In this article, you will learn how to connect your Office 365 Outlook account to your BrightMove ATS account.
Overview:
BrightSync seamlessly integrates with Outlook through Office 365, streamlining the management of contacts, calendars, and applicant data. Here's an overview of its key features:
Global Address List (GAL) Pull: This feature allows you to import your organization's GAL directly into the ATS, ensuring that all essential contacts are readily available within the system. This reduces manual data entry and keeps information synchronized. As new contacts are managed within the GAL in Office 365, webhooks are used to keep your ATS GAL in sync. Whenever records are created, updated or deleted, webhooks are executed on the Office 365 platform to update your company's GAL within ATS.
Contact Push: With Contact Push, you can transfer applicant or client contacts from the ATS into Outlook effortlessly. This ensures consistency across platforms, making it easier to manage your professional relationships.
Bi-Directional Calendar Sync: This feature synchronizes activities between your ATS and Outlook Calendar. Updates made in either system are reflected in both, helping you stay organized and reducing the risk of missed events.
Ad Hoc Message Parse: This functionality enables you to extract candidate and job information directly from individual Outlook messages. By navigating through your inbox, you can parse the contents of messages and attachments into the ATS, simplifying data entry.
Inbox Auto Parse: Inbox Auto Parse automates the scanning of your Outlook mailbox and attachments for recent applicant records, updating them in the ATS. This automation ensures that your applicant data remains current without manual effort.
Send with BrightMove (formerly called Duality Mode) or Sent Items Visibility: When you send emails with BrightMove using BrightMove's email services through BrightSync and Office 365, you will have access to engagement and delivery data with the recipient. However, by deactivating Send with BrightMove, your emails will be saved in your Sent Items folder in Outlook. We call this Sent Items Visibility. Alternatively, enabling Send with BrightMove (Duality Mode) allows messages to be sent without routing through Office 365, giving you additional visibility and metrics around email communications.
Office 365 Setup:
To setup BrightSync, you will need to configure a connection to Office 365. To do this, you will need to get your Tenant ID from your email admin.
Instructions to get your Tenant ID for Office 365
Note to Email Admins: BrightSync will not connect if you have strict permissions setup in Microsoft Entra that require admin consent to connect with BrightMove. In this case, you will need to grant your users the ability to Install Microsoft verified apps without admin consent. |
You will need to use your Tenant ID from your Office 365 subscription to register your Office 365 account within ATS. You can give your email admin the following instructions for how to look up your organization's Tenant ID.
How to Register your Office 365 Account within your ATS Profile
Once you have your Tenant ID, you can register your Office 365 account with the following steps:
Click Settings
Click External Credentials
Click the More button for Office365 Outlook
Click Add Credential
Put in your Tenant ID
Select Auto Parse. This will set configuration for inbound emails to automatically be parsed and associated to manager or candidates profiles as activities.
Select Send With BrightMove (recommended). This will set configuration for emails to be sent from BrightMove instead of your company email servers. Enabling this will allow email engagement data to be recorded within BrightMove and associated with candidates and managers. By de-selecting this checkbox, emails will be sent from your Office 365 servers and sent messages will be shown in your Sent Items. If you're not sure, contact BrightMove Support for guidance.
Click Save.
Important: Logout and Log back in to ATS. This will reset your session with your Office365 credentials.
You will then be redirected to the Office 365 page where you will sign in and grant the permissions that are requested. Once granted, you will be redirected back into BrightMove to complete the process.
ATS Setup:
These setup instructions impact all users within the company. In order to make these changes, you will need to have administrator access.
There are 2 configuration areas within ATS that need to be enabled in order for calendar synchronization to work.
Submittal Workflow: when a candidate is moved in the submittal workflow, you can configure the status change to trigger a calendar sync.
Activity Types: when an activity is performed on a candidate, you can configure the activity type to trigger a calendar sync.
Submittal Workflow
Go to Settings > Submittal Workflow and toggle the submittal activity types you wish to be able to sync with Office 365. By enabling these switches, you will instruct ATS to sync events with this type to your calendar.
Activity Types
Go to Settings > Activity Types and toggle the activity types you wish to be able to sync with Office 365. By enabling these switches, you will instruct ATS to sync events with this type to your calendar.