The Email workspace keeps managed mailbox conversations together with recruiting context. Each user sees mailboxes and threads authorized for that account. The sidebar item may be hidden when the tenant has explicitly disabled the mailbox feature.
Work from the mailbox
- 01
Open Email
Use the Inbox and folder controls to review conversations, drafts, scheduled messages, and other mailbox views available to your account.
- 02
Find a conversation
Search by sender, candidate, subject, or job. Open a conversation to load its messages; opening it marks the thread read.
- 03
Organize the thread
Mark a thread read or unread, star it, mark it handled, archive it, snooze it for follow-up, or assign it when those controls are available.
- 04
Connect recruiting context
Link a thread to a candidate or application when it belongs in the ATS. You can also explicitly keep a new message outside candidate context.
- 05
Compose or reply
Select Compose or reply from a thread. Add recipients, subject, message content, and up to 10 uploaded attachments. Recipient lists accept up to 50 addresses per To, Cc, or Bcc field.
- 06
Save, send, or schedule
Save incomplete work as a draft, send it immediately, or select a future time to schedule it. Scheduled messages can be reviewed and cancelled before they are sent.
Thread collaboration
Authorized users can add internal notes to a thread and see presence information while teammates work in the same conversation. Internal notes are not email messages to the candidate or client.
Establish which conversation you are handling
Search for the sender, candidate, subject, or job, then open the thread and read enough history to understand the current request. Confirm the recipients before composing a reply. A long thread may include a changed requirement or a different contact, so do not assume the latest subject line describes every message accurately.
Check whether the conversation belongs to a candidate or application. Link it to the appropriate recruiting context when authorized, or explicitly keep it outside candidate context when that is the correct treatment. An unrelated vendor or internal message should not be attached to a candidate merely to clear an inbox.
Use organization controls consistently
Read or unread, starred, handled, archived, and snoozed states help organize the conversation. Agree within the team what “handled” means so another colleague can distinguish a completed reply from a thread that still needs work. When assigning or snoozing a conversation, check who is responsible and when the next action should occur.
Internal notes support authorized collaboration in the thread. They are not messages sent to the candidate or client. Keep the note relevant to the task and inspect the control you are using before entering content intended for a different audience.
Review a message before sending or scheduling
Check To, Cc, and Bcc separately, then read the subject and body for candidate identity, job details, commitments, and links. Inspect uploaded attachments and confirm that each file belongs to the intended conversation. The mailbox accepts up to 10 uploaded attachments and up to 50 addresses in each recipient field; those limits are not a recommendation to include a broad audience.
Save incomplete work as a draft. For a scheduled message, verify the intended future time and review the scheduled view afterward. Candidate circumstances can change before sending, so use the available cancellation control when a scheduled message is no longer appropriate.
Check an uncertain send outcome
If sending or scheduling reports an error, inspect the thread, draft, and scheduled state before trying again. Avoid creating a duplicate message while the result of the first action is unclear. Confirm the saved outcome before marking the conversation handled.
For a missing thread, check the authorized mailbox, folders, search, and organization state. A conversation outside your account's scope needs review by the appropriate manager. Report the action, visible error, approximate time, and affected mailbox context through the approved support process. Share message content or attachments only through the agreed channel when needed for investigation.
Troubleshooting
Email does not appear in the sidebar.
Likely cause: The tenant's mailbox feature is explicitly disabled.
Ask an owner or product administrator whether mailbox access is enabled for the workspace.
You can open Email but cannot compose or save a draft.
Likely cause: No active managed mailbox is available for your user.
Ask a manager or owner to check email provisioning and mail-agent settings for your account.
The conversation list or a bulk action cannot be completed.
Likely cause: The mailbox request failed, the selected mailbox is unavailable, or only part of a bulk update succeeded.
Refresh Email and confirm the active mailbox. Failed bulk items remain selected so you can retry them. If the problem continues, contact support with the folder and search filters you were using.
A scheduled message should not be sent.
Likely cause: The message is still in Scheduled status.
Open Scheduled, select the message, and cancel it before its scheduled time.