The following authentication method is an alternate configuration for the Workable Outlook integration. We recommend the standard configuration for most companies.
With either configuration the available features are identical. The alternate configuration only applies to the setup process. It enables you to decide exactly which users will have their email and calendar linked to Workable. Standard configuration will instantly activate the Outlook integration for all users.
Contact us to have the ability to use the alternate Office 365 configuration enabled in Workable.
The administrator of your company's Outlook account must then follow the instructions below to create a Service Account that has Impersonation access for users on a Distribution Group in Outlook.
Setting up the configuration
Create a Service Account
A Service Account will be used to link Outlook and Workable. Navigate to https://admin.microsoft.com/AdminPortal/Home#/users and create a user that will act as the Service Account.
We recommend that you set the username to 'email@example.com'. In this case, the username "workable_service" will be used later to run code that completes the setup.
Uncheck the box to "Make this user change their password with Outlook on the web on next login" and click Create.
Create a Distribution Group
A Distribution Group must be attached to the Service Account. The users in this group will be able to use the email and calendar features in Workable. Workable will reference their calendars and inboxes.
Navigate to https://admin.microsoft.com/AdminPortal/Home#/groups.
Create a Distribution Group called "WorkableUsers". The name of this group will be used later to run code that completes the setup.
Add the coworkers who will use their email and calendar in Workable as members of this group. If users will need to book rooms for their meetings directly in Workable you'll need to add the rooms to this list as well.
Configure 'ApplicationImpersonation' for the Service Account
Next, enable impersonation permission for the Service Account.
Sign in to PowerShell using your Outlook credentials.
Use the following code to import the session where you created the Service Account and Distribution Group:
$UserCredential = Get-Credential
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Next, run the following code to grant impersonation access. If you used names other than "workable_service" for the Service Account or "WorkableUsers" for the Distribution Group, replace those terms as needed.
$groupidentity = $(Get-DistributionGroup WorkableUsers).DistinguishedName
New-ManagementScope -Name "WorkableUsersScope" -RecipientRestrictionFilter "MemberOfGroup -eq '$groupidentity'"
New-ManagementRoleAssignment -Name "WorkableImpersonation" -Role:ApplicationImpersonation -User:workable_service -CustomRecipientWriteScope:"WorkableUsersScope"
Connect the Service Account in Workable
As a final step a Workable Super Admin should sign in to Workable.
Click the user icon in the upper right of Workable, click on 'Settings' and select Integrations.
Locate the Email and Calendar Integration section.
Select Office365. In the email/password fields that appear, enter the Service Account username and password and click Save Changes. Use the primary email address of the Service Account, an alias will not work. Do not choose the link to "authenticate your organization's account".
That's it! Now Workable users who are in the Distribution Group will be able to take advantage of all the integration features.
Adding new users
As new coworkers are added to the Workable account they will need to be added to the Distribution Group in order to use email and calendar features.
Navigate to https://admin.microsoft.com/AdminPortal/Home#/groups and locate the WorkableUsers group and edit the members to add more coworkers or rooms. Once added, the users will be able to use email and calendar features in Workable after about 30 minutes.