Report specification: Import jobs from Workday

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In order to import jobs from Workday with HRIS Link, you must build a report that matches Greenhouse Recruiting's specification. HRIS Link supports Workday positions and job requisitions, so be sure to select the corresponding specification depending on whether you are utilizing job requisitions.

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

Key

  • * = required field
  • † = case-sensitive column header

In this article, we will cover:

 

Report specification (job requisitions)

Primary business object: Job requisition

Report column header Workday field Greenhouse field Notes
Requisition_ID*† Job requisition ID Requisition ID The unique value for this field is used to determine if the job already exists in Greenhouse.
Number_of_Openings*† Number of openings Number of openings

Number of openings on this job requisition.

Note: This field is populated only on the initial job creation, not on any subsequent updates.

Template_Job_ID* Calculated Field (Evaluate Expression) Template job ID Must be a valid Greenhouse job_id.

Note: This field is populated only on the initial job creation, not on any subsequent updates.

Opening_ID† Position ID opening_id

e.g.:

{
"Requisition_ID: "ABC",
"Position": [
{"Opening_ID": 123},
{"Opening_ID": 456}
],
...
}
Name* Job title Internal job name The internal title as shown on the Job in Greenhouse
Job_Post_Name Job posting title External job name (job post)

The external title as shown on the job post(s) in Greenhouse.

Note: This field is only populated on the initial job creation, not on any subsequent updates.

Job_Post_Description Job description Job description (job post)

Job description will be populated on all of the job's job posts.

Note: This field is only populated on the initial job creation, not on any subsequent updates.

Office_IDs Varies Office Must match an existing office external ID in Greenhouse.
Department_ID Varies Department Must match an existing department external ID in Greenhouse.
Recruiters Primary Recruiter - Employee ID Hiring team: Recruiter

Employee ID or email address of the recruiter(s); semicolon delimited.

Recruiter_Role_ID Calculated Field (Text Constant) Job Admin role for recruiter  
Hiring_Managers Supervisory Org - Employee ID Hiring team: Hiring manager Employee ID(s) or email address(es) of the hiring manager(s); semicolon delimited.
Hiring_Manager_Role_ID Calculated Field (Text Constant) Job Admin role for hiring manager  
Status† Job requisition status Job status

Must be one of: open, closed, frozen, or filled.

Note: Only jobs with status open will be imported to Greenhouse.

Notify_Email Varies N/A This email address will receive a notification when the corresponding job is created in Greenhouse or (if status column is included) when req status in Workday report does not match Greenhouse job status.
Custom Fields See Adding custom fields to your report section below See Adding custom fields to your report section below Add any and all custom fields to your Workday report; Job Link will match the column header name to the name of your custom field in Greenhouse.

 

Sample report output (job requisitions)

Once built, here’s an example of a valid report entry in SimpleXML:

<wd:Report_Data>
<wd:Report_Entry>
<wd:Opening_ID>201456</wd:Opening_ID>
<wd:Requisition_ID>R100000</wd:Requisition_ID>
<wd:Template_Job_ID>4278665002</wd:Template_Job_ID>
<wd:Job_Name>Software Engineer</wd:Job_Name>
<wd:Job_Post_Name>Full Stack Software Engineer</wd:Job_Post_Name>
<wd:Office_IDs>New York City</wd:Office_IDs>
<wd:Department_ID>Engineering</wd:Department_ID>
</wd:Report_Entry>
</wd:Report_Data>


Sample report definition (job requisitions)

Click here to download a sample report definition exported from Workday for additional guidance on how to build this report.

 

Report specification (positions)

Primary business object: Position

Report column header Recommended Workday field Greenhouse field Notes
Requisition_ID*† Position ID Requisition ID The unique value for this field is used to determine if the job already exists in Greenhouse.
Number_of_Openings*† Calculated Field (Text Constant) Number of openings Default to 1.
Template_Job_ID* Calculated Field (Evaluate Expression) Template job ID Must be a valid Greenhouse job_id.

Note: This field is populated only on the initial job creation, not on any subsequent updates.

Name Position title or Job Profile name Internal job name The internal title as shown on the job in Greenhouse.
Job_Post_Name Position title or Job Profile name External job name (job post)

The external title as shown on the job post(s) in Greenhouse.

Note: This field is only populated on the initial job creation, not on any subsequent updates.

Job_Post_Description Job description Job description (job post)

Job description will be populated on all of the job's job posts.

Note: This field is only populated on the initial job creation, not on any subsequent updates.

Office_IDs Varies Office Must match an existing office external ID in Greenhouse.
Department_ID Varies Department Must match an existing department external ID in Greenhouse.
Recruiters Primary Recruiter - Employee ID Hiring team: Recruiter

Employee ID or email address of the recruiter(s); semicolon delimited.

Recruiter_Role_ID Calculated Field (Text Constant) Job Admin role for recruiter  
Hiring_Managers Supervisory Org - Employee ID Hiring team: Hiring manager Employee ID(s) or email address(es) of the hiring manager(s); semicolon delimited.
Hiring_Manager_Role_ID Calculated Field (Text Constant) Job Admin role for hiring manager  
Status† Position status Job status

Must be one of: open, closed, frozen, or filled.

Note: Only jobs with status open will be imported to Greenhouse.

Notify_Email Calculated Field N/A This email address will receive a notification when the corresponding job is created in Greenhouse OR (if status column is included) when req status in Workday report does not match Greenhouse job status.
Custom Fields See Adding custom fields to your report section below See Adding custom fields to your report section below Add any and all custom fields to your Workday report; Job Link will match the column header name to the name of your custom field in Greenhouse.

 

Sample report output (positions)

Once built, here’s an example of a valid report entry in SimpleXML:

<wd:Report_Data>
<wd:Report_Entry>
<wd:Requisition_ID>R100000</wd:Requisition_ID>
<wd:Template_Job_ID>4278665002</wd:Template_Job_ID>
<wd:Number_of_Openings>1</wd:Number_of_Openings>
<wd:Name>Software Engineer</wd:Job_Name>
<wd:Job_Post_Name>Full Stack Software Engineer</wd:Job_Post_Name>
<wd:Office_IDs>New York City</wd:Office_IDs>
<wd:Department_ID>Engineering</wd:Department_ID>
</wd:Report_Entry>
</wd:Report_Data>

 

Sample report definition (positions)

Click here to download a sample report definition exported from Workday for additional guidance on how to build this report.

 

Add custom fields to report

In addition to the standard fields listed in the specifications above, HRIS Link supports importing data into custom job fields of all types (e.g., short textbox, single select, etc.). For all such fields, the report column header must match either the custom field immutable key (e.g., cost_center) or the field name (e.g., Cost Center) in Greenhouse Recruiting.

Below is a list of supported data formats based on the corresponding Greenhouse Recruiting custom field type. Viewing your report in SimpleXML format helps ensure each column is formatted as expected.

Greenhouse field type Notes Support value(s) / format(s) Sample report field
Short textbox No value restrictions N/A <wd:Notes>See job details for more information
</wd:Notes>
Long textbox No value restrictions N/A <wd:Job_Description>Long Job Description
</wd:Job_Description>
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>

Custom field option ID (only obtainable via API). <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>
Custom field option ID (only obtainable via API).

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

Currency Unit of currency must come before the amount; a space may or may not be inserted between the currency and amount. ISO-4217 currency abbreviation
or the following symbols are acceptable:
{ '$' => 'USD', '€' => 'EUR', '£' => 'GBP' }

<wd:Salary>USD 100,000</wd:Salary>

<wd:Salary2>$100,000</wd:Salary2>

Number Must be a numerical value; decimal values are supported. N/A <wd:Stock_Options>750</wd:Stock_Options>
Date N/A MM/DD/YYYY

<wd:Target_Hire_Date>10/31/2020
</wd:Target_Hire_Date>

URL No value restrictions N/A

<wd:Workday_URL>https://myworkday.com/job/12345
</wd:Workday_URL>

User

This represents a user account in Greenhouse Recruiting (i.e., 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>

Currency range Same restrictions as Currency field above; min and max amounts must be hyphen-delimited. Min value must be less than max value. ISO-4217 currency abbreviation
or the following symbols are acceptable:
{ '$' => 'USD', '€' => 'EUR', '£' => 'GBP' }

<wd:Salary_Range1>USD 80,000 - USD 100,000</wd:Salary_Range1>

<wd:Salary_Range2>$80,000 - 100,000</wd:Salary_Range2>

<wd:Salary_Range3>$80,000-$100,000
</wd:Salary_Range3>

Number range Min and max values must be hyphen-delimited. Min value must be less than max value. N/A <wd:Stock_Option_Range>500–750
</wd:Stock_Option_Range>

Note: When importing data into a single select or multi select field in Greenhouse Recruiting, we recommend configuring custom option syncing to ensure the option values exist in Greenhouse Recruiting.

 

Recommended filters

  • Include all open and closed positions / job requisitions. HRIS Link will not import closed jobs, however it will compare job status across systems to ensure parity.
  • Exclude positions / job requisitions which have been closed for longer than one (1) day. This filter allows HRIS Link to capture job status changes, while simultaneously preventing the report size from growing increasingly large.

 

Additional resources:

HRIS Link - Sample Workday Report Definition _ Reqs enabled.pdf (100 KB) Greenhouse-HRIS-Link-Job-Import-Positions.pdf (100 KB)