Permissions:

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. This powerful feature allows you to maintain user parity between the hiring software and your HRIS, so that updates to employee names or email addresses happen automatically in Greenhouse Recruiting. Learn more: Import user accounts with HRIS Link.

To import user accounts, you'll need to construct a RaaS (report as a service) 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.

Report specification: Users

Note: HRIS Link currently only supports Workday.

Use the table below to create your HRIS Link user import report. The primary business object in your report should be Worker.

Once constructed, enter the report URL and your ISU credentials in HRIS Link.

Note: HRIS Link relies on an exact match of the report column header. In most cases, you will 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.

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 one (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 based on the corresponding Greenhouse Recruiting custom field type.

Note: Viewing your HRIS Link user 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>

Additional resources