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The following article is intended for customers who have purchased the HRIS Link add-on and would like more context around the notifications that are available with the integration.

See the following sections for more information:

Integration Logging Email

This notification is sent out every 15 minutes (upon every integration run) for each component of HRIS Link (offices, departments, users, and jobs), and will go to an integration-specific email alias (referred to as the "Logging Email") that a Greenhouse Technical Consultant will configure during your integration consultation. 

Email recipients

While any user can receive this email, the following users would benefit most from the notification:

  • An HRIS Admin: In case the Workday Jobs Report or a specific Workday field needs to be updated to resolve an error
  • A Greenhouse Admin: In case additional Custom Fields or Custom Field options need to be added or updated in Greenhouse to resolve an error

Email contents

This email notification will contain a summary of the integration attempt.

If the 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. 

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 job> Test Job A

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

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

Frequently Asked Questions

Can this email address be unique for each integration (jobs, offices, departments, and users)?
No, we can only configure one email address for all the HRIS Link integrations.


Is the email notification customizable?
No, the content of this email notification is not customizable.

 

Job Created Notification Email 

This email is only configurable for the HRIS Link Job Import integration. The recipient of the notification is assigned on the HRIS Link Job Import report in the notify_email report column. For further information about the report, refer to the Report Specifications: Import Jobs from Workday Support article. 

Email recipients

While any user can receive this email, the following users would benefit most from the notification:

  • A member of the recruiting team: Someone who can/would add the Coordinator and Sourcer to the Hiring Team in Greenhouse. This is typically a member of the below teams:
      • Recruiting leaders
      • Recruiting managers
      • Recruiting ops

Email contents

This email will contain a direct link to the Greenhouse job so the recipient can easily navigate to the job and complete any necessary tasks.

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

Frequently Asked Questions

Can this email address unique for each job?
Yes, this email can be a calculated field in Workday to assign the user that receives the notification for each job. Alternatively, this can also be a static field if your organization finds that a group email address would better serve the purpose for the integration. 

Are the contents of the email customizable?
No, the content of this email notification is not customizable.

 

Job Status Out of Parity Email

This email is only configurable for the HRIS Link Job Import integration and is triggered when the Greenhouse job status does not match the status indicated in the Status column on the Workday jobs report. This notification does not apply if the Workday report does not include the optional Status column.

Audited statuses

Open and Closed in both Greenhouse and the HRIS. 

Example

If a Requisition/Position in the HRIS is "Closed", "Frozen", or "Filled" and the Requisition in Greenhouse is still in an "Open" status (Draft/Open), a notification will trigger to let a member of your team know that you need to manually close a job in Greenhouse to keep your HRIS and Greenhouse in parity with one another. See the Configuration Options Support article for further information about auto-close functionality.

If a Requisition/Position in the HRIS is "Open" and the Requisition in Greenhouse 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 to keep your HRIS and Greenhouse in parity.

 

Email recipients

The following users will receive this email:

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

Email contents

This email will contain a direct link to the Greenhouse job so the recipients can easily navigate to the job and make the relevant updates.

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 here>.

Additional resources