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  6. Import users

Set up HRIS Link for Workday®️ user import

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Product tier: Available for Expert subscription tier with HRIS Link add-on

With HRIS Link, you can programmatically import user accounts to sync changes from your HRIS to Greenhouse Recruiting. 

To import user accounts, construct a report as a service (RaaS) in your HRIS that meets Greenhouse Recruiting specifications.

Note: HRIS Link user import shouldn't be used with SSO with SCIM, as they both perform the same function.

In this article

Set up HRIS Link for users

Note: HRIS Link currently only supports Workday®️.

First, create a RaaS user import report in Workday®️ using the report specifications below. The primary business object in your report should be Worker. Once constructed, enter the report URL and your ISU credentials in HRIS Link.

Report specifications

Note: HRIS Link relies on an exact match of the report column header. In most cases, you need to update or override the default value when adding the column to your Workday®️ report.

Report column header Workday®️ field Notes

first_name

✓ Required field

 Legal or Preferred First Name N/A

last_name

✓ Required field

 Last Name N/A

email

✓ Required field

 Email Ensure the email address is the same address used with SSO.

employee_id

✓ Required field

 Employee ID N/A

enabled

✓ Required field

 Employment Status Must be 1 for active (enabled) or 0 for inactive (deactivated).
send_email_invite calc field

Must be 1 to send the email invitation or 0 /null to not send the invitation email. Any value other than 1 , 0 , or null will cause an error.
See the change log for further information about integration behavior.

Note: This field will only trigger an invitation upon initial Greenhouse user creation, not on any subsequent updates.

Office_IDs

Varies

The value provided must match anexternal_IDfor one of your Greenhouse Recruiting offices; the value can be semicolon delimited to assign more than one office to a user.
Department_IDs

Varies

The value provided must match anexternal_IDfor one of your Greenhouse Recruiting departments; the value can be semicolon delimited to assign more than one department to a user.

Custom Fields

Check out the Add custom fields to your report section below.

Add any single-select, multi-select, yes / no, or user type custom user fields to your Workday®️ report; HRIS Link will match the column header name to the name of your custom field in Greenhouse Recruiting.

Once you've constructed your report, enter the report URL and your ISU credentials in HRIS Link and reach out to your Greenhouse technical consultant.

They'll enable HRIS Link, and users created or updated in Workday®️ will automatically sync to Greenhouse Recruiting. Learn more.

Sample report output

<wd:Report_Data>
<wd:Report_Entry>
    <wd:First_Name>James</wd:First_Name>
    <wd:Last_Name>Bond</wd:Last_Name>
    <wd:Email>007@mi6.co.uk</wd:Email>
    <wd:Employee_ID>007</wd:Employee_ID>
    <wd:Enabled>1</wd:Enabled>
    <wd:send_email_invite>1</wd:send_email_invite>
</wd:Report_Entry>
</wd:Report_Data>

Recommended filters

  • First name should not be blank.
  • Last name should not be blank.
  • Email should not be blank.
  • Employee ID should not be blank.
  • Exclude employees whose termination date is longer than 1 day ago.

Add custom user fields to your report

In addition to the standard fields listed in the specifications above, HRIS Link supports importing data into custom user fields. HRIS Link supports single-select, multi-select, yes / no, and user field types for custom user fields.

For all fields, the report column header must match either the custom field immutable key, likecost_center, or the field name, like Cost Center, in Greenhouse Recruiting.

Note: HRIS Link user import supports required custom fields, if the custom field is marked required on the user import report. If a required custom field has a NULL value on the report, you'll receive an error.

Use the table below to explore supported data formats.

Tip: Viewing your HRIS Link job import report in SimpleXML format helps ensure each column is formatted as expected.

Greenhouse Recruiting field type

Notes

Supported values and formats

Sample report field

Yes / No

N/A

Yes, No, True, False, 1, 0 values only

 
<wd:Exempt>
Yes
</wd:Exempt>

Single-select

N/A

Text match with an existing custom field option

 
<wd:Job_Profile>
Software Engineer 1
</wd:Job_Profile>

Reference ID of the custom field option value
(requires RaaS custom option sync enabled)

 
<wd:Job_Profile>
7737702002
</wd:Job_Profile>

Multi-select

Semicolon-delimited list of options.

Text match with a custom field option

 
<wd:Remote_Locations>
New York;California
</wd:Remote_Locations>

Reference ID of the custom field option value
(requires RaaS custom option sync enabled)

 
<wd:Remote_Locations>
4009111002;4009111003
</wd:Remote_Locations>

User

This represents a user account in Greenhouse Recruiting (an employee).

Greenhouse Recruiting user ID (obtainable via user profile URL)

 
<wd:Department_Head>
820947
</wd:Department_Head>

Greenhouse Recruiting user email

 
<wd:Department_Head>
007@mi6.co.uk
</wd:Department_Head>

Greenhouse Recruiting user employee ID

 
<wd:Department_Head>
112357
</wd:Department_Head>

Note: Greenhouse Recruiting is not sponsored by, affiliated with, or endorsed by Workday®️.

Learn more

HRIS Link overview

HRIS Link for users

FAQ: HRIS Link user import