Add custom fields for an HRIS Link integration

Permissions: Job Admins, who can manage custom fields, and Site Admins

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

HRIS Link makes it easy to import any and all data from your HRIS into Greenhouse Recruiting in the form of custom fields. This article outlines how HRIS Link maps report fields to Greenhouse Recruiting fields, and how to incorporate new data fields into your integration.

Field mapping logic

In order to map each report field to a Greenhouse Recruiting custom field, HRIS Link looks for a basic text match between the report column header and the following Greenhouse Recruiting custom field attributes (in order):

  1. Immutable field key
  2. Field name

Note: When performing the text match, HRIS Link replaces all underscores (“_”) with spaces, and ignores casing.

If HRIS Link cannot find an immutable field key that matches the report column header, HRIS Link looks for a match on the field name itself.

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Note: Immutable field keys are generated automatically at the time of custom field creation in Greenhouse Recruiting. Open a ticket with the Greenhouse Support team if you need to modify an immutable field key.

Add a new field in HRIS Link

Create the new custom field in Greenhouse Recruiting (Configure Configure.png > Custom Options > Jobs > Add Field)

Copy or note the field name and immutable field key.

If the Greenhouse Recruiting custom job field is a single select or multi-select field type, add all option values that exist in the HRIS.

Note: You can use custom field options syncing to automate this step.

Add the new data field to your HRIS Link report, using a column header value of either the immutable field key (recommended) or the custom field name.

Verify the newly added field appears on the HRIS report with the correct column header.

Once the above steps are completed, HRIS Link imports values from the newly added field on the next integration run. 

For any errors, check out our troubleshooting guide here.

Adding new fields to the integration with 20+ “open” jobs

HRIS Link will run every 15 minutes when your integration is turned on in production. The integration leverages the Greenhouse Harvest API to create and update jobs in your Greenhouse production tenant.

When there are more than 20 “open” jobs in Greenhouse that are utilizing HRIS Link, adding or updating fields in your integration may take longer than 15 minutes, causing unexpected integration errors if the integration attempts to update more than 20 jobs at the same time.

In this case, you can reach out to HRIS Link support to request an integration pause. 

  1. Send an email to hrislinksupport@greenhouse.io and request an integration pause.
  2. A member of the technical consulting team will arrange a time to pause the integration to allow your team to update the report.
  3. After your team confirms the report has been updated, the technical consulting team will manually push an integration run and verify successful completion.
  4. The technical consulting team turns the integration back on.

Click here to open a ticket with the Greenhouse Support team if you require further support. 

Additional resources