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Audience: Administrative Users

Email Forwarding and BCC

This article will guide you through setting up email tracking when you do not meet the requirements for Journaling with Exchange or have another email provider that does not support an equivalent email option.

Email tracking requires you to send a copy of your received and sent emails to Bullhorn. Using Google Apps for Business or a supported Microsoft Exchange environment will allow you to fully automate this process. If you do not have these types of environments, email tracking will be partially manual for you in some cases.

This integration will allow you to track emails to and from Bullhorn with the following restrictions:

• Bullhorn For Email Gadget is not available
• Blind Carbon Copy automation is only available for Outlook Desktop Application in a Windows Environment
  • This automation must be added to every Windows computer you send emails from.
• In order to track emails sent from a Mac or mobile device, you will need to manually send a copy of the email to Bullhorn.
  • Steps for this process are located below.

If you would like emails to be tracked automatically from all devices or to use the Bullhorn For Email Gadget you will need to contact your email provider and arrange for either:

• Google Apps for Business Gmail with Send/Receive Routing

OR

• Journaling in a Microsoft Exchange Environment

Requirements

To complete this integration each user must:

• Set up Email Forwarding/Redirect
• Set up Automatic Blind Carbon Copy (if available)
• Set up Manual Blind Carbon Copy (if necessary)

Redirecting Email Sent To The User

For inbound messages, each user must have a redirect rule in place on the email provider's end.

• ​The below steps show how to do this in Office 365.
• ​Not all email providers will offer this type of forwarding functionality.
• For email providers that do, you may need to contact your email support in order to get assistance in setting up this type of forwarding.

A simple forwarding rule will not always work. There should be a Redirect forward.

What is a Redirect forward?

A redirect means the forwarded email will appear as if it came from the original sender. You will still retain a copy of the original email in your inbox.

• Normally, if you forward an email using your email client the email will be from you and include FW: in the subject. Emails sent to Bullhorn using this method will not track.
• The email must appear as if it is from the original sender and sent to the end user without FW: in the subject.
• This type of forwarding usually occurs prior to the email arriving in your inbox which is why often times your email provider must set this up for you.

Before You Begin

• You should add Bullhorn to your Sender Policy Framework. See SPF Records and Sending Email from Bullhorn for more information.
• You will need each user's email alias.
  • This alias is found in Bullhorn under Menu > Tools > Users > Selected User > Email Settings > Email Aliases and the address ends with @bullhornstaffing.​com. See step 10 for an image.
• You will need a corporate tracker email address provided by Bullhorn Support.

Setting up the email redirect

The below steps outline how to perform this redirect for Microsoft Office 365.

If you purchased Outlook 365 through a third party (e.g., GoDaddy), these forwarding instructions may not work for your setup. In that case, your email provider must perform these steps for you.

1. In Outlook, select the File tab.
   • ​If you have the Outlook Web App, select the gear icon and search for Inbox Rules.
     
2. Select Manage Rules & Alerts​.
   
3. Add a New Rule....
   
4. Select Apply rule on messages I receive.
5. Select Next.
   
6. Without checking any boxes, Select Next.
   • A popup will appear that says This rule will be applied to every message you receive. Is this correct?
7. Select Yes.
   
8. Select redirect it to people or public group.
9. Select the link people or public group.
   
10. Enter your Email Alias into the To field.
    • Your email alias should be provided by your Bullhorn Admin.
    • This address can be found on the user profile in Bullhorn under Menu > Tools > Users > Email Settings > Email Aliases.
11. Select OK.
    
12. Select Finish then select OK.
    

You have now completed setting up a forwarding rule for all emails sent to you. You will now need to set up a method to send a copy of all emails you send out.

This is done by either Automatic BCC or Manual BCC. Even if you use the Automatic BCC, it is worth setting up the manual BCC as well due to the fact that you will likely need to send emails from another computer or from a mobile device at some point in the future.

Set up Auto Blind Carbon Copy

Requires Outlook Desktop Application in a Windows environment. If you use a Mac, the Outlook Web App, or a different email client, skip to the section titled Setting up Manual Blind Carbon Copy.

1. Navigate back to the home page in Outlook and then select the Developer Tab.
   • If you don't see the Developer tab, follow these instructions to display it.
2. Select Macro Security.
   
3. Select Enable all macros.
   • Macros are required to run in order for to automate the copy process.
   • Consult your IT Support if you have questions about security and the use of macros.
4. Select OK.
   
5. Select the Visual Basic icon to launch the VB Editor.
   
6. On the left side of the new window, expand Project1 > Microsoft Outlook Object and then double click ThisOutlookSession.
   • This will open the VbaProject.OTM window.
     
7. Toggle the left drop down from (General) to Application and ensure ItemSend appears on the right side drop down.
   
8. After the line Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean) Copy and paste the following script into the window.
   
   
Copy

Dim objRecip As Recipient
Dim strMsg As String
Dim res As Integer
Dim strBcc As String
On Error Resume Next
' #### USER OPTIONS ####
' address for Bcc -- must be SMTP address or resolvable
' to a name in the address book
strBcc = "SomeEmailAddress@domain.​com"
Set objRecip = Item.Recipients.Add(strBcc)
objRecip.Type = olBCC
If Not objRecip.Resolve Then
strMsg = "Could not resolve the Bcc recipient. " & _
"Do you want still to send the message?"
res = MsgBox(strMsg, vbYesNo + vbDefaultButton1, _
"Could Not Resolve Bcc Recipient")
If res = vbNo Then
Cancel = True
End If
End If
Set objRecip = Nothing

9. Replace the highlighted section of the code with your corporate tracker address provided by Bullhorn Support (not the same and an email alias.This address is provided by Bullhorn Support and is not the same as an email alias.
   • strBcc = "SomeEmailAddress@domain.​com"
10. Select the Save Icon and exit the VBA Application.
    
11. Close and restart Outlook.

Repeat above steps for every user at your company.

Set up Manual BCC

While the above redirect forwarding rule will ensure all emails sent to you will track, we will need to add a method to ensure all messages you send will be tracked as well.

The above Automatic BCC rule will only work on the specific computer it has been set up on and cannot be set up on Macs, Mobile Devices, or the Outlook Web Application so we will want to add a contact to your address book to make this easier.

The below process assumes you have the Outlook Web App. If you do not have this, you'll just want to add your Corporate Tracker Address as a contact within your address book.

1. Open the Office 365 menu and select People.
2. Select New.
3. Create a Bullhorn Tracking Contact.
   • Name: Bullhorn Tracking
   • Email: Your Corporate Tracker Address
4. Select Save.

Using Manual BCC

Open your desired email client and compose your email as normal. Before sending your email add the Bullhorn Tracking contact to the BCC field. This will send a copy of the email to Bullhorn and will allow us to process the email.