Send an Email

Action Required: Compliance with Bulk Email Providers

Due to recent changes to Google and Yahoo mass mailing guidelines, you will need to make the updates below with your DNS Hosting Provider. Failure to do so before January 12th, 2024 will result in disruption in delivery of the emails you send from Bullhorn/Bond.

Actions Required with your Domain Host:

Create CNAME Record for DKIM Compliance

DKIM (DomainKeys Identified Mail) is an email security standard designed to ensure that emails aren't altered in transit between the sending and recipient servers.

CNAME record should read:

  • Host: bnd._domainkey.mydomainname.com
  • Points to: bnd._domainkey.adaptondemand.com

Update SPF Records

Email providers will look for a Sender Policy Framework (SPF Record) to verify that the email they are receiving is an email sent by the actual sender and not a forgery sent by a spammer or otherwise unsavory character. Yours must be updated to include Bullhorn specific SPF records.

  • SPF record should read: v=spf1 [YOUR EXISTING RECORDS HERE]
    • Preferred: include:_spf.adaptondemand.com ~all
    • Alternative: ip4:52.129.19.114 ip4:185.9.168.4 ~all

Add TXT DNS Record for DMARC Compliance

DMARC (Domain-based Message Authentication, Reporting & Conformance) makes it easier for Internet Service Providers (ISPs) to prevent malicious email practices, such as domain spoofing.

If your configuration already has a value for _dmarc.yourdomain.com (where “yourdomain.com” represents your specific domain name), no additional changes are necessary.

If this value does not exist, create a new record of type TXT with the following values (replace “yourdomain.com” with your specific domain name:

  • Name: _dmarc.yourdomain.com
  • Contents: v=DMARC1; p=none;

Review this linked article for more information: DMARC Instructions

Action(s) Required for Unsubscribe Functionality within Batch Emails

Google is also requiring that large senders give Gmail recipients the ability to unsubscribe from commercial email in one click, and that they process unsubscription requests within two days.

We are accomplishing this by adding an Unsubscribe Header to Batch Emails with more than 10 recipients, and this requires some steps to complete alongside the previously announced DNS changes.

It is of vital importance to complete the below steps.

  • If you send batches of 10 or more solicitation emails (our trigger for this Unsubscribe Header’s inclusion in your emails) OR send a total of 5000 or more emails solicitation/marketing per day to Gmail addresses, you must have this Unsubscribe functionality.
  • You must create or designate an email inbox to handle incoming emails requesting that a person’s record be unsubscribed from commercial mailings.
    • You can utilize an already existing email address and inbox. This may not be ideal as it could potentially receive a large volume of traffic in response to your Batch Email solicitations/campaigns, and a dedicated email may be preferred.
    • An example would be something like "unsubscribe@yourdomain.com".
  • You must provide this email address to Technical Support so that they can add it to your record.
    • This is one email address per client, so your individual users will not have their own version.
    • This email will be used as the Mailto: address we are inserting into the Unsubscribe Header.
  • Without this Unsubscribe Email address on file with Bullhorn (Bond/Adapt) Support, your users will see an error message when attempting to send a batch email with 10 or more recipients.
    • This is effective with the install of Adapt version 2024.1.1, currently scheduled for Saturday, 27th of January 2024.
  • Once implemented, it is your responsibility to monitor this inbox for requests to unsubscribe!
    • There is no automation from Adapt to handle these requests as they come in.
    • A user must take each incoming request to unsubscribe and modify any record with that email address.
    • Any unsubscribe request received via this email should be treated the same as any other direct request to unsubscribe.

For more information and resources for additional Bullhorn products, please review our blog and contact Bullhorn Support with any questions.

Use these instructions to send an email to each candidate selected in the search result.

Note: This workflow sends an individual email per candidate to prevent bulk mailing issues.

  1. Hover over Searching on the navigator and then select Saved Results.
  2. After selecting Saved Results, select a search that matches the corresponding Batch Activity category. For this workflow your search should be a Candidate Search.

  3. In the Activities drop-list, select Batch Processes > Candidates > Calls & Emails > Send an Email.

    Note: You can also open the saved search, select individual records then run the workflow from the Batch menu inside the search.

  4. The Send an Email workflow will open in a new window. While updating the form notice that fields marked in red are required to complete the workflow; and that by clicking on the buttons to the right of certain fields, a new window will open, allowing you to search and select options related to that specific field, or choose a date.

    • Follow-up Date – will create a follow-up task for each candidate selected in the workflow.
    • Template & Subject – after selecting the template the subject will auto fill; you may change this if desired. Click here for information concerning custom templates.
    • Salutation & Closing – are free text fields that can be changed as desired.
    • Type – from this pick list you can choose how to address the candidate; the nickname is the default selection.
    • Enter Additional Text as desired and choose whether to place this text before or after the template text.
    • Click on the  icon under Attachments to attach to each email.

  5. After updating the form select what action to take next:

    • Preview – will open a sample email that allows you to review your choices prior to sending the email.

      Note: Close the email to return to the workflow; do not send this email.

    • Send – sends emails to the candidates selected in the saved search.

    • Cancel – closes the workflow without sending the emails or saving the changes you made in the workflow view.

      This is a sample of the preview email.

  6. After clicking Send, a message will open to confirm the workflow is complete and alert you to any records not included in the workflow.

    • Emails sent can be accessed through the Sent Items Folder in Outlook.

  7. Verify the workflow completed by viewing the Candidate Email Sent via Batch entry and notes from workflow are posted to the record’s journal. The activity details will be saved and will be available for reporting purpose.