HRIS Link user import errors – Greenhouse Support

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

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.

HRIS Link errors serve to inform you of the cause of the problem and the suggested solution.

Check out the table below to find the error name from your email, along with details on how to solve it.

Note: Some errors are blocking errors, meaning updates to information in Greenhouse Recruiting are blocked by the error. You need to resolve the error in order for HRIS Link to sync properly.

Email subject	Error name
HRIS Link: User import completed with errors	User email; email taken: <email address>
HRIS Link: User import completed with errors	Missing required field: email, first / last name, or employee ID
HRIS Link: User import completed with errors	No office exists with name or external ID
HRIS Link: User import completed with errors	No department exists with name or external ID
HRIS Link: User import completed with errors	Custom field [name] has no option for value
HRIS Link: User import completed with errors	Value for Yes / No field must be yes or no
HRIS Link: User import completed with errors	Cannot delete value for a required custom field
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
HRIS Link: User import failed	Server broke connection

User email; email taken: <email address>

Email subject	HRIS Link: User import completed with errors
Error information	User email; email taken: <email address>
Issue	The employee ID and email address for a given employee included in the HRIS Report are linked to two distinct Greenhouse Recruiting users.
Blocking error?	No, this is not a blocking error.
Solution	Audit your Greenhouse Recruiting users to determine which users are tied to the employee ID and email address included in the HRIS Report. This can be done by exporting your entire user base via Configure > Users, or by using the employee_id or email parameter with the GET: List Users Harvest API endpoint. Cross-reference the Greenhouse Recruiting user information retrieved with the information attributed to the HRIS employee profile. Reconcile the Greenhouse Recruiting user profiles and HRIS employee profiles to ensure the correct employee IDs and email addresses are associated with the correct Greenhouse Recruiting users and HRIS employees. If you're unable to update the necessary info on the Greenhouse Recruiting user(s) to resolve the issue, click here to open a ticket with Greenhouse Technical Support.

Missing required field: email, first / last name, or employee ID

Email subject	HRIS Link: User import completed with errors
Error information	Missing required field: email, first / last name, or employee ID
Issue	The email address, first name, last name, or employee ID was not provided in the HRIS report for the employee in question. Greenhouse Recruiting requires an email address, employee ID, first name, and last name for each employee in the HRIS report.
Blocking error?	No, this is not a blocking error.
Solution	Audit the employee profile in your HRIS to ensure the employee profile has an email address, first name, last name, and employee ID. If all required fields are filled out in the HRIS, verify the HRIS ISU has access to the employee’s email address, first name, last name, and employee ID. Wait 15 minutes for the HRIS Link user import report to run again after updating the email address. If the error persists after updating the employee profile in the HRIS with an email address, click here to open a ticket with Greenhouse Technical Support.

No office exists with name or external ID

Email subject	HRIS Link: User import completed with errors
Error information	No office exists with [name] or [external ID]
Issue	This error indicates that a user on the import report is associated with an office or office ID that doesn't exist in Greenhouse Recruiting.
Blocking error?	No, this is not a blocking error.
Solution	Audit the employee profile in your HRIS to verify the office name or office_ID matches an existing office name or office_ID in Greenhouse Recruiting. To view your offices in Greenhouse Recruiting, click the Configure icon on your navigation bar > then click Organization > and review the office names and office_IDs. Update any information to match your HRIS, and the HRIS Link user import will run on the next sync.

No department exists with name or external ID

Email subject	HRIS Link: User import completed with errors
Error information	No department exists with [name] or [external ID]
Issue	This error indicates that a user on the import report is associated with a department or department ID that doesn't exist in Greenhouse Recruiting.
Blocking error?	Yes, this is a blocking error. Updates will not occur in Greenhouse Recruiting until the error is resolved.
Solution	Audit the employee profile in your HRIS to verify the department name or department_ID matches an existing office name or office_ID in Greenhouse Recruiting. To view your departments in Greenhouse Recruiting, click the Configure icon on your navigation bar > then click Organization > and review the department names and department_IDs. Update any information to match your HRIS, and the HRIS Link user import will run on the next sync.

Custom field [name] has no option for value

Email subject	HRIS Link: User import completed with errors
Error information	Custom field [name] has no option for value
Issue	The single-select or multi-select custom user field on the user import report includes a value that doesn't match the available values in Greenhouse Recruiting.
Blocking error?	No, this is not a blocking error.
Solution	Check that your custom user fields include the values present in your HRIS. Select the Configure icon your dashboard > Custom Options > Users > then find the field and audit the available values. Update any information to match your HRIS, and the HRIS Link user import will run on the next sync.

Value for Yes / No field must be yes or no

Email subject	HRIS Link: User import completed with errors
Error information	Value for Yes / No field must be yes or no
Issue	The yes / no custom user field on the user import report includes a value that isn't "yes" or "no."
Blocking error?	No, this is not a blocking error.
Solution	Audit your HRIS to ensure that the custom user field only includes yes or no values. Update any information in your HRIS, and the HRIS Link user import will run on the next sync.

Cannot delete value for a required custom field

Email subject	HRIS Link: User import completed with errors
Error information	Cannot delete value for a required custom field
Issue	This error indicates your user import report includes a required custom field with a `NULL` value.
Blocking error?	Yes, this is a blocking error.
Solution	Update any information in your HRIS so that required custom fields have values, and the HRIS Link user import will run on the next sync.

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: Audit the HRIS import report to ensure that web services are enabled for the report. Confirm the ISU credentials' access has not changed or expired. 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 Technical 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: Audit the HRIS Link import report to ensure it meets the required specifications: Setup HRIS Link user import Reference any related errors for more details. If the issue persists, click here to open a ticket with Greenhouse Technical 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 > Workday Administration > Enter credentials to access Workday Tenants or reports. Ensure the username and password match valid Workday®️ credentials.

Server broke connection

Email subject	HRIS Link: User import failed
Error information	Server broke connection
Issue	This error indicates a rare server issue that may occur with HRIS Link. This error should resolve by itself the next time the import runs.
Blocking error?	Yes, this is a blocking error. Updates won't occur in Greenhouse Recruiting until the error is resolved.
Solution	If the issue persists, click here to open a ticket with Greenhouse Technical Support. Please include the workflow ID and the error message that occurred.

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