Integrating a Microsoft Outlook Account for an Email Campaign

Table of Contents

Overview

Setting Up the Integration

Sending Campaign Emails on Behalf of Colleagues

What is Happening During the Integration?

Security FAQ

Integration Overview

With Findem's Microsoft Outlook integration, you can send Findem campaign emails directly from your mailbox instead of the Findem email platform.

Findem uses the official OAuth APIs provided by Outlook to allow us to perform automated outreach on your behalf to prospective candidates for recruiting purposes. Key functionalities include:

• The Findem Admin user consents/connects the integration to let Findem to send emails, get replies, and create labels all from their Outlook to enable Findem's automated outreach functionality.
• Findem uses standard Outlook APIs to send emails and get relevant replies (if emails are sent to candidates via Findem).

Note:

The use of an Alias address for authentication is not supported by Findem. You must use a functioning Outlook mailbox only.

Setting Up the Integration

Note:

In addition to setting up your Outlook client to let Findem send emails on your behalf, you'll need your IT admin to whitelist Findem.ai as a domain to ensure your team is notified of any alerts from Findem. In addition, the Microsoft admin user must be the first to connect and grant the right security permissions on behalf of Findem.

1. As the Findem Admin user, head to Account Management > Email.
2. Click Add Email, then Connect Outlook.
3. Complete the required fields. An authentication email will be sent to the new email address for verification. Note: If you're using a custom domain, you may need to set it up through the organization settings page first.
4. You will be redirected to the Microsoft Sign In page. Follow the instructions and sign in to the account you wish to connect with Findem.
   • Note: The email selected here MUST be the exact same as the one added in the previous step within Findem. If inviting another user on your behalf to connect their Outlook, ensure you have told them the exact email address of theirs that you connected. Otherwise, the user will receive an error upon authorization.
   • If you are already logged into Outlook in another location, you won't receive the prompt to input the email address. You'll need to log out of wherever you're currently logged into Outlook so that you can sign in for Findem, otherwise, you'll also receive an error.
5. Click on the Allow button to allow Findem access to your Microsoft Account. For more on what Findem is requesting from Outlook/Microsoft, check out the Security FAQ section below. You may also require Admin approval (if you are not the Microsoft Admin Admin user before proceeding. For more information on this, check out this article.)
6. You will be directed back to Findem. You should see your connected account in the Outlook senders section.
7. Now that your Outlook is connected to Findem, you can proceed with the next steps for creating email campaigns.

Send Campaign Emails on Behalf of a Colleague

Once the integration is complete, you're now able to send campaign emails directly from your Outlook address, or connect and send the email as a colleague.

First, you'll need to invite the colleague to connect their email address to Findem via email.

1. From the campaign in question, choose to send it from Connect/Send as Colleague (Outlook).
2. Click Invite a colleague, then input their name and email address. An email will go out to them. Then they will need to follow the steps below to allow permission for using their email address.

Note, have your colleague follow these instructions exactly as written. They will NOT need a Findem account to do this.

1. The email will look like this image. Have your colleague follow the connection steps below:
2. Once you click to connect your Outlook account, you'll be redirected to approve some access on behalf of Findem (see Security FAQ below for more info on this).
3. Once connected, you'll see a "Connection Successful" message, and be redirected to a Findem login link. DO NOT log in. Your job is finished, and your colleague may now use your email address to send emails on your behalf. You DO NOT NEED a Findem account, nor need to log into Findem. You can close the window.

Once your colleague's email has been successfully connected (by them following the steps above):

1. From the campaign in question, open the Send From dropdown and scroll to the bottom where you'll see Other Options.
2. Choose Connect/Send as Colleague (Outlook).
3. Proceed with the on-screen prompts, logging in to the Outlook account you want to send from.
   

What is Happening when the Integration is Connected?

The diagram below shows what's happening between the two platforms when you create an email campaign via Outlook.

Security FAQ

Q: With this integration, can Findem read my company's emails?

A: The outreach functionality in Findem takes labels/categories and email history as inputs to classify any relevant replies using email headers/metadata. Only relevant reply emails (replies to a user's Findem campaign) are read by Findem's technology.

The matching of the relevant emails are done using Labels/Category, SMTP/Message Identifier, Thread Identifier and Sender/Receiver & Subject. Findem does not use this email content in any manner (anonymized or otherwise) other than providing value to the end user to whom the email belongs. We do not store any email or email data that is not relevant to the automated outreach feature of Findem.

Q: Why does Findem require read and write access to my company's emails?

A: Findem requires write access in order to allow our customers to send messages to prospective candidates using the customer's email domain directly from the Findem platform. Findem does not draft/write/send emails on our customer's behalf. The campaign functionality within Findem can be used to send a single/series of pre-scheduled emails to a shortlist of candidates. This functionality in Findem is highly customizable with the use of campaign variables (which are unique values based on the candidate profile), outreach scheduling, sending emails on behalf of Hiring managers etc.

Findem integrates with the user's email client so that the user can reach out to prospective candidates from their own inbox.

Findem does not read any emails from the user's inbox except for the specific emails sent from campaign functionality using Findem (detailed in the previous section). We track these emails to provide value to the customer like showing user responses within the Findem platform, stopping the campaign for the candidates who responded, and showing metrics on campaigns such as what percentage of candidates have expressed interest.

Q: What does the 'Allow Findem Platform' permission do?

A: The 'Allow Findem Platform' permission is specifically granted to users to enable them to use Findem email addresses for performing campaign outreach. It is independent of other platform functionalities like employee connection displays and does not directly impact search result visibility.

Q: What APIs are being used in this integration?

A: This integration utilizes the Outlook mail rest API. For full detail on the Outlook API, check out this article from Microsoft.