Before getting started, make sure you’ve set up your initial connection to Bullhorn. For a step-by-step on how to do this click here:
Once connected, client data will begin syncing automatically from Bullhorn into Quartz. Any new or updated clients in Bullhorn will be reflected in Quartz, with updates running every 30 minutes.
This guide explains how to manage client records that have been synced from Bullhorn into Quartz using the API Integration screen.
For guidance on managing client records via the API Records screen instead, click here.
API integration screen
From the Dashboard, navigate to the Search menu and select API Integration.
This will bring you to the API integration screen
From this screen you can filter the module to 'Client' this will show you all the new and updated clients pulled through from Bullhorn:
Other filters available:
Other filters available:
Batch Reference
Requested on
Module - client, contractors, client
Batch status - Pending, In Progress, Pulled, Pull Failed, Pull Retried, Processing, Processing failed, Partially completed, completed, acheived, no records.
API Service - Currently Bullhorn is available
Last updated at - Start Date and End Date
Within the API Batch details, the Grid columns can be used to filter further
Batch Reference
Search using more specific Batch Reference numbers to quickly locate a batch.
Module
Contractor, Client or Assignment
API Service
Quartz currently connects directly to Bullhorn.
In future releases, there will be opportunities to connect with multiple API services.
Record Count
Displays the number of records pulled from Quartz. The record count is broken down into:
Total Records
Valid Records
Invalid Records
Archived Records
Completed Records
Batch Status
Shows the current status of the batch.
Last Updated At
Indicates the date and time the batch was last updated.
View Batch
Allows you to manage and review the records within the batch.
History
View the batch history, including:
Status changes
Username of the person who made the change
Date and time when the change occurred
Once you have filtered by client and added any further filters you would like, the next step is to review the invalid records so they can be created in Quartz.
This action is performed in the View Batch screen.
Quartz will arrange the records into the following four groups:
Valid Records
Valid Records
The Valid Record Screen displays a list of valid clients records that have been successfully pulled from Bullhorn, with all relevant fields populated.
From this screen, you can:
Select Records
Use the checkbox in the top-left corner to select all records.
Or, select individual records of your choice to bulk action.
Generate Records
Choose Generate to create or update the selected client records in Quartz.
Archive Records
Choose Archive if you do not want the selected records to be updated in the client screen in Quartz.
To view or edit a client's record in more detail, click the pen icon next to the record. This will allow you to update the client's information.
Once you have reviewed the client information, you have two options:
Save – Saves the record without creating it in Quartz, allowing you to return and make further edits later.
Create – Confirms the client information and populates the record directly into Quartz.
Invalid Records
Invalid Records
The invalid Records screen displays a list of clients that have missing or invalid details meaning they cannot be created / updated in Quartz.
From this screen, you can:
Select Records and Achieve
Mark records as achieved if they are not needed.
View the Failed Reason
See a detailed explanation of why a record has failed.
Edit the Client
Incorrect information is highlighted in red.
You can correct the errors and then:
Save – Sends the record to Valid Records for further review.
Create – Populates the corrected or updates the record directly into Quartz.
Archived Records
Archived Records
The Achieved Records screen displays a list of clients that you have selected to mark as achieved.
From this screen, you can:
Filter
Mark Clients as Underachieved if needed, moving them out of the achieved list.
Completed Records
Completed Records
The Completed Records screen displays a list of clients that have been successfully created or updated in Quartz.
From this screen, you can:
Filter the list to find specific clients.
View the client record directly in Quartz.
