Decision guide: Importing positions from Workday

This guide outlines the three options for importing positions from Workday into Greenhouse Recruiting:

  • HRIS Link
  • Custom integration using Harvest API
  • Reporting-as-a-Service (RaaS) job import integration

If you’re not sure whether to initiate job creation in Workday or Greenhouse Recruiting, please see the following article: Decision guide: Initiating job creation in Greenhouse Recruiting vs. Workday

Note: Greenhouse Recruiting accepts both Workday positions and job requisitions (click here to learn more). For brevity, we'll refer to Workday positions only in this article.

  Option 1: HRIS Link

Option 2: Custom integration (Workday Studio)

Option 3: RaaS job import

 

Overview

Greenhouse has built an integration which leverages a Workday report customized to meet Greenhouse Recruiting specifications. This integration has the ability to import positions and continuously sync positions' data from Workday to Greenhouse Recruiting.

Users will see the imported jobs on their All Jobs page when they sign in; they will not use the native new job creation workflow in Greenhouse Recruiting.

If you're interested in moving forward with an HRIS Link integration, please contact your Greenhouse Account Manager for more information.

The Harvest API enables you to programmatically import new jobs and update existing jobs in Greenhouse Recruiting, based on Workday position data.

Users will see the imported jobs on their All Jobs page when they sign in; they will not use the native new job creation workflow in Greenhouse Recruiting. 

Greenhouse natively supports importing positions from a Workday report published as a web service. Once the report URL and access credentials are configured in Greenhouse Recruiting, users will see the list of available positions when they create a job using Greenhouse Recruiting’s native job creation workflow.

After selecting the Workday position to import, all mapped job fields in the Job Info portion of the new job setup flow will be pre-populated with Workday data. Users will complete the other steps of the job setup process as they typically would. 

Requirements Greenhouse-compatible Workday report, published as a web service, with Workday ISU credentials to access the report. Workday Studio developer or other technical resource to build and maintain the integration. Greenhouse-compatible Workday report, published as a web service, with Workday ISU credentials to access the report.
Custom fields All Greenhouse Recruiting custom field types can be imported via HRIS Link. See the following article for more information: HRIS Link: Custom field report specifications  All Greenhouse Recruiting custom field types can be imported via API. See the Custom Field Parameters section of the PATCH: Update Jobs resource for more information.

Supports importing values into free-text (number, long text, short text, URL, and date) and single-select custom fields in Greenhouse Recruiting.

Does not support importing values into boolean, multi-select, user, currency, currency range, or number range field types.

Frequency HRIS Link creates and updates jobs every 15 minutes.

Jobs are imported or updated in Greenhouse Recruiting immediately upon resolving a successful API call (such as POST: Create job, PATCH: Update job)

Frequency can be determined by the customer:
1. Upon Workday business process completion (such as Create position)
2. On a scheduled cadence (such as every 15 minutes)
3. When a certain date is reached (such as Recruiting start date)

This is a user-initiated, one-time (per position) import; jobs are not automatically created based on the RaaS report and cannot be imported in bulk.
Position updates in Workday Updates to Workday position data are reflected in Greenhouse Recruiting in no longer than 15 minutes. Editing a position in Workday can immediately update the corresponding job in Greenhouse using the PATCH: Update job API call. Changes made to the position in Workday after the position has been imported will not sync to Greenhouse Recruiting. Changes must be made directly to the job details in Greenhouse Recruiting.
Permissions Users can only access imported jobs opened in departments and/or offices where they have access to future jobs, or jobs they've been individually assigned to either through the integration or directly in Greenhouse. See the following article to learn more: Assign job-based permission on future jobs Users can only access imported jobs opened in departments and/or offices where they have access to future jobs, or jobs they've been individually assigned to either through the integration or directly in Greenhouse Recruiting. See the following article to learn more: Assign job-based permission on future jobs

Any Greenhouse Recruiting user with permission to create new jobs can see all positions exposed in the Workday RaaS. Greenhouse cannot limit the list of positions according to the user’s Workday or Greenhouse Recruiting job permissions.

Once a job has been created in Greenhouse Recruiting, user access is provisioned based on future Job Admin permissions, or can be assigned manually to individual users.

Notifications

Email notifications are sent after each run of HRIS Link (every 15 minutes), and include a log of updates/errors.

Email notifications can also be sent upon successful job creation, or when job status is out of parity across systems.

Real-time notifications must be built into the integration or triggered from Workday (such as upon business process completion). No notifications are built into the integration.
Additional functionality HRIS Link also enables you to import the job post description, provision user access to the job (for hiring team members), and assign the hiring team (Hiring Managers and Primary Recruiter). Using the API, you can also import the job post description, provision user access to the job, assign the hiring team, or manage openings from Workday. You cannot import the job post description, hiring team, or sync users from a Workday RaaS.
Limitations Predefined workflows of importing and updating jobs from Workday, with Workday as the source of truth. Job Link incorporates best practices for your Workday integration, however fully custom workflows require a custom integration. Limitations only as they exist in Workday and Greenhouse Recruiting. The most significant downside to a custom integration is the long-term maintenance cost.
  • Jobs must be manually imported to Greenhouse Recruiting.
  • Job updates in Workday do not update Greenhouse Recruiting.
  • API-only fields cannot be used; unable to lock down specific custom field values.
Complexity Low High; fully custom Low

 

Additional resources