Who it’s for: Administrators setting up Sense ATS
Platform: Sense ATS, Sense Automate
Available on: Elite and Enterprise plans
Before you begin
Make sure you have:
☑️ Access to Sense Automate
☑️ A Microsoft Service Connector for the Microsoft 365 organisation you want to use
☑️ Added the following Microsoft Graph Application permissions to the App registration in Microsoft Entra:
Mail.Read
Mail.ReadWrite
Mail.Send
☑️ Granted administrator consent for all three permissions
☑️ The Microsoft 365 email address you want to use for sending and receiving applicant emails
If you haven’t created the connector yet, set it up before installing this workflow:
Overview
ATS - Send and retrieve emails with Microsoft connects Sense ATS to your Microsoft 365 recruitment email.
The workflow can send applicant emails from the configured Microsoft 365 email address when an ATS trigger fires, for example when:
a new application is received;
an applicant changes stage; or
an interview is scheduled.
Sent emails are logged against the candidate record.
Replies arrive in the recruitment mailbox and are threaded onto the applicant’s profile, helping your recruitment team keep the conversation together in Sense ATS rather than across separate inboxes.
Install the workflow
Go to:
Automate > Workflow hub
Find ATS - Send and retrieve emails with Microsoft.
Click Install.
The workflow is added to Automate > Installations.
Install the workflow to connect Sense ATS with your Microsoft 365 recruitment email.
Configure the workflow
Go to:
Automate > Installations
Locate ATS - Send and retrieve emails with Microsoft.
Open its Configuration.
Complete the configuration settings.
Recruitment Email
Enter the Microsoft 365 email address you want to use for sending and receiving emails to applicants.
Use the recruitment email address your organisation wants applicant communications to come from and replies to return to.
Microsoft Connector
Select the Microsoft Service Connector you created for the Microsoft 365 organisation used by the recruitment email.
The connector allows the workflow to authenticate with Microsoft 365 using the Microsoft App registration you configured.
Enter the recruitment email address and select the Microsoft Service Connector the workflow should use.
Deploy the workflow
After completing the configuration:
Review the Recruitment Email and Microsoft Connector.
Click Done
Choose Save only to keep the workflow as a draft, or Deploy workflow to make it active.
Once deployed, the workflow can use the configured Microsoft 365 email address when the applicable ATS email process runs.
What happens after setup?
When an applicable ATS trigger fires, the workflow sends the applicant email using the configured Microsoft 365 recruitment email address.
Sent emails are linked to the applicant record. When the applicant replies, their response is received by the recruitment mailbox and connected to their applicant record in Sense ATS.
Users can view the Outlook-connected email communication from the Communications tab on the applicant’s profile.
Basic troubleshooting
I can’t select a Microsoft Connector
Make sure a Microsoft Service Connector has been created in Automate > Service Connectors.
If you still need to create one, see:
Applicant emails aren’t being sent
Check:
the correct Recruitment Email is entered in the workflow configuration;
the correct Microsoft Connector is selected;
the Microsoft Service Connector contains the correct Client ID, Client Secret and Tenant ID;
the Client Secret hasn’t expired; and
Mail.Read, Mail.ReadWrite and Mail.Send have been granted as Microsoft Graph Application permissions, with administrator consent.
The Microsoft connection can’t authenticate
Check the Microsoft Service Connector and the App registration it uses.
Make sure:
the Client ID and Tenant ID match the Microsoft App registration;
the Client Secret Value is current; and
administrator consent has been granted for the required Microsoft Graph permissions.
Replies aren’t appearing against the applicant
Check that Recruitment Email is the Microsoft 365 email address being used to receive the applicant’s reply.
Also check that the Microsoft Service Connector can access mail using the required Mail.Read and Mail.ReadWrite Application permissions.
If the Microsoft connection and recruitment email are correct but replies still aren’t being added to the applicant record, contact Sense Support.
FAQs
Click for answers to frequently asked questions
Click for answers to frequently asked questions
Q: Which Microsoft permissions does ATS - Send and retrieve emails with Microsoft require?
A: The workflow requires Mail.Read, Mail.ReadWrite and Mail.Send as Microsoft Graph Application permissions. Administrator consent must be granted for each permission.
Q: What should I enter as Recruitment Email?
A: Enter the Microsoft 365 email address you want the workflow to use for sending and receiving applicant emails.
Q: What should I select as Microsoft Connector?
A: Select the Microsoft Service Connector created for the Microsoft 365 organisation used by your recruitment email. The connector provides the Microsoft authentication the workflow needs.
Q: Where do applicant replies go?
A: Applicant replies are received by the configured Microsoft 365 recruitment mailbox and linked to the applicant record in Sense ATS. Users can view the Outlook-connected email conversation from the Communications tab on the applicant’s profile.
Q: Do I need to create another Microsoft Service Connector specifically for ATS?
A: Use a Microsoft Service Connector whose App registration has the Microsoft Graph permissions required by the ATS email workflow. If you already have a suitable Microsoft Service Connector, select it in the workflow configuration.