HRIS Link office / department import errors

Permissions:

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

While HRIS Link prefers to sync data endlessly, sometimes errors occur. HRIS Link errors serve to inform you of the cause of the problem and the suggested solution. Some errors are blocking errors, meaning updates to information in Greenhouse Recruiting won't occur without resolving the error first.

Greenhouse Recruiting sends a status email each time HRIS Link runs to confirm whether the sync succeeded or failed. If HRIS Link fails, the email will contain an error. Check out the table below to find the error name from your email, along with whether it's a blocking error, and how to solve it:

Email subject Error name

HRIS Link: Office / department import completed with errors

Creation failed: Validation failed: Name has already been taken

HRIS Link: Office / department import completed with errors

Resource not found

HRIS Link: Office / department import completed with errors

We found an invalid hierarchy related to the following departments: {external_id}

HRIS Link: Office / department import completed with errors

Child with invalid Parent (Test009) The parent department was not found.

HRIS Link: Failed to access Workday

We encountered an error when trying to poll your Workday report

HRIS Link: Failed to access Workday

Error message from Workday: 500: Processing error occurred

HRIS Link: Failed to access Workday

Error message from Workday: 503: Service unavailable

HRIS Link: Failed to access Workday

Error message from Workday: 400: Validation error occurred

HRIS Link: Failed to access Workday

Error message from Workday: 401: Invalid username or password

Creation failed: Validation failed: Name has already been taken

Email subject HRIS Link: Office / department import completed with errors
Error information Creation failed: Validation failed: Name has already been taken
Issue

This error message occurs when HRIS Link attempts to create a new office or department in Greenhouse Recruiting, but the office or department name included in the HRIS Report matches an existing office or department in Greenhouse Recruiting.

Blocking error? No, this is not a blocking error.
Solution
  1. Audit your HRIS to confirm the office or department does not exist twice in the HRIS.
  2. If the office or department name exists twice in the HRIS, update or remove the duplicate so the name and external ID are unique.
  3. If the office or department name doesn't exist twice in the HRIS, audit the Organization page in Greenhouse (Configure Configure-icon.png > Organization) to ensure the external ID on the Greenhouse Recruiting office matches the external_id value included in the HRIS Report.
  4. Wait 15 minutes for office import or department import to run again.
  5. If the issue persists, click here to open a ticket with Greenhouse Support.

Resource not found

Email subject HRIS Link: Office / department import completed with errors
Error information Resource not found
Issue

This error occurs when there are issues with the "on-behalf-of" user permissions, HRIS Link Harvest API key permissions, or access to the HRIS Report URL.

Blocking error? No, this is not a blocking error.
Solution
  1. Verify the Greenhouse Recruiting on-behalf-of user is active and has the appropriate permissions.
  2. Verify the HRIS Link Harvest API key has proper permissions.
  3. Verify the HRIS Report URL is valid and accessible via the ISU.
  4. If the issue continues, click here to open a ticket with Greenhouse Support.

We found an invalid hierarchy related to the following departments: {external_id}

Email subject HRIS Link: Office / department import completed with errors
Error information We found an invalid hierarchy related to the following departments: {external_id}
Issue

This HRIS Link error is a blocking error, all departments will not be processed until the invalid hierarchy is fixed. Typically, this error occurs because of the following circumstances:

  • A department or office is set as both its parent and child
  • A department or office is a subsidiary of another department and the reverse relationship is defined in the HRIS Link. 
Blocking error? Yes, this is a blocking error. Updates in Greenhouse Recruiting won't occur until the error is resolved.
Solution
  1. Audit the HRIS Link report in your HRIS.
  2. Correct the cyclical dependency on the report.
  3. Check the next integration run to see if the error is still occurring.
  4. If the issue persists, click here to open a ticket with Greenhouse Support.

Child with invalid Parent (Test009) The parent department was not found.

Email subject HRIS Link: Office / department import completed with errors
Error information Child with invalid Parent (Test009) The parent department was not found.
Issue

This child department is referencing an external_parent_id that does not exist.

Blocking error? No, this is not a blocking error. Departments or offices with an invalid external_parent_id will not be added, but any valid departments or offices on the HRIS Link report will be added.
Solution
  1. Audit the error message to view the external_parent_id that is being applied.
  2. In Greenhouse audit the office or department that you want to be applied as the external_parent_id
  3. Confirm that the ID matches what was provided on the report that caused the error.
  4. If it doesn't match, update the HRIS Link report to have an external_parent_id that matches an ID in Greenhouse.
  5. If the issue continues or the IDs match, click here to open a ticket with Greenhouse Support.

We encountered an error when trying to poll your Workday report

Email subject HRIS Link: Failed to access Workday
Error information

We encountered an error when trying to poll your Workday report at . . .

Issue This error is typically an issue related to the HRIS report URL (for example, if something has changed with the ISU's access to the report URL).
Blocking error?

Yes, this is a blocking error. Updates will not occur in Greenhouse Recruiting until the error is resolved.

Solution

Take the following steps to troubleshoot this issue:

  1. Audit the HRIS import report to ensure that web services are enabled for the report.
  2. Confirm the ISU credentials' access has not changed or expired.
  3. After confirming the report is enabled for web services and that the ISU has the appropriate level of access to the report, wait 15 minutes for HRIS Link to run once again.

If the error persists, click here to open a ticket with Greenhouse Support.

Error message from Workday: 500: Processing error occurred

Email subject HRIS Link: Failed to access Workday
Error information

Error message from Workday: 500: Processing error occurred

Issue This error typically indicates a formatting or filtering error within your HRIS Link import report, and typically comes alongside a more detailed error.
Blocking error?

Yes, this is a blocking error. Updates will not occur in Greenhouse Recruiting until the error is resolved.

Solution

Take the following steps to troubleshoot this issue:

  1. Audit the HRIS Link import report to ensure it meets the required specifications:

Reference any related errors for more details.

If the issue persists, click here to open a ticket with Greenhouse Support.

Error message from Workday: 503: Service unavailable

Email subject HRIS Link: Failed to access Workday
Error information

Error message from Workday: 503: Service unavailable

Issue This error typically indicates that Workday is down for maintenance and HRIS Link cannot access your import report.
Blocking error?

Yes, this is a blocking error. Updates will not occur in Greenhouse Recruiting until the error is resolved.

Solution

This error typically resolves once Workday maintenance is complete. 

Error message from Workday: 400: Validation error occurred

Email subject HRIS Link: Failed to access Workday
Error information

Error message from Workday: 400: Validation error occurred

Issue This error indicates the import report could not be accessed.
Blocking error?

Yes, this is a blocking error. Updates will not occur in Greenhouse Recruiting until the error is resolved.

Solution

This error indicates a security issue on the import report that must be resolved in Workday.

Error message from Workday: 401: Invalid username or password

Email subject HRIS Link: Failed to access Workday
Error information

Error message from Workday: 401: Invalid username or password

Issue This error indicates invalid Workday credentials in Greenhouse Recruiting.
Blocking error?

Yes, this is a blocking error. Updates will not occur in Greenhouse Recruiting until the error is resolved.

Solution

Navigate to Configure > DevCenter > WorkdayAdministration > Enter credentials to access Workday Tenants or reports. Ensure the username and password match valid Workday credentials.