Permissions:

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

HRIS Link notifications can serve to notify you of errors, custom field issues, or job status problems with the HRIS Link integration. This article provides context around the different HRIS Link notifications available with HRIS Link.

Integration logging email

The integration logging email is sent every 15 minutes upon each HRIS Link integration run, for each component of HRIS Link including offices, departments, users, and jobs. This email will contain a summary of the HRIS Link integration attempt.

If the HRIS Link integration was successful, the email will include a list of jobs, offices, departments, or users that were created or updated by the integration. If the integration was unsuccessful, the email will include error information.

Example integration logging email:

Subject: HRIS Link: Job import completed successfully
Body: Everything imported successfully! The following jobs were created or updated:

New Jobs Created (1)
<link to Greenhouse Recruiting job> Test Job A

Existing Jobs Updated (1)
<link to Greenhouse Recruiting job> Test Job B

The information above is related to Workflow <workflow ID here>.

Note: The content of the integration logging email is not customizable.

The integration logging email will go to an integration-specific email alias (referred to as the Logging email) that Greenhouse will help configure during your HRIS Link integration consultation. 

While any email address can receive the integration logging email, the following people would benefit most from the notification:

  • An HRIS Admin: In the event the Workday Jobs Report or a specific Workday field needs to be updated to resolve an error, an HRIS Admin could be informed by the integration logging email.
  • A Greenhouse Recruiting Site Admin: In the event additional custom fields or custom field options need to be added or updated in Greenhouse Recruiting to resolve an error, a Site Admin could be informed to make these corrections.

Note: Greenhouse can only configure one email address for the integration logging email across all of the HRIS Link integrations (jobs, offices, departments, and users). It isn't possible to use a unique email address for each HRIS Link integration. 

Job created notification email 

The job created notification email is only configurable for the HRIS Link job import integration. This email will contain a direct link to the Greenhouse Recruiting job so the recipient can easily navigate to the job and complete any necessary tasks.

Example job created notification email:

Subject: <Job name (req ID)> is now available in Greenhouse
Body: Your job has been successfully imported to Greenhouse. You can access it <link>.

Note: The content of the job created notification email is not customizable.

The recipient of the notification is assigned on the HRIS Link job import report in the Notify_email column. For more information about the HRIS Link job import report, check out Report specification: Import jobs from Workday.

Note: The job created notification email can be assigned to unique recipients / email addresses on each job. The email address can be a calculated field in Workday to assign the user that receives the notification for individual jobs; or alternately the recipient can be a static field if your organization finds that a group email address would better serve your purposes. 

While any person can receive this email, the following people would benefit most from the notification:

  • A member of the recruiting team: Someone who could add the coordinator and sourcer to the Hiring Team in Greenhouse Recruiting. This person is typically a member of one of these teams:
      • Recruiting leaders
      • Recruiting managers
      • Recruiting ops

Job status out of parity email

The job status out of parity email is only configurable for the HRIS Link job import integration. This email is triggered when the Greenhouse Recruiting job status doesn't match the status indicated in the Status column of the Workday job import report. The job status out of parity email audits for jobs in Open or Closed status in both Greenhouse Recruiting and the HRIS to find disparities between the platforms.

The job status out of parity email will contain a direct link to the Greenhouse Recruiting job so the recipient can easily navigate to the job and make the relevant updates.

Example job status out of parity email:

Subject: <Job name (req ID)> should be opened in Greenhouse
Body: We noticed that this job was recently opened externally. Please go ahead and open it in Greenhouse <link>.

Note: The content of the job status out of parity email is not customizable.

Example scenario: If a requisition / position in the HRIS is Closed, Frozen, or Filled, and the requisition in Greenhouse Recruiting is still in a Draft or Open status, a notification will trigger to let a member of your team know that you need to manually close a job in Greenhouse Recruiting to keep your HRIS and Greenhouse Recruiting in parity with one another. Alternately, if a requisition / position in the HRIS is Open, and the requisition in Greenhouse Recruiting is still Closed, a notification will trigger to let a member of your team know that you need to manually open a job in Greenhouse Recruiting to keep your HRIS and Greenhouse in parity.

See Configuration options support for more information about auto-close functionality.

The following users will receive the job status out of parity email:

  • Users assigned to the Recruiter role on the Greenhouse Recruiting job's Hiring Team
  • The recipient configured in the Notify_email column of the Workday job import report
  • The alias configured as the Logging Email recipient

Note: The job status out of parity email is deactivated if the Workday job import report doesn't include the optional Status column.

Additional resources