A custom options sync is a per-field integration that syncs the available options for a field in Greenhouse Recruiting with the available options for the corresponding field in Workday®. A custom options sync can be enabled in addition to a candidate export or job import integration.
How do I decide if a field needs a custom options sync?
To avoid data validation issues caused by custom field picklists falling out of sync between systems, we recommend setting up custom field option syncs for any field that has a large number of options that are prone to change. This generally indicates that the custom field's picklist would be difficult to maintain manually in Greenhouse Recruiting, as it would require frequent editing to stay up-to-date with what's configured in Workday®. This manual process is often prone to human error.
If you're building a job import integration, it's also important to keep values imported from Workday® in parity with the available options in Greenhouse Recruiting. Similarly, if you're building a candidate export integration, keying Workday® business processes off of exported values from Greenhouse Recruiting requires that the values from Greenhouse Recruiting match available options in Workday®.
What field types does custom option sync support?
You can enable options syncing for any single-select or multi-select custom field type on any application, candidate, job, or offer field.
To view your organization's custom options, click Configure icon on your navigation bar, then click Custom Options on the left.
Custom options sync is not available for the following fields:
Any standard Greenhouse Recruiting job fields:
- Internal job name
- External job name
- Number of openings
- Requisition ID
- Opening IDs
Field types that don't have a pre-set list of options to select from:
- Currency / number ranges
- Short / long textbox
Company metadata fields:
- Candidate tags
- Close reasons for job openings
- Interviewer tags
- Rejection reasons
How does custom options sync work?
First, a single-select or multi-select custom field must be configured in Greenhouse Recruiting. After the custom options sync is enabled for the field, it's designated as a Workday® synced field, so the picklist is no longer editable in Greenhouse Recruiting and is instead updated automatically via Workday®. Your team will then always have the right options available from Workday® directly in Greenhouse Recruiting.
How do I build a custom options sync integration?
There are two ways in which custom options sync can be enabled:
- Workday® RaaS: A RaaS is used when Workday® doesn't offer a web services call to retrieve the list of options. This requires additional work to build the report by either the customer or their Workday® service provider.
- Workday® web services: Use this option if Workday®'s Web Services API offers a service call to get the list of options directly.
With the Workday® Web Services and RaaS options, Greenhouse Recruiting initiates a call to the Workday® endpoints every 30 minutes to sync the option changes.
Custom options RaaS
In some cases, customers may wish to sync a Greenhouse Recruiting option list that doesn't have a direct service call in Workday®. The most common example of this is the 'Supervisory Organization' list from Workday® — this list isn't offered on the Get References page, but is usually a required field to create a position.
In these cases, Greenhouse Recruiting can still sync the lists, but it requires some extra work on the customer's part. Either the customer or their Workday® provider must provide an accessible list in XML format which Greenhouse Recruiting can poll every 30 minutes to get the list of options. Once the list is retrieved, Greenhouse Recruiting attempts to reconcile the lists as described above.
The XML format must contain both of the following:
- A unique ID, which Greenhouse Recruiting uses to determine if the option value is new, extant, or removed;
- The text as the customer would like it to appear in the Greenhouse Recruiting custom field selector.
Web services call
The Workday® web service API offers several methods to retrieve option lists that are used in their system. Greenhouse Recruiting can support many of the option lists described in Workday®'s Get References Operation in the Integrations Web Service, which includes lists of country codes and various internal Workday® category codes. Greenhouse Recruiting currently supports Workday® web services versions 23.0 and 24.2.
What happens if an option is deleted in Workday®?
We can't prevent Workday® from deleting an option, even if it's currently in use on a job in Greenhouse Recruiting. You should use caution not to remove any fields from Workday® unless you're sure they're no longer needed.
However, if the option has been selected as the field value on jobs in Greenhouse Recruiting, the field's value will be maintained on individual jobs for historical purposes unless the value is updated in Workday® and pushed over to Greenhouse Recruiting or changed at the job level in Greenhouse Recruiting.