Workday Integration: Job Import Overview

For companies that manage positions in Workday and consider Workday the source of truth, position data can be pulled into Greenhouse and used to create new hiring plans. In this article we cover the two different ways you can import positions from Workday into Greenhouse. Your team is meant to choose one option or the other.

 

Option 1: Workday RaaS (Report as a Service)

You can create a Workday RaaS of all available positions or jobs to import into Greenhouse. This report will be added to the Workday Admin Center within Greenhouse, which has built in functionality to call upon this report. Greenhouse will call the report each time a user elects to create a new job in Greenhouse using the native + New Job workflow.

At the start of this workflow, users will be presented with a list of available Workday positions to import. Once the user selects the position they would like to import, the Workday RaaS will pre-populate the job details.he user can then complete the other steps of the job setup using a Greenhouse template job, or they can fill in the other configurations as they normally would. This is a one time per position import.

Please note that once the position has been imported into Greenhouse, changes to the position in Workday will not carry over. However, the Greenhouse job data will be exported to Workday when the hired candidate is exported.

You can find more information about the expected report format and importing custom fields in the how-to articles below:

 

Workday RaaS FAQs

Does the integration include custom job fields?

Yes. You can configure Custom Fields in Greenhouse that will be handled by the integration. Greenhouse uses the custom field’s name to compare with the Workday RaaS element name for maximum flexibility. Greenhouse can support syncing any number of custom fields.

You can find more information about custom fields in our Workday RaaS Job Import help article.

Can I import multiple or all jobs at once using the Raas?

No. Greenhouse only calls the report each time a user initiates the +New Job workflow. They can select one Workday position to import and pre-fill the job data for the Greenhouse hiring plan that they are creating.

How often does Greenhouse call the RaaS?

We call it every time a user clicks + New Job in their Greenhouse account to expose the list of available positions to the user. We do not call it programmatically or outside of this workflow.

Where do I add the RaaS URL to Greenhouse?

The URL will be added to Greenhouse using the Workday Admin Center (under Configure > Dev Center). It can be edited there as well.

Will changes to the position in Workday be reflected in Greenhouse?

No. After the position is imported, changes to the position in Workday will not sync to Greenhouse.

 

Option 2: Workday Studio and Greenhouse Harvest API

Alternatively, you can build a job import integration using the Greenhouse Harvest API. With this option, your team can import Workday position data and create the Greenhouse hiring plan entirely using the Greenhouse API.

Greenhouse users can still edit the job in Greenhouse once it has been created, however custom job data fields can also be made API only. API only fields are configured so they are locked down in Greenhouse and can only be edited through the API (*please note: API only fields are only available for customers with the Enterprise Greenhouse product). With this integration, updates to the position in Workday can be synced to the corresponding Greenhouse job in real time. The Greenhouse job data will also be exposed to Workday when the hired candidate is exported.

You can find more information about the Harvest API and the most commonly used endpoints for this integration in our developer documentation here:

Harvest API FAQs

Does the integration include custom job fields?

Yes. You can configure job custom fields in Greenhouse that will be handled by the integration. The custom fields must be setup in Greenhouse first (under Custom Options), however, the list of available options for a custom field can be added via the API, and job data, including custom fields, can be updated via the API as well.

Can I import multiple or all jobs at once using the API?

Yes. You can load all positions from Workday to Greenhouse at once, or export them to Greenhouse over time as needed by the recruiting team.

Will changes to the position in Workday be reflected in Greenhouse?

Yes, using the API it is possible to sync changes from Workday positions to the corresponding position in Greenhouse as often as needed.

Can I add or close job openings in Greenhouse if a position’s status changes in Workday?

Yes. Our Job Openings resource allows you to manage openings in Greenhouse using the API.

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