Bullhorn for Salesforce (BH4SF) Integration User Guide

2cloudnine Assignment… 12

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Purpose

The 2cloudnine Bullhorn for Salesforce (BH4SF) Integration provides a flexible and seamless solution for integrating the Bullhorn for Salesforce (BH4SF) and 2cloudnine Payroll. Its primary purpose is the creation and updating of 2cloudnine Assignments from the BH4SF Job and Closing Report objects. With the 2cloudnine BH4SF Integration a recruiter is able to manage their temp and perm employees using BH4SF and have the data seamlessly flow to 2cloudnine. Middle and back office functions are then able to pick up and manage this data without a need to interact with the BH4SF records. The purpose of this user guide is to provide instructions related to the setup, functionality and processing of the Integration. The intended audience for this document is system administrators, front/middle/back officer users.

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Configuration Steps

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Installation and Core Setup

Please refer to the 2cloudnine BH4SF Configuration & Implementation Guide.

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Assignment Templates

The 2cloudnine BH4SF Integration uses Assignment Templates to streamline the assignment of default values to Assignments. These templates enable key middle and back office data to be efficiently assigned to a Job, and then automatically applied to both Temp and Perm Assignments.

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Assignment Template Types

Assignment Templates are records on the 2cloudnine Assignment object, using the ‘Template’ record type. While there is only one ‘Template’ record type, we categorise templates based on their relationship to other records, as this affects how each type is created and used:

• Global Assignment Templates – Linked to a Global Account (e.g., a Payment Entity)
• Client Assignment Templates – Linked to a specific Client Account
• Job Assignment Templates – Linked directly to a Job record

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Template Job Type Picklist

A key field on the Assignment object is the ‘Template Job Type’ picklist. This field plays a crucial role in the functionality of Assignment Templates by:

• Controlling field visibility on the ‘Template’ Lightning page and the ‘Middle Office’ tab on the Job record—ensuring only relevant fields (Temp or Perm) are shown to users.
• Filtering template visibility when selecting a template on a Job—e.g., Temp Jobs will only display Temp Assignment Templates.
• Determining Invoice Settings that are displayed on the Job’s Middle Office tab and automatically managed based on changes. For example, a Temp Assignment Template will surface the relevant Payroll Items Invoice Settings.

If a setting such as Payment Terms is updated, the system will automatically look up and create new Invoice Settings as needed for the new value.

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Global Assignment Templates

Global Assignment Templates are predefined “Template” Assignment records linked to a parent template Account. These templates can be automatically copied to Accounts, streamlining setup and ensuring consistency. Global Assignment templates are typically configured with more broad Assignment data such as Payment Entities and Invoice Settings such as Invoice Entities and Payment Terms.

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Why Use Global Assignment Templates?

• Reduces administrative effort when onboarding new Accounts.
• Improves data integrity by maintaining consistent default values.
• Flexible setup—an org can have:
  • A single global Assignment Template.
  • Multiple templates linked to one or more Template Accounts.

While optional, Global Assignment Templates provide a structured and efficient way to manage Assignments across the organisation. Refer to the Configuration & Implementation Guide for the creation of your customer orgs global templates.

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Client Assignment Templates

All active clients must have at least one Client Assignment Template that can be applied to Jobs. Client Assignment Templates typically contain client-specific details that differ from global templates. These may include: Schedules, Timesheet Calendars, Client specific Invoice Settings. The process to create client templates depends on whether or not global templates have been configured in your org.

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With Global Templates

If Global Templates are configured, the process is automated and seamless. On the Account record, a picklist field labeled ‘Assignment Template Group’ determines the source of the templates. When a user selects a value, the system automatically clones all Assignment Templates and related Invoice Settings from the defined Template Account. (Refer to the Global Templates configuration.) For example, if an org is set up with Global Templates and the Template Account has four Assignment Templates, selecting a value in the picklist will result in all four templates being cloned and linked to the new Account, providing it with its own set of templates. Once the Client Assignment Templates are created, users should review and update them with client-specific details.

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With Global Templates - Child Records

Another advantage of Global Templates is that new Accounts can clone Assignment Templates from a Parent Account. If a user selects ‘Parent’ in the ‘Assignment Template Group’ picklist, the system will automatically:

1. Identify the Parent Account from the ‘Parent’ lookup field.
2. Clone all Assignment Templates from the Parent Account to the new Account.

This method is ideal for organisations that use an Account hierarchy, where a Parent Account holds client-specific templates, and child records can inherit these templates instead of using broader Global Templates.

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Without Global Templates

If Global Templates are not used, each Client Assignment Template must be manually created for each Account. If a Job is created before a Client Assignment Template has been created, no middle office data can be configured on the Job Template. To manually create a new default Client Assignment template:

1. Go to your client record and select the related list tab.
2. Click the ‘New’ button on the ‘Assignments’ related list.
3. Select the ‘Template’ record type.
4. Enter all default information and select ‘Save’ (Note - The client is automatically related to this template).

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New Job Assignment Templates

When a new job is created, the system will check if the related Account has any existing Assignment Templates. If only one Assignment Template exists, it will be automatically cloned and linked to the Job via the ‘Assignment Template’ lookup. The Job is also stamped on the 2c9 Assignment in the “Job” lookup field establishing a 1-to-1 relationship between the Assignment Template and the BH4SF Job. If a client has multiple Assignment Templates, the user must manually select the appropriate template for the Job. This can be done by navigating to the ‘Middle Office’ tab on the Jobs Lightning record page, where they will be prompted to choose a template from the related Account (see Figure 1). The user also has the option to click ‘Show Invoice Settings’, which will display Invoice Settings relevant to the Job Type. For example, selecting ‘Temp’ will show Payroll Items, while ‘Perm’ will display Invoiceable Fees. Once a template is selected, it is automatically cloned and linked to the Job via the ‘Assignment Template’ lookup. The Job is also stamped on the 2c9 Assignment in the Job lookup field, ensuring a 1-to-1 relationship between the Assignment Template and the BH4SF Job. Once a Job Assignment Template has been created users are able to edit the default values of the template from the ‘Middle Office’ tab on the Jobs lightning record page. Any values changed and saved will then be used as the default when a new Assignment is created related to this Job.

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Cloned Job Assignment Templates

When an existing Job is cloned, instead of using the Client Assignment template, the 2cloudnine BH4SF Integration will instead clone the Assignment Template related to the source Job. This means any values that were updated on the previous jobs Assignment template will now automatically be applied to the new Job. This ensures front office users are able to easily utilise previous versions of templates and not have to update them each time for the same job.

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Updating Job Assignment Templates

Job Assignment templates are updated using the ‘Middle Office’ tab on the Job record page. This update is managed via a screenflow which is embedded into the lightning record page (See figure 2). When a new Assignment is created it will automatically inherit all the default values from the Job Assignment Template at the time of creation. This means any changes to the Job Assignment Template will only apply to the template and any newly created Assignments. Any existing Assignments that need to inherit the template change can be managed using a separate update process (See below).

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Changing Job Assignment Templates

Whilst Job Assignment Templates can be updated post creation, there may be a need to select a new client template, for example the incorrect template was initially selected. To do this, users can simply select the ‘Middle Office’ tab and from within the screenflow select the ‘Change Template’ button. Once a selection is made a new Job Assignment template will be created and related to the Job.

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Archiving Assignment Templates

Assignment Templates in 2cloudnine serve as a point-in-time reference for the creation of downstream Employee Assignments. Once Employee Assignments have been generated from an Assignment Template, the template no longer has any control over those Assignments. As a result, it is safe to consider archiving or deleting Assignment Templates, particularly Job Assignment Templates, to help reduce clutter and improve the usability of Assignment records in the system. Before proceeding with deletion, please consider the following:

• Confirm that all required downstream data has already been generated from the Assignment Template.
• Understand that deleting a template will not impact any existing Employee Assignments or related records.
• Check for any current or future use of the template (e.g., for reporting or historical reference).

If needed, consider archiving the template (e.g., setting an “Inactive” status) instead of deleting, especially if auditability or historical traceability is required.

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Invoice Settings Templates

In addition to Assignment Templates, the 2cloudnine BH4SF integration also utilises Invoice Settings Templates for the management of Invoice Settings. Like Assignment Templates, Invoice Settings Templates can also be defined globally, client specific and Job/Assignment specific.

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Global Invoice Settings Templates

Global Invoice Settings Templates are a template record that contain global Invoice Settings. These Templates are then related to the global Template Assignments (see above) using the ‘Invoice Setting Template Group’ lookup meaning each global Assignment Template can have its own set of Invoice Settings. Refer to the Configuration & Implementation Guide for the creation of your customer orgs global invoice settings template.

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Client Invoice Settings Templates

When a client Assignment Template is cloned from a global Assignment template, the system will also automatically clone the related ‘Invoice Settings Template Group’ and related Invoice Settings, and relate them to the new client Account. This means each new Account receives its own set of Invoice Setting Template Groups and related Invoice Settings. Once cloned, users are then able to update any required client specific invoice settings such as the Payment Terms.

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Job Invoice Settings Templates

Unlike Job Assignment Templates, the ‘Invoice Settings Template Group’ related to the template Assignment is not cloned when a new Job is created. This is intentional, as invoices are grouped by Invoice Settings—creating Invoice Settings for every Job would disrupt this grouping logic. Instead, the cloned Job Assignment Template retains its relationship to the client template’s Invoice Settings Template Group. If a customer needs to modify Invoice Settings for a specific Job, the 2cloudnine BH4SF integration provides automation to handle this. Within the ‘2c9 - Assignment Template Manager’ screen flow, the system:

• Retrieves the Invoice Setting linked to the Job’s Assignment Template > Invoice Settings Template Group, based on the Job Type (e.g., for a ‘Temp’ Job, it retrieves ‘Payroll_Items’; for a ‘Perm’ Job, ‘Invoiceable_Fees’).
• Displays key Invoice Setting fields, such as Invoice Entity, Invoice Group By and Payment Terms (see Figure 3).

When a user updates invoice settings and selects ‘Update’, the system will:

• Check for existing Invoice Settings at the Account level with the updated values. If found, the Job Assignment Template is updated to reference the existing Invoice Settings Template Group.
• If no matching Invoice Settings are found, the system will clone the Invoice Settings Template Group and related settings from the Job Assignment Template, applying the user’s changes.

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Assignment Invoice Settings Templates

When an Assignment is created from the ‘2cloudnine BH4SF Integration’, the ‘Invoice Settings Template Group’ related to the Job’s Assignment Template is automatically applied to the Assignment. Using the same logic as the Job-level Invoice Settings Template Group, users can modify invoice-related data at the Assignment level. This is done via the ‘Invoicing’ tab on the Assignment Lightning page, which exposes the same invoice-related flow data as the Job (see figure 4).. If a user updates non–Invoice Settings fields (e.g. Invoice Schedule), the corresponding field on the Assignment is simply updated. However, if the user modifies Invoice Settings data (e.g. Payment Terms), the flow logic will:

• Check whether an Invoice Settings Template Group with the updated values already exists at the Account level.
  • If found, the Assignment Template is updated to reference the existing Invoice Settings Template Group.
  • If not found, the system clones the Assignments Invoice Settings Template Group and applies the user’s changes.

This allows users to maintain Assignment-specific Invoice Settings that differ from those applied at the Job level.

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BH4SF Job Record

The 2cloudnine BH4SF Integration has been specifically designed so that all middle and back office data is held on the Job Assignment Template and not the BH4SF job record. The only 2cloudnine fields on the BH4SF Job record are the “Assignment Template” which is automatically updated from system automation and the “Rate Calculator” lookup. As noted above, all other middle and back office information related to a job is held on the Assignment Template which is accessed via the “Middle Office” tab.

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BH4SF Closing Report (Placement)

From an integration perspective, the BH4SF Closing Report is often referred to as the “handoff” object, as it acts as the junction between the front office and the middle office. By default, the 2cloudnine BH4SF integration uses the Closing Report to trigger the creation of a 2cloudnine Assignment. However, how the Closing Report is utilised after this point depends on whether the record type is Temp or Perm.

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Temp

For Temp placements, Assignment Templates are used to define middle and back office data. As a result, the Closing Report does not hold this data once the Assignment has been generated. This means that, from a middle and back office perspective, the Closing Report serves little to no ongoing purpose. However, whether it remains in use depends on customer requirements:

• Some customers choose to retain the Closing Report as the source of truth for the front office—especially when front office workflows or automation rely on it.
• Others prefer to deprecate the Closing Report post-Assignment creation and rely solely on the 2cloudnine Assignment for both front and back office functions.

Both approaches have pros and cons, and the decision should be based on customer discovery and how BH4SF is currently configured. If the customer chooses to continue using the Closing Report for Temp placements, the integration includes functionality to maintain synchronisation between the Closing Report and the Assignment.

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Closing Report Lightning Page

The integration includes a Closing Report Lightning Page featuring a tab labeled “Payroll & Invoicing”. This tab utilises a Quick Action layout tied to the related Assignment whereby front office users can edit middle and back office data directly from the Closing Report (see Figure 5). While this Lightning Page is included as part of the standard 2cloudnine BH4SF integration components, its use is only recommended in cases where the customer explicitly prefers that front office users do not navigate to the 2cloudnine Assignment to manage middle office data. This Lightning Page comes with several limitations, including the inability to manage Invoice Settings and a lack of visibility into key middle office data—such as Timesheets—that may be valuable to front office users.

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Date Data Synchronisation

While the Closing Report doesn’t hold middle/back office data, the Start Date and End Date fields are critical, as they must align with the corresponding fields on the Assignment. To ensure this, two record-triggered flows (one on the Closing Report and one on the Assignment) monitor and sync date changes between the two objects. These flows include logic to prevent changes that would conflict with existing Timesheets. For example: If a front office user attempts to move the Closing Report’s End Date earlier, but hours have already been captured for that period, the flow will trigger an error and block the update.

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Perm

Perm placements are handled differently. Unlike Temp, the Closing Report is typically required due to BH4SF’s native invoice functionality for permanent placements. While a 2cloudnine Assignment is still created for Perm placements, it is not the primary record used for salary or fee management. Instead, it serves the following purposes:

• Ensures correct invoice-related settings are applied.
• Enables Invoiceable Fees to be created and linked correctly to the Assignment.
• Can be utilised for GL purposes

In most cases, customers treat the Perm Closing Report as the source of truth, avoiding data duplication and relying on it for all placement and invoicing processes. For Perm placements, customers may still choose to remove the Closing Report entirely after Assignment creation. In this scenario, salary and fee data is entered and managed directly within the Assignment.

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Auto Create Perm Fee

The 2cloudnine BH4SF integration includes functionality to automatically generate a Perm Invoiceable Fee and related Pay Transaction from a 2cloudnine Assignment. On the Assignment Template, the Auto Create Perm Fee picklist field provides two options:

• Assignment Start Date
• Invoice Date

If one of these options is selected, then when an Assignment is created via the Closing Report, an Invoiceable Fee and its related Pay Transaction are automatically created. The invoice calendar period is determined based on the selected date option ensuring invoices are not raised prior to this period. As the 2cloudnine Assignment does not store salary or fee data, the Invoiceable Fee details, including the fee amount, are derived from the associated Closing Report. Once the Invoiceable Fee and Pay Transaction have been generated, invoice creation is manual, following standard invoice generation processes. Refer to the Object and Fields mapping section for the full list of integrated fields. Refer to the Object and Fields mapping section which provides what fields are updated.

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2cloudnine Assignment

The creation of 2cloudnine Assignments—including both Temp and Perm Assignments—is initiated from the BH4SF Closing Report, which can be triggered either automatically or manually. This process is controlled by the related Assignment Template via the Auto Create Assignments Yes/No picklist field. If ‘Yes’, on the creation of a Closing Report, a related Assignment will automatically be created. If ‘No’ or NULL an Assignment will not be automatically created. Users can however manually initiate the creation of the Assignment by selecting Yes on the picklist field Trigger Assignment Creation on the Closing Report record. Once created, the 2cloudnine Assignment is automatically created and the Assignment related to the Closing Report via an ‘Assignment’ lookup. The Placement is also updated on the Assignment record in the lookup field ‘Placement’ creating a 1-1 relationship between the Placement and the Assignment. As outlined above, the Assignment record inherits its field values from a combination of the Job Assignment Template and the related Closing Report on creation. Once created, the management of the Assignment ongoing will be based upon the customers preference of utilising the Closing Reports or directly within the 2cloudnine Assignment. Refer to the Object and Fields mapping section for the full list of integrated fields.

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Mass Assignment Updates

Customers often need to perform bulk updates to Assignments in response to changes further upstream. These updates may range from straightforward modifications, such as updating Timesheet Approvers, to more complex changes like adjusting Interpretation Rules. To support this, the 2cloudnine BH4SF integration provides native Salesforce functionality that enables users to manage and update Assignments directly from the BH4SF Job record. On the BH4SF Job Lightning Page, under the ‘Middle Office’ tab, there is a sub-tab labelled Manage Assignments . This tab includes two dynamic related lists—one for Temp Assignments and one for Perm Assignments. The visibility of these lists is automatically determined by the record type of the Assignment. Each related list includes an Update Assignment button. Clicking this launches the appropriate quick action—either Update_Temp_Assignment or Update_Perm_Assignment . These actions are configured with layouts that include commonly updated fields, such as the Assignment’s Start and End Dates, and Timesheet Approvers. These layouts can be tailored to meet specific customer requirements, allowing for flexible mass management of Assignments.

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Payee Records

The 2cloudnine BH4SF Integration automates the creation and selection of the appropriate Payees for 2cloudnine Assignment records. This functionality is especially important in organisations with multiple Payment Entities, as Employees may work across different entities, each requiring distinct Payee records. Additionally, the auto-create feature simplifies the Payee onboarding process for customers who do not initiate Payee setup earlier in the recruitment process.

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Payee Selection

When an Assignment is created the 2cloudnine BH4SF integration will search for Payees where the Payee>Payment Entity is the same as the Job Assignment Template > Payment Entity. If a matching Payee record exists it will be related to the Payee record on the Assignment. If no matching Payee record is found the system will either automatically create one (see below) or display an error that the Placement cannot be created without a Payee record.

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Auto Create Payee

The option to automate the creation of Payee records is defined by the field Auto Create Payee located on the Job > Assignment Template. This Yes/No picklist when set to Yes will be automatically created by the 2cloudnine BH4SF Integration and related to the Assignment. Refer to the Object and Fields mapping section for the full list of integrated fields.

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Deleting Closing Reports and Assignments

In order to protect critical backoffice data from being deleted or orphaned, the 2cloudnine BH4SF Integration includes buttons on both the Closing Report and Assignment page used for the deletion of the records. The “Delete Placement & Assignment” button on the Closing Report page and the “Delete Assignment & Placement” on the Assignment page both check if the Assignment has related Pay Transactions and if so prevent the deletion of both records. If no Pay Transactions are found, the delete functionality will successfully delete both the Closing Report and Assignment records.

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Invoiceable Fee Screenflow

The 2cloudnine BH4SF Integration introduces enhanced functionality that allows users to generate Invoiceable Fee and related Pay Transaction records directly from the Job, Closing Report, and Assignment objects. This seamlessly integrates the fee process into the BH4SF ATS. By launching the ‘2c9 - Manage Invoice Settings’ screen flow and selecting the ‘Create Fee’ button, users are taken to the ‘2c9 - Create Invoiceable Fee Screen’ (see Figure 6). Within this flow, users can enter all necessary fee details, which are automatically calculated (see Figure 7). Upon selecting ‘Next,’ the flow automatically creates the Invoiceable Fee and its related Pay Transaction record, making them immediately available for invoicing based on the fee date. Permanent placement fees will be assigned the record type ‘Permanent Placement,’ while all other fees will use the ‘FEE’ record type.

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Object and Field Mappings

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Assignment

The following table shows all field mappings for the creation and update of Assignment records.

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Closing Report

The following table shows the fields that are updated on the Closing Report record when a change is made to the relevant Assignment field.

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Payee

The following table provides the field mapping for the automated creation of Payee records.

• The PAYG Default template is created from the Data Creation Package.

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Perm Invoiceable Fee

The following table provides the field mapping for the automated creation of the Perm Invoicable Fee.