Test HRIS Link in a Greenhouse Recruiting sandbox

You can test HRIS Link in a Greenhouse Recruiting sandbox environment to assess the options that will meet your organization's needs. We've collected a few different workflows and best practices for you to explore.

User import

Don't test HRIS Link for users in your Greenhouse Recruiting sandbox: HRIS Link for user accounts isn't supported in sandbox environments because Greenhouse Recruiting doesn't allow the same email address to be used across multiple tenants.

If you'd like to test HRIS Link for users in a sandbox with a subset of users, reach out to your Greenhouse technical consultant.

Greenhouse IDs

Greenhouse Recruiting sandbox tenants are not direct copies of your production tenant. The unique Greenhouse IDs associated with users, template jobs, Job Admin roles, and other entities in a sandbox will differ from the IDs in your production environment.

Make sure your HRIS report references the correct IDs based on which tenant it is configured in. If you're testing in a sandbox, your report should reference the sandbox IDs:

• Hiring_Manager_Role_ID
• Recruiter_Role_ID
• Template_Job_ID

Hiring team assignment

HRIS Link uses the employee ID to assign hiring team members (like hiring manager and recruiter) in Greenhouse Recruiting. However, HRIS Link for users should never be enabled in a Greenhouse Recruiting sandbox (see above). This means that you may need to manually update the employee ID on Greenhouse Recruiting users in your sandbox, to match the employee ID on your HRIS Link job import report. Check out the recommended steps below:

1. In your Greenhouse Recruiting sandbox, navigate to Configure > Users and select a user. Edit the employee ID field to match the value in the Hiring_Managers and Recruiters columns on the HRIS Link report.
2. On your HRIS report, update the sandbox report to have the following values as Calculated Fields that are Text Constant:

• Hiring_Managers – This must be the same as the manually applied Employee ID on the Greenhouse Recruiting sandbox user (from step 1).
• Hiring_Manager_Role_ID – This must be a Job Admin role ID from your Greenhouse Recruiting sandbox tenant. Your Greenhouse technical consultant can help with this.
• Recruiters – This must be the same as the manually applied Employee ID on the Greenhouse Recruiting sandbox user (from step 1).
• Recruiter_Role_ID – This must be a Job Admin role ID from your Greenhouse Recruiting sandbox tenant. Your Greenhouse technical consultant can help with this.

Notifications

When testing HRIS Link, you may want to assess HRIS Link's email notifications to better understand how they work. We recommend following these guidelines to avoid excessive notifications:

• Apply a filter to limit the number of jobs you're importing to your Greenhouse Recruiting sandbox
  • Suggestion: < 10 jobs
• Apply a text constant value for the Notify_Email
  • Suggestion: a group inbox, one individual's email, or any email address where all stakeholders are aware of the notifications
• Send across the report header of Temp_notify_emailupon initial job import to minimize initial emails. Then remove the Temp_ after the initial import has been completed.

Deactivate notifications or hiring team assignment

If you'd prefer to avoid potential errors or unnecessary notifications while testing HRIS Link in a sandbox, you can add a Temp_ prefix to each of the below report column headers to prevent HRIS Link from recognizing them. Before deploying the integration in production, ensure that the Temp_ prefix is removed from these headers in the production report so HRIS Link recognizes and processes the fields appropriately:

Additional resources

• Set up HRIS Link job import with 'job requisitions' enabled
• Set up HRIS Link user import
• Set up HRIS Link office and department import