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Enabling the Bullhorn Email and Calendar Integration with Microsoft Office 365 or Exchange 2016

This article outlines enabling the Bullhorn Email and Calendar Integration for Office 365 or Exchange 2016. It will cover:

  • Navigating Exchange Admin
  • Creating the Undeliverable Report Contact
  • Creating the Journaling Rule

Before You Begin

There are a number of steps both you and Bullhorn must complete in order to enable the Microsoft Office 365 / Microsoft Exchange 2016 integration for Bullhorn.

These instructions are intended for an IT professional. You may need to involve your IT rep or Microsoft Support in order to complete this set up.

You can use Journaling to forward both inbound and outbound emails from Outlook into the Bullhorn Activity Center. Use the below steps to set up the journaling rule and distribution group.

Email tracking enables the Bullhorn for Email Gadget. This means that any emails in your system prior to setting up tracking will not be available to be used with the Gadget.

You will need the following:

  1. You should add Bullhorn to your Sender Policy Framework. See this article for more information.
  2. You must link your email domain to Office 365 / Microsoft Exchange 2016 in order for the email integration to work.
    • Contact Microsoft Support for assistance on completing this requirement.
  3. If you do not want all emails for all users to track, you will need to build a distribution group of those email addresses you would like to have track.
  4. Journaling capabilities and Admin access to your Exchange environment.
    • If you cannot support journaling, you may be able to still integrate your email however you cannot use the Gadget. See Email Forwarding and BCC for more information.
  5. An external email address to send reports to. A free Gmail or Yahoo account would be acceptable.
  6. Email tracking address provided by Bullhorn Support.
  1. Log into the admin console.
  2. From the menu in the upper-left corner, select Purview Compliance Portal.
  3. Expand Data Lifecycle Management on the left and select Exchange (legacy).

Create Undeliverable Report Contact

Because Journaling automates sending copies of emails, your Exchange environment may receive what is called a "Non Deliverable Report" (NDR) that contains information on why the individual email copy Exchange attempted to send was rejected.

You will need to create an external contact to send these reports to when setting up a journaling rule. For more guidance on what the NDR means or contains, you will want to contact your Exchange support.

  1. In the options, select Settings.
  2. Select the Undeliverable reports setting if this is not already selected.
  3. Fill out the field Send undeliverable journal reports to with an external email address.
    • You must have created the external email address prior to this step.
    • The purpose of this contact is to receive reports when journaling does not work.
    • The email address must be located outside of your domain. This is required by Microsoft.

  4. Select Save.

Create Journaling Rule

The address in step 2 is provided by Bullhorn Support and should be formatted similar to abc.​​​123@​​​slXtracker.bullhornstaffing​​​​​​.​com. X will be a number representing your cluster.

If your tracker address is not similar, Contact Bullhorn Support to verify your tracker address.

  1. Go to Exchange (legacy).
  2. Select Journal rules.
  3. Select New rule.

  4. In the Send journal reports to field, enter your Bullhorn tracker address in all lowercase letters.
    • Using capital letters in the tracking address will prevent the integration from working.
  5. Enter the name for your Journaling rule such as Bullhorn Tracking.
  6. Use one of the options below to determine which messages will track and for what users. You will want to either track all emails for all users or use a more selective process with the Journaling rule.

It is recommended you follow option 1. Emails that aren't tracked can't be added at a later time.

  1. From the If the message is sent to or received from field, select [Apply to all Messages].
  2. From the Journal the following messages drop-down, select All Messages.

This option requires you to update the rule every time you add a new user. For this reason, we highly recommend option 1.

This option requires a pre-existing group generated in Exchange of all the users for which you would like to track their email. You should be able to create this group within the Exchange environment by going to Recipients > Groups and click the plus (+) icon to generate. If this is not available, you will want to reach out to Microsoft Support for assistance.

  1. Under Journal the following messages... select All Messages.
  2. Select Save.

Set up the Bullhorn For Email Outlook Gadget

Not available for Team Edition

Now that you've set up your email tracking, you'll want to enable the Bullhorn for Email Gadget. This is optional but highly recommended.

  1. From the menu in the upper-left corner, select Add-Ins.
  2. Search AppSource for Bullhorn ATS.
  3. Click Get it now in the Bullhorn for Email app.
  4. Check the box to allow Microsoft permissions and click Continue.
  5. Choose who should have access to the Bullhorn for Email app and click Next.
  6. Read about App Permission and Capabilities and click Next.
  7. Click Finish Deployment at the bottom of the window.

You can test your email integration by creating a record in your database attached to an external email address (such as a free gmail.com or outlook.com account) and sending emails to and from that address.

It may take up to 45 minutes for the email to appear on the record after initial generation of the Journaling rule. After the emails begin to track, you can expect emails to appear within moments of sending or receiving the email.

Next Steps

Your basic email integration is now complete. Depending on your needs, you may want to consider the additional below features:

  • Contact Bullhorn Support to let them know you have completed the set up. Bullhorn Support needs to take steps to complete the integration.
  • Bullhorn should launch Outlook when you select email addresses within Bullhorn. Your computer settings may need to be adjusted to allow for this. See this Microsoft article for more information.
  • See Enabling Auto Accept for Appointments in Outlook to allow Outlook to automatically accept appointments from Bullhorn, if desired.
    • Auto Accept calendar integration is not required in order for calendar invites to work from Bullhorn. This creates an automation so that Outlook recognizes appointment invites from Bullhorn and automatically accepts those invites and removes the appointment invite from the inbox. You will not see appointment emails from Bullhorn as a result.