RaaS job import overview

Greenhouse can work with Workday’s report writer to import certain job information to help facilitate the job creation process in Greenhouse Recruiting. Simply generate a report of all jobs available for hire in Workday and expose the fields you’d like Greenhouse Recruiting to import. The following guide highlights key functionality and outlines the report requirements.

In this article, we will cover:

 

Functionality highlights

  • Import Frequency: This is a user-initiated, one-time per position import. Jobs are not automatically created in Greenhouse Recruiting based on the RaaS report and cannot be imported in bulk.

  • Job Updates
    • Changes made to the position in Workday after the position has been imported do not sync to Greenhouse Recruiting. Changes must be made directly to the job details in Greenhouse Recruiting.
    • Job details are editable in Greenhouse Recruiting for users with permission to edit job info (imported fields cannot be made API only).

  • Permissions: 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 available to import according to the user’s Workday or Greenhouse Recruiting permissions.

  • Available Custom Field Types: The integration only supports importing values into free-text (number, long text, short text, URL, date) and single-select custom fields in Greenhouse Recruiting. It does not support importing values into boolean, multi-select, user, currency, currency range, or number range field types.

 

Report authentication and permissions

Greenhouse Recruiting can retrieve the Workday report from any URL, as long as it’s available on an HTTPS URL using HTTP basic authorization. Greenhouse Recruiting only needs the Workday report URL and ISU’s username and password for access.

 

Expected report format

Click here for an Example Report Format. The order of the Workday positions in Greenhouse Recruiting mirror the order of the entries in the Workday report as they exist at the given URL, so whatever ordering you apply to the report in Workday is reflected in Greenhouse Recruiting.

 

Custom field mappings

Greenhouse Recruiting allows you to import free-text and single-select custom fields. For free-text fields (number, long text, short text, URL, date), Greenhouse Recruiting attempts to find a custom field whose name exactly matches the XML element. The match is case insensitive, and underscores are replaced with spaces.

For example, an XML element <wd:Custom_Field_One> will match a Greenhouse Recruiting custom field named “Custom Field One” or “custom field one”.

For single-select custom fields, Greenhouse Recruiting attempts to look up the custom field as described above, then looks up a custom field option that exactly matches the value inside that element. When importing custom fields with a field type of date, please use the format MM/DD/YYYY.

 

How does Greenhouse map the values from Workday to Greenhouse Recruiting?

Please review the standard field mapping table below to understand how Greenhouse adapts Workday position and requisition values to Greenhouse jobs.

Suggested Workday field Workday report column header Greenhouse equivalent field Required? Notes
One of:
  • Job Posting Title
  • Job Title
Internal_Job_Name
Internal and External Job Name
Yes The Internal Job Name from Workday populates both the internal and external job name values in Greenhouse Recruiting. It is not possible to provide a separate External Job Name via the RaaS.
Number of Openings No_of_Openings
The number of job openings that will be created
Yes

The value must be at least 1.

 

*If Requisitions are not enabled, the value must be equal to 1.


Position ID (if Requisitions are enabled in Workday)

Opening_IDs

Opening ID
No

This may be used to communicate back to Workday in a hired event.

 

Any number of Opening_ID elements can be placed inside of the Opening_IDs element. The No_of_Openings count should match the number of Opening_ID elements.

 

*Assumes Requisitions are enabled in Workday.

Job Requisition ID (if Requisitions are enabled in Workday)


Position ID (if Requisitions are not enabled in Workday)


Requisition_ID
Requisition ID Yes

This may be used to communicate back to Workday in a hired event.

 

To prevent the creation of duplicate jobs, Greenhouse Recruiting also filters the Workday report so it excludes any entries with a Requisition ID that’s already associated with an existing Greenhouse Recruiting job.

One of:
  • Employee Type
  • Time Type
  • Worker Type
  • Worker Sub-Type
Employment_Type Employment Type No Greenhouse attempts to look up an Employment Type value in Greenhouse Recruiting that is an exact, case-insensitive text match for the value from Workday. If it cannot find one, this is left blank.
Location Office Office No Uses the same text match strategy as Employment Type. Only supports one office.
One of:
  • Supervisory Org
  • Cost Center
  • Job Family
Department Department No Uses the same text match strategy as Employment Type. Only supports one department.

 

Additional resources

For more information on how the RaaS job import works in Greenhouse Recruiting, please review the following articles: