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Greenhouse vs. Workday Initiated Job Creation Workflow

Greenhouse can support two different kinds of jobs integration with Workday - one that exports jobs from Greenhouse to Workday, or one that imports jobs from Workday to Greenhouse. The purpose of this article is to help your team decide which integration flow best fits your team's Greenhouse workflows and Workday business processes needs. We recommend reviewing the following options thoroughly with your integration developer.

Quick Start

If your company process mandate that all jobs must be created in Workday and/or require approval in Workday, we recommend focusing on the Workday Initiated section. Otherwise, we recommend starting with Greenhouse Initiated section below. 

 

Greenhouse Initiated Job Creation Workflow

Greenhouse initiated workflows are recommended if jobs or positions do not need to be approved in Workday before being opened for recruiting, or your business processes allow you to create jobs or positions outside of Workday.  

Just-in-time Position Export

With this workflow, the job is created and updated in Greenhouse, and is then exported to Workday once the candidate is hired. The position, candidate, and worker record data will all come from Greenhouse. This option is recommended if Greenhouse is the source of truth for job data. This is a simple way of achieving a robust integration.

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Prerequisite Steps:

1.  Relevant Job and/or Offer field options are kept in sync using Custom Option Sync.

Workflow:

1.  Create a job in Greenhouse
2.  Hire candidate into the Greenhouse job
3.  Export candidate and job data to Workday to create the position, candidate, and worker records using the Candidate Hired web hook

Resources Needed:

Workday Studio (or other middleware)
Greenhouse Web Hook Configuration

Help Articles and Documentation:

Candidate Hired Web Hook
How to Enable a Web Hook in Greenhouse

Custom Options Sync Overview

 

Workday Initiated Job Creation Workflow

Workday initiated workflows are recommend if positions must be approved in Workday before the recruiting team can open the job and begin recruiting in Greenhouse. If you require jobs in Greenhouse to be continuously synchronized with Workday throughout the lifecycle of the job, we recommend focusing on the Job Import - Greenhouse Harvest API section, otherwise, start with the simpler Job Import - Workday RaaS

If you’re still unsure about which of the following options to use after reviewing this guide, please see our in-depth Decision Guide: Workday Job Import - RaaS vs. Harvest API Integration which further outlines the differences in functionality between the API vs. RaaS based integration.

Job Import - Workday RaaS

By exposing the Workday Available for Hire Report to Greenhouse, users can import Workday positions (including custom fields) when they are ready by using Greenhouse’s native job creation workflow.

Keep in mind that with this option, changes to the position in Workday will not sync continuously to Greenhouse after the position is initially imported. Edits to jobs should be made in Greenhouse and will be exposed back to Workday when the candidate is hired, if this part of the integration is enabled. (If a continuous sync is required, please go to the Job Import - Greenhouse Harvest API section instead).

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Prerequisite Steps:

1.  Relevant Job and/or Offer field options are kept in sync using Custom Option Sync.

Workflow:

1.  Create and approve position in Workday
2.  Position is surfaced in Workday ‘Available for Hire’ RaaS
3.  Recruiter selects the Workday position they want to import from this report when creating a new job in Greenhouse
4.  Candidate and position data are exported to Workday when a candidate is hired in Greenhouse using the Candidate Hired web hook

Resources Needed:

Workday Report Builder Greenhouse
Workday Admin Center 

Help Articles and Documentation:

RaaS Job Import Overview
Import jobs from a Workday RaaS
Expected RaaS Format
Candidate Hired web hook
Enable a Web Hook in Greenhouse
Custom Options Sync Overview

 

Job Import - Greenhouse Harvest API

This option brings added complexity, but is recommended if updating position data should only take place in Workday, and the job details in Greenhouse should not be edited. With this option, jobs will be created through the API, and changes to positions can sync continuously from Workday to Greenhouse. 

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Prerequisite Steps:

1.  Relevant Job and/or Offer field options are kept in sync using Custom Option Sync.

Workflow:

1. Create and approve position in Workday
2. The integration runs, creating the new job in Greenhouse via the API
3. Your recruiters will see the new job, including the Workday position data, in Greenhouse on their All Jobs dashboard
4. Updates to the position in Workday sync continuously to Greenhouse via the API
5. Candidate and job data are exported to Workday when a candidate is hired in Greenhouse through the Candidate Hired web hook

Resources Needed:

Workday Report Builder Greenhouse
Workday Admin Center 

Help Articles and Documentation:

Harvest API Developer Documentation
Create a Harvest API key
Candidate Hired web hook
Enable a Web Hook in Greenhouse
Custom Options Sync Overview

If you’re still not sure which Workday initiated workflow option is right for your team, please see the Decision Guide: Workday Job Import - RaaS vs. Harvest API Integration, which further outlines the differences in functionality between the API vs. RaaS based integration.