to the I-9 Form
We have updated the I-9 Form to match the new version released by the Government.
Save Onboarding Document if Employer Signature is Blank
You can now save onboarding documents regardless if the Employer Signature field is populated.
Privacy Enhancement
IP addresses displayed in the Onboarding document audit trails can now only be viewed by Administrators, Primary Contacts, and Secondary Contacts. The IP addresses can no longer be viewed by candidates.
I-9 Form Updated
The I-9 Form has been updated to match the most recent version released by the government.
Onboarding Document Saves When Employer Signature Is Blank
You can now save Onboarding documents if the Employer Signature field is not populated.
Success Messages
Success messages will now display as green pop-ups so that workflow icons are no longer blocked by a banner.
ATS Refresh Notification
The ATS Refresh notification will now display as a green pop-up so that workflow icons are no longer blocked by a banner.
Sign-On Notification Should Not Block Workflow
The sign-on notification has been made smaller to prevent it from blocking BBO / Onboarding tabs.
Employee ‘New Document Added’ Notification
The ‘New Document Added’ notification an employee receives upon logging in will now be translated correctly for non-English employees.
Selecting Multiple PTO Types
Selecting multiple PTO types from a Candidate record will now save the selected options as expected.
Editing Permanent Placements
You can now edit Permanent Placements as expected if Expenses are enabled.
Changes to Time Step Increments
Changes made to time step increments will now save as expected.
Numbered Attachment Icon on Document List
The Document list will now display a numbered attachment icon to show how many attachments are on a document.
Columns on the Placement and Employee Lists
All columns on the Placement and Employee lists now allow multiple values to be selected.
Scan and Upload
E-Verify has a new status of “Scan and Upload”, which requires users to upload photo documentation to support a case. 
Case Statuses
E-Verify has updated the list of case statuses:
| Version 29 Value | Version 30 Value |
| N/A | Draft (new value) |
| N/A | Scan and Upload (new value) |
| Sent | I9 Sent |
| In Progress | I9 In Progress |
| Submitted | I9 Submitted |
| Unconfirmed Data | Review and Update Data |
| Photo Match | Photo Matching Required |
| Pending Referral | Tentative Non-Confirmation |
| Referred | Pending E-Verify Action |
| Queued | Pending E-Verify Action |
| Employment Authorized | Authorized |
| Close Case and Resubmit | Resubmit Case |
| No Action FNC | Final Non-Confirmation |
Authorized Representatives Submitting Cases
Authorized Representatives submitting an E-Verify case must now enter the following information upon each case creation per E-Verify’s requirements for version 30:
- Name
- Email Address
Phone Number (with optional extension)
Administrators Submitting Cases
Administrators submitting an E-Verify case must now verify and/or enter the following information upon each case creation per E-Verify’s requirements for version 30:
- Name
- Email Address
- Phone Number (with optional extension)
List of Existing Documents Displays Correctly
When duplicating a packet, the list of existing documents will now display the document names correctly.
File Tab Added to Placements
You can now upload and attach to Placements and view them from the Files tab.
Editing Document from Slideout Displays Tab
When opening a document in the slideout view and selecting the Attachments or History tab and then the Edit tab, the document will now appear correctly.
“Hide Records Without Placement” Toggle Works as Expected
Employee records connected to ended placements will now be hidden as expected when the “Hide records without Placements” setting is toggled.
“Sync With ATS” button Available
The “Sync With ATS” button is now available on the Candidate Edit tab.
Documents Allow Autofill from Candidate Information
Candidates will now enter information upfront once, which will flow across the rest of their documents to populate the appropriate fields without the candidate having to reenter information on each document.
List Loads After Removing A Column
Lists will now load as expected after column changes.
Error Messages Respect Language Settings
Error messages will now respect language settings and customer-defined entity titles.
Deleting Files From Candidate Records
Users will now be able to delete files from a Candidate record.
Candidate Records Load Even if EOB is Disabled
If EOB is disabled, Candidate records will now still load correctly and the Documents link will not appear on the employee slideout.
End Assignment and Recreate New One Button
The “End Assignment and Recreate New One” button is now available for V2.
Secondary Contacts Row Always Displayed
The Secondary Contacts row will now always be displayed on client documents so you can update the secondary contact and ensure the same contact can’t be entered as both primary and secondary.
Create Email Reminders
Administrators will now be able to create onboarding reminder emails as a new email type and choose from several options how often to send the reminder emails.
Candidate Pickers Function as Expected
The “Timesheet Export Type” and “Vendor” pickers on a candidate record now function properly.
E-Verify Error Messages
More specific error messages will now display with the E-Verify integration when:
- E-Verify is down
- A case was queued or not created
- E-Verify returns an error
AutoVerify Displays Error if I-9 is Invalid
When an administrator selects “Approve and E-Verify” but the I-9 has invalid data, you will now see an error message indicating the E-Verify case could not be created.
Translation Unavailable Error
An error message will now display if you attempt to send documents that do not have a translation available in the selected language.
Resend Documents When Employee Language is Updated
The “Document.Allow Employee Document Language Override” setting will now determine if the language of documents in “Sent” status will change.
Send Documents Includes Drop Down to Select Language
As an onboarding admin, you can now select the language you want to send documents in from a drop-down menu.
Restrict Translation Workflow to One Document Per Language
To prevent multiple versions of children documents in the same language:
- The Create New Translation action becomes inactive when all languages are present.
- The language drop down on the translation modal only shows available options (used languages are grayed out).
- A parent doc that has all languages as children can not be selected in the New Translation modal.
Document Language Settings Added
When an employee has the multilingual setting enabled, you will now have additional options under Settings > Defaults:
- Employee.Document Language – Determines if employee language preference takes precedence when assigning translated forms
- Employee.Document Default Language Override – Allows recruiters to override default document language assignments
Display Options for Document List
You will now have the option to toggle the view on the Document List to either Group by Document or to view all documents. If Group by Document is selected, a down arrow allows expansion to see the translation documents underneath.
Create New Translation
From the Document List, you can now create a new translation or edit an existing translation.
Child Document Field Flowback Rules
Translations of a document (child documents) will inherit the field flowback rules from the fields of the parent document.
Document Details Allows Mass Approval
Onboarding administrators can now multi-select and mass approve documents from the document details view when you have multiple documents that are ready for approval on a single record.
Client Docs Functionality Now Available
The updated “Send Docs” modal supports client docs and allow you to:
- Create documents with fields assigned to contacts
- Assign documents to contacts
- Approve documents assigned to contacts
- Send reminders to contacts
- See the status of a document sent to a contact
Description in Document Builder
The description of a document will no longer display as “undefined” if it’s left blank on a newly created document.
Extend Session
A new configuration option has been added for Onboarding customers who wish to allow their Authorized Representatives additional time to review and approve form I9 on their behalf.
Please contact support if you would like to change this from the current 48-hour window to a 72-hour window.
Packets/Documents Permissions Update
The “Add/Remove Packets/Documents” permission has been split into two permissions:
- “Add Documents/Packets”
- “Remove Documents/Packets”
- Current users with the “Add/Remove Packets/Documents” permission will automatically be granted both new permissions.
Packet Email Notifications
When you attach a packet via the Onboarding tab in Bullhorn, it will now send an email notification to the candidate.
Email Notification Enhancement
Notification and signup emails associated with the onboarding workflow will now send in real time.
Assigning Documents to a Placement
A scheduled placement sync will no longer be required prior to assigning documents to a placement record. Administrators will need to review the back office control panel setting Assignments.Push as Approved to make sure placements are added in the appropriate status.
Signup Emails for New Administrator Users
We will now send signup emails to new administrator users when SSO from the Bullhorn ATS is not in use.
Onboarding Field Resolved Issue
Employee facing checkbox fields will display correctly for admins who are editing documents. Non-Editable date fields will now display the date when filling out a document.
Preparer/Translator Fields Now Available on Form I-9
Additional preparer and/or translator information can now be saved to the shared Form I-9 associated to E-Verify.
Document Notification Settings
Document notification settings are now respected when candidates are sent new documents from the ATS.
E-Verify Numeric Entries Update
The E-Verify integration’s I-9 form will now enforce numeric entries for the Social Security number and appropriate characters for “Other Last Names” and “Apartment Number.”
Support for GDPR
A new administrator permission has been added to support employee erasure. Please contact Bullhorn Support to request this feature. The Employee Provided Data and Onboarding Data reports have been added to allow users to comply with GDPR data export requirements.
E-Verify Logo on Case Printout
We’ve added the official E-Verify logo to case printouts.
E-Verify Status Update
Case processing has been enhanced to prevent the E-Verify status from becoming stuck during the “Verification in Process” phase.
Document Connection Update Notifications
Document connection notifications have been updated to prevent the document removal notification from being sent in error.
Document History
The document history now appropriately indicates when a document has been cleared.
Packet grouping respected in Employee Portal
Documents grouped in a packet that are assigned by an administrator will display grouped together on the Employee Portal.
Onboarding Dashboard no longer displays Users without document instances
Only users with documents will appear in the onboarding dashboard.
Document Editor display for submitted documents
The problem with duplicated and misaligned fields in the edit view for submitted documents has been fixed.
Document Editor popup fixes
The document editor will now close and indicate a successfully saved new document.
Required Onboarding Fields for Administrators
An issue has been identified wherein required fields for administrators were not always enforced on Onboarding documents. This issue has been resolved and upon receiving the latest release, the administrator required fields will highlight in red and must be completed before approval.
Onboarding Table Display Issue
An issue has been identified wherein a read-only Onboarding table was displaying on employees and placements in Bullhorn Back Office for customers without Onboarding. This issue has been resolved and upon receiving the latest release, customers without Onboarding will no longer see the read-only table.
Errors Impeding Functionality
An issue has been identified wherein errors were impeding functionality on candidate or placement records. This issue has been resolved and upon receiving the latest release, candidate and placement records will open without this error.
Duplicate Audit Trail Entries for Documents and Packets
An issue has been identified wherein duplicate audit trail entries were appearing when a document or packet was assigned. This issue has been resolved and upon receiving the latest release, single audit trail entries will record as expected.
Lockout Mechanism for Repeated Client Admin Refreshes
A new restriction has been put in place for repeated forced refreshes of placements from Back Office and Onboarding. After the limit of five forced refreshes occurs, you will receive an alert pop-up indicating the limit is reached. Background refreshes will continue as scheduled, and forced refreshes may begin again after the restricted time limit of one hour has passed.
Onboarding Attachments from ATS/CRM
Customers using Bullhorn ATS/CRM and Onboarding are now able to add attachments to Onboarding documents from Bullhorn ATS/CRM. After assigning a document to a candidate or placement, an “Add Attachment” link will appear, enabling you to add any necessary attachments. With the proper permissions, the attachments are available for preview as well.
Attachments Now Included with PDF Flowback
You are now able to include attachments when flowing approved PDFs from Onboarding to candidate and placement file tabs in the Bullhorn ATS. Previously, only approved PDFs were able to be flowed back. For existing flowback users, there is now an option to include attachments as separate files with your approved PDFs.
New I-9 Form Version (E-Verify Customers)
The U.S. Citizenship and Immigration Services (USCIS) has released a new I-9 form as of 07/17/2017. Employers are expected to use the new form for all employment as of 09/18/2017.
The USCIS offers two types of I-9 forms – a dynamic Adobe Reader “fillable” PDF which changes when data is entered, and a static I-9 form for use outside of Adobe Reader.
We will continue to support electronic images from the static I-9 form. The default I-9 form for the E-Verify process will change over on August 29, 2017. The new I-9 form now contains “Consular Report of Birth Abroad (Form FS-240)” as a valid document in List C.
We encourage you to visit https://www.uscis.gov/i-9 to review all updates related to the new I-9 Form as well as to review your I-9 collection and storage processes to ensure you are in compliance with the requirements put forth by the USCIS.
Permanent Placement Update
An issue has been identified wherein some fields on permanent placements were not able to be saved. This issue has been resolved and upon receiving the latest release, all necessary fields on permanent placements will be able to be saved.
Paragraph Display Issue
An issue has been identified wherein paragraph inputs fields in Onboarding documents were displaying incorrectly. This issue has been resolved and upon receiving the latest release, the paragraph input fields will properly align text to the paragraph box. Please note, if a character limit is not set and the text added to the paragraph input field is greater in length than the size of the input field, then the text will continue to display below the paragraph field when viewing the PDF of the Onboarding document.
Automatic Creation of Onboarding Administrators
An issue was identified within the automatic creation of Onboarding administrators from Bullhorn ATS. This issue has been resolved and upon receiving the latest release, administrators with the proper permissions will automatically be created for Onboarding.
Enhanced Electronic Signatures
We are excited to announce the general availability of our enhanced e-signature capabilities. With this enhancement, electronic signatures in Onboarding are aligned with more robust standards of signature intent, consent, authenticity, and integrity. These enhancements include new consent pop-ups, expanded access to audit trails, and emails to candidates with approved PDF copies. We encourage you to call Support and have this enabled after your environment is updated to the August release! Our enhanced electronic signatures will eventually be enabled in all customer environments by default – at present, customers must currently opt-in by calling Support.
Details about electronic signature regulations and Bullhorn’s approach to compliance can be found at http://www.bullhorn.com/products/onboarding/e-signature-compliance/
New Manager App!
We are excited to announce a newly refreshed Timecard Approver Portal for Bullhorn Back Office and Onboarding! Approvers will find approving timecards easier than ever with our new streamlined interface. Approvers will still default to the legacy app, but are able to go to the new app by clicking the “Here” link at the bottom of the app. For users unable to access Flash sites, this is the app for you. You are able to approve and reject timesheets and run your most pertinent approver reports.
Manager and Employee Help Links
The Manager and Employee in app help links have been updated to consistently load the proper help site for each user.
Admin List Timing Out
An issue has been identified wherein the Admin List was timing out with large numbers of administrators. This issue has been resolved and upon receiving the latest release, the admin list will load more efficiently for lists of any size.
Special Characters in Document Titles Causing Error
An issue has been identified wherein special characters in document titles were causing 404 errors when trying to the view the PDF of the document. This issue has been resolved and upon receiving the latest release, the PDF will open as expected.
E-Verify Update for List A/B/C Documents Not Requiring Expiration Dates
An issue has been identified wherein a blank expiration date for documents in List A,B, and C that didn’t require an expiration date was causing the E-Verify integration to display an error. This issue has been resolved and upon receiving the latest release, you will be able to leave the field blank for certain identification types without receiving an error. Please follow all guidelines put forth by the USCIS.
PDF Snapshot Issue
An issue was identified where with certain configurations, PDF snapshots were not generated for Onboarding document status changes. This issue has been resolved and PDF snapshots are generating as expected.
Change Password Button Fix
An issue was identified where Managers and Admins were unable to reset passwords with the “Change Password” button. This issue has been resolved and passwords are able to be reset when needed.
Unique Names for Document Fields
An issue has been identified wherein the requirement to have unique names for fields on Onboarding documents is not being enforced. This issue has been resolved and upon receiving the latest release, you will now be prompted to use unique names when creating fields on a document.
Note: Existing non-unique field names will not be impacted unless you select “Save Field Mappings” on a document. You will then be prompted to update any duplicate field names.
Admins with Restricted Branch Access Cause Report Failures
An issue has been identified wherein administrators with restricted branch access are encountering errors with the proper permissions to run reports. This issue has been resolved and administrators are able to run reports according to their branch access.
Onboarding PDF Flowback to Bullhorn Files Tab
Have you been manually downloading PDF files of completed documents from Onboarding and uploading them, one by one, to the files tab in Bullhorn? Our newly-added PDF flowback feature is here to make your life easier! We’ve improved the integration between Bullhorn and Onboarding – now, Onboarding documents will be automatically copied over to the Files tab in Bullhorn upon document completion and approval. Your candidates’ latest completed Onboarding files will always be up-to-date in Bullhorn, where your front-office workers can easily email and share them with colleagues.
This feature will be available to all Onboarding customers using Bullhorn ATS/CRM upon the latest release. The March release will need to have been deployed for both Onboarding and ATS/CRM before this functionality is available.
To learn more about using this feature, please consult the following training resource: PDF Flowback. If you encounter any issues with this functionality, please contact Bullhorn Support.
InvoiceLines API Controller
A new InvoiceLines API controller has been added to the Bullhorn Back Office and Onboarding API library. Upon receiving the latest release, you will be able to add note lines to existing invoices with this new API controller. Notes are added to the invoice each time the controller is called using API and can then be edited or deleted from the invoices themselves.
Onboarding ATS Interface – Enhanced Searching for Packets and Documents
It is now easier to search all available Onboarding documents using the document/packet selection functionality in Bullhorn ATS. Previously, when searching for Onboarding documents and packets from the document/packet picker, users would only see the first 50 available results. Upon receiving the latest release, this restriction will be removed and you will be able to search for all available packets and documents.
Onboarding Date Clearing from Documents
An issue has been identified wherein dates entered on an Onboarding document were clearing if the format entered did not match the format specified on the document. This issue does not apply when users enter a date with the date picker. This issue has been resolved and upon receiving the latest release, dates entered will not clear from the document.
Paragraph Input Line Breaks
An issue has been identified wherein line breaks were not appearing when employees were editing Onboarding documents with paragraph input fields. This issue has been resolved and upon receiving the latest release, the paragraph input will display line breaks correctly.
Custom Data Exports for Back Office and Onboarding
We are excited to announce the addition of custom data exports for Bullhorn Back Office and Onboarding! Our Professional Services and Support teams are now able to create custom data exports for various applications, from custom Back Office reports to consolidated exports of Onboarding documents completed by your candidates. The new, flexible custom export tool is now available via a simple user interface in the Back Office and Onboarding application.
If a custom export has been created by our Professional Services or Support teams, you are able to access the export from the Reports tab in app. Previously, this was only available via API access. To have a custom export written for you, please contact your Account Manager or Support.
Onboarding – New I9 Form Version
The U.S. Citizenship and Immigration Services (USCIS) has released a new I-9 form as of 11/14/2016. Employers are expected to use the new form for all employment as of 1/22/2017.
The USCIS offers two types of I-9 forms – a dynamic Adobe Reader “fillable” PDF which changes when data is entered, and a static I-9 form for use outside of Adobe Reader.
We will continue to support electronic images from the static I-9 form. The default I-9 form for the E-Verify process will change over on January 1, 2017.
We encourage you to visit https://www.uscis.gov/i-9 to review all updates related to the new I-9 Form as well as to review your I-9 collection and storage processes to ensure you are in compliance with the requirements put forth by the USCIS.
If you have any questions, please contact Support.
E-Verify Upgraded to Version 29
We have upgraded our integration between Onboarding and E-Verify to the latest, recently-released version (Version 29). This was required in order to maintain compliance with E-Verify requirements. End users will see no change with this upgrade.
Map Additional Contacts to Placements
You are now able to map additional contacts on a placement record in the Bullhorn ATS to sync to Onboarding. Any custom field on a placement that is set to use a contact picker can be mapped to placements in Onboarding. Please contact support for help in mapping additional contacts.
Email Notifications
An issue has been identified wherein submitted and approved documents were generating too many emails. This issue has been resolved and administrators with the proper permissions will now receive one email when an employee has submitted all documents.