Accounts with an active Microsoft 365 integration are advised to migrate to the new authentication mechanism by reconnecting their Microsoft 365 account. For a more detailed guide check here.
Note: After the migration, individual account members will need to re-authenticate and connect their 365 accounts on first use. This is a one-time process.
Using Microsoft's Graph API, Workable integrates your Microsoft 365 email and/or calendar to unlock tools to sync and customize candidate communication and events.
Benefits of the Office 365 Outlook integration
- Customize the subject line for all your emails.
- CC your co-workers in emails to candidates (even if your co-worker isn’t signed up to Workable).
- Reply to emails from candidates via your Outlook inbox. There’s no need to sign-in to Workable, the conversation will still be synced into the candidate’s profile.
- Workable emails will be sent through your Outlook account, appearing under 'sent items' in your inbox
- Import all your existing communication into Workable:
- You can import conversations with candidates which started in Outlook into the candidate’s profile, so that all the information you need is gathered in one place. Just “expand” your candidate’s timeline in Workable and you’ll find the Import button at the bottom. After importing the conversation once, any new messages that follow in the same conversation will be automatically imported.
- Check availability of co-workers and rooms - seeing the same details you would as if scheduling directly in Outlook
- Include Microsoft Teams meeting room links on events
- Invite Workable users who are not on the hiring team to events
- Add co-workers who are not Workable users to events
- Customize the event title
- Add a custom description to the event
- After scheduling events in Workable, you can update them directly in Outlook and the changes will sync back to Workable
- Use self-scheduling
Setting up the integration
Activate this integration for your account via the Settings > Integrations page of your Workable.
Locate the ‘Email and calendar integration’ section.
Note: It's not a requirement to be a MS365 admin to initiate this. Depending on your organization's 365 settings though, admin approval may be required to complete the setup.
- Activate the switch and click Connect
- A pop up window will appear, prompting you to sign in to MS365
- Review the permissions and select the checkbox to "Consent on behalf of your organization"
- Confirm the connection
- If desired, repeat these steps so that email and calendar are both activated
In case admin approval is needed, you will see the following screen:
At this point, you can either create an approval link and share it with your Microsoft 365 admin or ask your IT team to configure how users consent to applications like Workable.
Create an approval link
- On the Settings > Integrations page in Workable, an option will appear under the 365 integration that prompts you to generate an approval link
- This link should be sent to the administrator of your Microsoft 365 account (usually an IT person at your company)
- When the 365 admin accesses this link they will be prompted to review the permissions that Workable has requested and approve the connection
You'll now be able to successfully complete the setup steps above.
Configure user consent settings
Alternatively, your IT team could configure how users consent to applications. They can check the instructions of this guide. In short:
- Sign in to the Azure portal as a Global Administrator
- Select Azure Active Directory > Enterprise applications > Consent and permissions > User consent settings
- Under User consent for applications, select which consent setting you want to configure for all users. Essentially, the second (depending on your account configuration) and the third option will ensure user consent without the need for an admin's approval.
- Select Save to save your settings.
Connecting individuals' accounts
With the account connection enabled, when Workable users try to email or schedule with a candidate for the first time, they’ll be prompted to authenticate their own 365 accounts. Each user must complete this process to use emails and events and this is a one-time process.
They'll simply need to click the button that appears, sign in to Microsoft 365 and confirm the authentication.
It's also possible to prompt users to connect their accounts without them trying to send an email/event in Workable. A Super admin could share with them a link in this format:
Replace the [subdomain] with your Workable subdomain; it is the first part of the URL you see when signed in to Workable. This link will automatically redirect users to the permissions window to connect their 365 accounts.
Disabling the integration
You can disable the integration for your entire account at any time by navigating to the Integrations section and flipping the Outlook mail switch to OFF. Save the changes and Workable will revert to the basic email option.
Note: If you have active events the system will prevent you from disabling. Contact us for assistance.
You can reenable the switch at any time without needing an Office 365 admin to log in.