Create Ashby applications from Outlook emails
Turn a clear yes from email into a tracked Ashby application immediately.
Trigger
New Outlook Message
Triggered when a new message is received in the Outlook mailbox.
Action
Create Application
Create a new job application by associating a candidate with a job opening in Ashby ATS. Use this action to: - Add a candidate to a job's hiring pipeline and interview process - Track the source of the application (referral, job board, etc.) - Credit a user (recruiter/referrer) for bringing in the candidate - Place the candidate directly into a specific interview stage (optional) The created application will automatically be assigned to the job's hiring team and start tracking the candidate's progress through the interview stages. Required: candidateId and jobId must reference existing entities in Ashby.
Why this helps
Candidates approved in inbox threads wait days before entering the hiring process.
- Start the hiring process faster
- Reduce pipeline lag
- Keep approvals traceable
Setup
Build it in a few focused steps.
- 1Connect Outlook and Ashby in Notis once.
- 2Create an automation that identifies the candidate, job, and source from qualifying emails and creates an application.
- 3Pick New Outlook Message as the trigger.
- 4Choose a report channel and test with one approved candidate email.
Questions about this workflow
What if the job is ambiguous?
Ask Notis to report the email for clarification instead of creating an incorrect application.
Can it include referral credit?
Yes. Include source and referrer instructions when the email provides them.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Outlook to Ashby. A trigger fires from one place; an action lands in another.
Outlook triggers
Ashby actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Add Candidate to Project
Add a candidate to a project in Ashby. Projects are sourcing initiatives or recruiting campaigns used to organize and track candidate pipelines. Use this to associate candidates with specific sourcing efforts. Common use cases: - Adding sourced candidates to recruiting campaigns - Organizing candidates by sourcing channel or initiative - Tracking candidates in specific hiring projects Requires candidatesWrite permission. Returns the updated candidate object on success, or error details if the candidate or project is not found.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Add Candidate Tag
Add a tag to a candidate in Ashby. Use this to categorize and organize candidates with existing tags from the system. This action allows you to apply labels/tags to candidates for filtering, searching, and organizational purposes. Tags must already exist in the system - use LIST_CANDIDATE_TAGS to view available tags or CREATE_CANDIDATE_TAG to create new ones. The response includes the full updated candidate object when successful, showing the newly added tag in the candidate's tags array. If a candidate already has the tag, the operation will still succeed idempotently.
New Contact Added
Triggered when a new contact is added in the Outlook contacts.
Add Hiring Team Member
Add an Ashby user to a hiring team at the application, job, or opening level. Use this when you need to assign a team member to participate in the hiring process with a specific role. Requires the organizationWrite permission.
Calendar Event Changes
Triggered when a new calendar event occurs (created, updated, or deleted) in the Outlook calendar.
Add User to Interviewer Pool
Add a user to an interviewer pool. Use this to assign interviewers to interview pools for scheduling and coordination. Requires the hiringProcessMetadataWrite permission.
New Calendar Event
Triggered when a new calendar event is created in the Outlook calendar.
Add Opening Job
Adds a job to an opening (job requisition) in Ashby ATS. An opening represents a position to be filled, while a job defines the role details. This action associates an existing job with an existing opening, allowing multiple jobs to be linked to a single opening. Use this when you need to add job definitions to an opening or when creating multi-role requisitions. Requires the jobsWrite permission. On success, returns the updated opening with the job added to its jobIds array. On failure, returns error details with specific error codes.
New Outlook Message
Triggered when a new message is received in the Outlook mailbox.
Add Opening Location
Tool to add a location to an opening (job requisition). Use when you need to associate a location with an existing opening. Requires the jobsWrite permission.
New Sent Message
Triggered when a new message is sent from the Outlook mailbox.
Anonymize Candidate
Anonymize a candidate by removing personally identifiable information. Use this when you need to permanently anonymize a candidate's data. This action cannot be reversed and requires all of the candidate's applications to be in the archived or hired state.
Approve Offer
Approve an offer or a specific approval step within an offer's approval process. This action supports two modes: - Complete offer approval: Provide only offerId to approve the entire offer - Step-specific approval: Provide offerId, approvalStepId, and userId to approve a specific step When approving a specific step, both approvalStepId and userId are required together. Requires the 'offersWrite' permission.
Connect any two apps with Notis in the middle.
Outlook and Ashby, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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