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Decision Guide: Workday Job Import - RaaS vs. Harvest API Integration

If your team is importing jobs from Workday, this guide is intended to help you choose between a RaaS or API based integration. This document outlines the differences in functionality and implementation between a Greenhouse Harvest API and a Workday RaaS based job import. If you’re not sure if a Greenhouse or Workday initiated job creation process is right for you, please see the Greenhouse vs. Workday Initiated Job Creation Workflow guide first.

Quick Start

If your company processes mandate that all job or position creation and edits must take place in Workday and sync continuously to Greenhouse, we recommend focusing on Option 1: Greenhouse Harvest API. This option also allows your team to limit the job data that can be edited in Greenhouse.

If your team must have positions or jobs approved in Workday, but want edits to jobs to be made in Greenhouse and/or consider Greenhouse the source of truth for job details, we recommend starting with Option 2: Workday RaaS

 

OPTION 1: Greenhouse Harvest API 

Using Greenhouse's Harvest API, you can import Workday position or job data and create the Greenhouse job entirely using the API without user intervention. Users will see the imported jobs on their main All Job Dashboard when they sign in, so they will not use the native new job creation workflow in Greenhouse. An API based integration is typically built using Workday Studio or another middleware platform. With this option, changes to the job or position in Workday can continuously sync to Greenhouse. 

  Functionality Highlights
Frequency Jobs can be imported in bulk or as they are approved in Workday.
Job Updates in Workday With the API, continuous updates to the position in Workday can be synced to the Greenhouse job.
Job Updates in Greenhouse Users with permission to edit Greenhouse jobs can still edit the Job Info, Interview Plan, Scorecard, Job Post, etc. after the job has been imported. Custom job fields can be made API (read) only. *API only fields are available to customers with the Enterprise tier product. Pro customers can reach out to their Greenhouse representative for more information about purchasing Enterprise features.
Greenhouse Template Jobs The position must be imported using an existing Greenhouse job as a template in order to create the parts of the job that do not come from the Workday position data (eg. Interview Plan, Scorecard, etc.). See the Decision Guide: Template Jobs for more information how on this works.
Permissions Users will only be able to 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.
Custom Fields Through the API all Greenhouse custom field types can be updated. See the Custom Field Parameters section of the PATCH Update Jobs resource for more information.
Additional Data 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.

 

OPTION 2: Workday RaaS (Report as a Service)

Greenhouse provides an interface where you can import positions from a Workday Ready for Hire RaaS. Once the report URL is configured in Greenhouse, users will see the list of available positions when they select to create a job using Greenhouse’s native job creation workflow.

After selecting the Workday position to import, all appropriate job fields in the Job Info section of the new job setup will be pre-filled with Workday data. Then users can complete the other steps of the job setup process as they normally would. An example of this process is provided below. With this option, changes to the position or job in Workday will not continuously sync to the Greenhouse job.

  Functionality Highlights
Frequency This is a user initiated one-time per position import; jobs will not automatically be created based on the RaaS report and cannot imported in bulk.
Job Updates in Workday Changes made to the position in Workday after the position has been imported will not sync to Greenhouse. Changes must be made directly to the job details in Greenhouse.

Job Updates in Greenhouse

Job details will be editable in Greenhouse for users with permission to edit Job Info (imported fields cannot be made read-only). However any job field changes made in Greenhouse will be exposed to Workday in the hired candidate export, if this part of the integration is implemented.

Greenhouse Template Jobs

When creating the job in Greenhouse, users will be able to use the "Start from scratch" or "Start from a copy of an existing job" template options as they normally would to populate the parts of the job that do not come from Workday. 
Permissions Any Greenhouse user with permission to create new jobs will be able to see all positions exposed in the Workday RaaS. Greenhouse cannot limit the list of positions according to the user’s Workday or Greenhouse job permissions. Users with access to edit 
Custom Fields The integration only supports importing values into free-text (number, long text, short text, URL, date) and single-select custom fields in Greenhouse. It does not support importing values into boolean, multi-select, user, currency, currency range, or number range field types.
Additional Data You cannot import the job post description, hiring team, or sync users from a Workday RaaS.

 

The following are the steps to import a job from a Workday RaaS in Greenhouse:

Select Create a Job from the Add dropdown menu.  

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Select the Workday position to import and associate with the new Greenhouse job.

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Select Start from scratch or Start from a copy of an existing job as you normally would. If you start from a copy of an existing job or a sample template, this will populate the parts of the job that do not come from Workday (eg. Interview Plan, Scorecard, Job Post).

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You will see the position or job information from Workday pre-populated under the Job Details section in the first Job Info step.

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