Report specification: Import jobs from Workday without 'job requisitions' enabled

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

With HRIS Link, you may programmatically import jobs from Workday to Greenhouse Recruiting without job requisitions enabled in Workday. This article is specific to customers without job requisitions enabled in Workday.

Note: To review HRIS Link report specifications for importing jobs from Workday with 'job requisitions' enabled, read more here.

In this article:

Report specification (positions)

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

Note: HRIS Link relies on an exact match of the report column header. In most cases, you will need to override the default value when adding columns to your Workday report.

Table key

  • * = required field
  • † = case-sensitive column header

Report column header

Workday field

Greenhouse Recruiting field

Notes

Requisition_ID*†

Position ID

Requisition ID

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

Number_of_Openings*†

Calculated Field (Text Constant)

Number of openings

Default to 1.

Template_Job_ID*

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.

Name

Position title or Job Profile name

Internal job name

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

Job_Post_Name

Position title or Job Profile name

External job name (job post)

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

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

Job_Post_Description

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

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

Position 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

Calculated Field

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

See Add custom fields to your report section below.

See Add custom fields to your report section below.

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

Sample report output (positions)

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:Requisition_ID>P100000</wd:Requisition_ID>
<wd:Template_Job_ID>4278665002</wd:Template_Job_ID>
<wd:Number_of_Openings>1</wd:Number_of_Openings>
<wd: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 (positions)

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

Add custom fields to report

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 Support 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>
Custom field option ID (only obtainable via API).
<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>
Custom field option ID (only obtainable via API).
<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 in Greenhouse Recruiting, we recommend configuring custom option syncing to ensure the option values exist in Greenhouse Recruiting.

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.
  • We recommend that your HRIS Link job import report 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.

Additional resources: