Setup HRIS Link job import with 'job requisitions' enabled

Permissions:

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

With HRIS Link, you can programmatically import jobs from Workday to Greenhouse Recruiting when job requisitions is enabled in Workday. To use HRIS Link with job import, you'll need to construct a RaaS (report as a service) in Workday that meets Greenhouse Recruiting specifications.

This article is specific to customers with job requisitions enabled in Workday.

Note: To review HRIS Link report specifications for importing jobs from Workday without 'job requisitions' enabled, click here.

Report specifications (job requisitions)

Use the table below to create your HRIS Link job import report. The primary business object in your report should be Job requisition.

Note: HRIS Link relies on an exact match of the report column header. Some report column headers are required or case-sensitive. In most cases, you will need to override the default value when adding columns to your Workday report. Reference the table below for more information.

Report column header

Workday field

Greenhouse Recruiting field

Notes

Requisition_ID 

✓ Required

✓ Case-sensitive

Job requisition ID

Requisition ID

The unique value for this field is used to determine if the job already exists in Greenhouse Recruiting.

Number_of_Openings

✓ Required

✓ Case-sensitive

Number of openings total

Number of openings

Number of openings on this job requisition.

Template_Job_ID

Required

✓ Only required on initial job creation

 

Calculated Field (Evaluate Expression)

Template job ID

Must be a valid Greenhouse Recruiting job_id.

Note: This field is populated only on the initial job creation — not on any subsequent updates.

Opening_ID

✓ Case-sensitive

Position ID

Note: The Opening_ID field is nested within the Position column.

opening_id

Example

{
"Position": [ {"Opening_ID": 123}, {"Opening_ID": 456} ], ... }

Note: Greenhouse Recruiting will only allow up to 100 open openings at a time for each Greenhouse Recruiting job. See our FAQ article for more information about this functionality.

Name

Job title

Internal job name

The internal title as shown on the job in Greenhouse Recruiting.

Job_Post_Name

✓ Only required on initial job creation

Job posting title

External job name (job post)

The external title as shown on the job post in Greenhouse Recruiting.

Note: This field is only populated on the initial job creation — not on any subsequent updates.

Job_Post_Description

✓ Only required on initial job creation

Job description

Job description (job post)

Job description will be populated on all of the job's job posts.

Note: This field is only populated on the initial job creation — not on any subsequent updates.

Job_Post_Location

✓ Only required on initial job creation

Varies

Job post location

The value provided must match an external_ID for one of your Greenhouse Recruiting offices.

Note: This field is only populated on the initial job creation — not on any subsequent updates.

Office_IDs

Varies

Office

The value provided must match an external_ID for one of your Greenhouse Recruiting offices; the value can be semicolon delimited to assign more than one office to a job.

Department_ID

Varies

Department

Must match an existing department external ID in Greenhouse Recruiting.

Recruiters

Primary Recruiter - Employee ID

Hiring team: Recruiter

Employee ID or email address of the recruiter(s); semicolon delimited.

Recruiter_Role_ID

Calculated Field (Text Constant)

Job Admin role for recruiter

 

Hiring_Managers

Supervisory Org - Employee ID

Hiring team: Hiring manager

Employee ID(s) or email address(es) of the hiring manager(s); semicolon delimited.

Hiring_Manager_Role_ID

Calculated Field (Text Constant)

Job Admin role for hiring manager

 

Sourcers

Primary Sourcer - Employee ID

Hiring team: Sourcer

Employee ID(s) or email address(es) of the sourcer(s); semicolon delimited.

Sourcer_Role_ID

Calculated Field (Text Constant)

Job Admin role for sourcer

 

Coordinators

Primary Coordinator - Employee ID Hiring team: Coordinator

Employee ID(s) or email address(es) of the coordinator(s); semicolon delimited.

Coordinator_Role_ID

Calculated Field (Text Constant)

Job Admin role for coordinator

 

Status

✓ Case-sensitive

Job requisition status

Job status

Must be one of: open, closed, frozen, or filled.

For more information on the job status parity check between Workday and Greenhouse Recruiting, please reference this HRIS Link support article.

Note: Only jobs with status open will be imported to Greenhouse Recruiting.

Close_Reason

Job requisition close reason

Job opening close reason

String must be a case-insensitive text match to an existing close reason in Greenhouse Recruiting.

For more information about the Close_Reason column header, please see our support article about HRIS Link configuration options.

Notify_Email

Varies

N/A

This email address will receive a notification when the corresponding job is created in Greenhouse Recruiting or, if Status column is included, when req status in Workday report does not match the Greenhouse Recruiting job status.

Custom Fields

Check out the Add custom fields to your report section below.

Check out the Add custom fields to your report section below.

Add any and all custom fields to your Workday report; HRIS Link will match the column header name to the name of your custom field in Greenhouse Recruiting.

Sample report output (job requisitions)

Once your HRIS Link job import report is built, you should receive output similar to the below example of a valid report entry in SimpleXML:

Example

<wd:Report_Data>
<wd:Report_Entry>
<wd:Opening_ID>201456</wd:Opening_ID>
<wd:Requisition_ID>R100000</wd:Requisition_ID>
<wd:Template_Job_ID>4278665002</wd:Template_Job_ID>
<wd:Job_Name>Software Engineer</wd:Job_Name>
<wd:Job_Post_Name>Full Stack Software Engineer</wd:Job_Post_Name>
<wd:Office_IDs>New York City</wd:Office_IDs>
<wd:Department_ID>Engineering</wd:Department_ID>
</wd:Report_Entry>
</wd:Report_Data>

Sample report definition (job requisitions)

For additional guidance on how to build an HRIS Link job import report, click here to download a sample report definition exported from Workday.

Recommended filters

We recommend that your HRIS Link job import report include all open and closed job requisitions. HRIS Link won't import closed jobs, but it will compare job statuses across Workday and Greenhouse Recruiting to ensure parity.

Your HRIS Link job import report should exclude job requisitions that have been closed for longer than one (1) day. This filter allows HRIS Link to capture job status changes, while simultaneously preventing the report size from growing increasingly large.

Add custom fields to HRIS Link job import

In addition to the standard fields listed in the specifications above, HRIS Link supports importing data into custom job fields of all types (for example, short textbox and single-select).

For all fields, the report column header must match either the custom field immutable key (like cost_center) or the field name (like Cost Center) in Greenhouse Recruiting.

Use the table below to explore supported data formats based on the corresponding Greenhouse Recruiting custom field type.

Note: Viewing your HRIS Link job import report in SimpleXML format helps ensure each column is formatted as expected.

Greenhouse Recruiting field type

Notes

Supported values and formats

Sample report field

Short textbox

No value restrictions

N/A

<wd:Notes>
See job details for more information
</wd:Notes>

Long textbox

No value restrictions

N/A

<wd:Job_Description>
Long Job Description
</wd:Job_Description>

Yes / No

N/A

Yes, No, True, False, 1, 0 values only

<wd:Exempt>
Yes
</wd:Exempt>

Single-select

N/A

Text match with an existing custom field option

<wd:Job_Profile>
Software Engineer 1
</wd:Job_Profile>

Reference ID of the custom field option value
(requires RaaS custom option sync enabled)

<wd:Job_Profile>
7737702002
</wd:Job_Profile>

Multi-select

Semicolon-delimited list of options.

Text match with a custom field option

<wd:Remote_Locations>
New York;California
</wd:Remote_Locations>

Reference ID of the custom field option value
(requires RaaS custom option sync enabled)

<wd:Remote_Locations>
4009111002;4009111003
</wd:Remote_Locations>

Currency

Unit of currency must come before the amount; a space may or may not be inserted between the currency and amount.

ISO-4217 currency abbreviation, or the following symbols are acceptable:

{ '$' => 'USD', '€' => 'EUR', '£' => 'GBP' }
<wd:Salary>USD 100,000</wd:Salary>
<wd:Salary2>$100,000</wd:Salary2>

Number

Must be a numerical value; decimal values are supported.

N/A

<wd:Stock_Options>
750
</wd:Stock_Options>

Date

N/A

YYYY-MM-DD

<wd:Target_Hire_Date>
2020/10/21
</wd:Target_Hire_Date>

URL

No value restrictions

N/A

<wd:Workday_URL>
https://myworkday.com/job/12345
</wd:Workday_URL>

User

This represents a user account in Greenhouse Recruiting (an employee).

Greenhouse Recruiting user ID (obtainable via user profile URL)

<wd:Department_Head>
820947
</wd:Department_Head>

Greenhouse Recruiting user email

<wd:Department_Head>
007@mi6.co.uk
</wd:Department_Head>

Greenhouse Recruiting user employee ID

<wd:Department_Head>
112357
</wd:Department_Head>

Currency range

Same restrictions as Currency field above; min and max amounts must be hyphen-delimited. Min value must be less than max value.

ISO-4217 currency abbreviation, or the following symbols are acceptable:

   { '$' => 'USD', '€' => 'EUR', '£' => 'GBP' }
<wd:Salary_Range1>
USD 80,000 - USD 100,000
</wd:Salary_Range1>
<wd:Salary_Range2>
$80,000 - 100,000
</wd:Salary_Range2>
<wd:Salary_Range3>
$80,000-$100,000
</wd:Salary_Range3>

Number range

Min and max values must be hyphen-delimited. Min value must be less than max value.

N/A

<wd:Stock_Option_Range>
500–750
</wd:Stock_Option_Range>

Note: When importing data into a single-select or multi-select field type in Greenhouse Recruiting, we recommend configuring custom option syncing to ensure the option values exist in Greenhouse Recruiting.

Additional resources