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Set up HRIS Link job import without job requisitions

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

With HRIS Link, you can programmatically import jobs from your HRIS to Greenhouse Recruiting. To use HRIS Link with job import, construct a report as a service (RaaS) in your HRIS that meets Greenhouse Recruiting specifications.

Note: This article is specific to organizations without job requisitions enabled in Workday®️. If you use job requisitions on Workday®️, check out HRIS Link with job requisitions.

In this article

Set up HRIS Link job import

Note: HRIS Link currently only supports Workday®️.

First, create a RaaS job import report in Workday®️ using the report specifications below. The primary business object in your report should be Positions. Once constructed, enter the report URL and your ISU credentials in HRIS Link.

Report specifications

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 need to override the default value when adding columns to your Workday®️ report. 

Report column header

Workday®️ field

Greenhouse Recruiting field

Requisition_ID

✓ Required

✓ Case-sensitive

Position

Requisition ID

Note: The unique value for the Requisition_ID 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

Note: The Number_of_Openings field refers to the number of job openings on this job requisition. This defaults to 1.

Template_Job_ID

✓ Required

✓ Case-sensitive

Calculated Field (Evaluate Expression)

Template job ID

Note: The Template_Job_ID field value must be a valid Greenhouse Recruiting job ID. This field is only required on initial job creation and not on any subsequent updates.

Name

Job title

Internal job name

Job_Post_Name

✓ Required

Job posting title

External job name

Note: The Job_Post_Name field is only required on initial job creation and not on any subsequent updates.

Job_Post_Description

✓ Required

 

Job description

Job post description

Note: The Job_Post_Description field is only required on initial job creation and not on any subsequent updates.

Job_Post_Location

✓ Required

Varies

Job post location

Note: The Job_Post_Location value must match an external_id for one of your Greenhouse Recruiting offices. The Job_Post_Location field is only required on initial job creation and not on any subsequent updates.

Office_IDs

Varies

Office

Note: The Office_IDs field value 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

Note: The Department_ID field value must match an external_id for one of your Greenhouse Recruiting departments.

Recruiters

Primary Recruiter - Employee ID

Recruiter

Note: The Recruiters field value must contain the employee ID or email address of the job's recruiters, delimited by a semicolon.

Recruiter_Role_ID

Calculated Field (Text Constant)

Job Admin role for recruiter

Hiring_Managers

Supervisory Org - Employee ID

Hiring manager

Note: The Hiring_Managers field value must contain the employee ID or email address of the job's hiring managers, delimited by a semicolon.

Hiring_Manager_Role_ID

Calculated Field (Text Constant)

Job Admin role for hiring manager

Sourcers

Primary Sourcer - Employee ID

Sourcer

Note: The Sourcers field value must contain the employee ID or email address of the job's hiring managers, delimited by a semicolon.

Sourcer_Role_ID

Calculated Field (Text Constant)

Job Admin role for sourcer

Coordinators

Primary Coordinator - Employee ID Coordinator

Note: The Coordinators field value must contain the employee ID or email address of the job's hiring managers, delimited by a semicolon.

Coordinator_Role_ID

Calculated Field (Text Constant)

Job Admin role for coordinator

Status

✓ Case-sensitive

Position status

Job status

Note: The Status field value must be one of open, closed, frozen, or filled. Only jobs with an open status will be imported to Greenhouse Recruiting. HRIS Link will notify recruiters when there is a disparity between the job status in Workday®️ and Greenhouse Recruiting. Learn more.

Close_Reason

Position close reason

Close reason

Note: The Close_Reason field value must be a case-insensitive text match to an existing close reason in Greenhouse Recruiting.

Notify_Email

Varies

N/A

Note: You can add multiple email addresses for status notifications, delimited by a comma. This email address will receive a notification when the corresponding job is created in Greenhouse Recruiting, or, if the Status column is included, when the requisition status in Workday®️ report doesn't match the Greenhouse Recruiting job status.

Custom Fields

Check out the Add custom fields to HRIS Link section.

Check out the Add custom fields to HRIS Link section.

Note: Add any custom fields to your Workday®️ report. HRIS Link will match the column header name to the name of your custom field in Greenhouse Recruiting.

Once you've constructed your report, enter the report URL and your ISU credentials in HRIS Link and reach out to your Greenhouse technical consultant.

They'll enable HRIS Link, and jobs created or updated in Workday®️ will automatically sync to Greenhouse Recruiting. Learn more.

Sample report output

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>427002</wd:Template_Job_ID>
          <wd:Number_of_Openings>1</wd:Number_of_Openings>
          <wd:Name>Software Engineer</wd:Job_Name>
          <wd:Job_Post_Name>SSE II</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

Click here to download a sample report definition exported from Workday®️ which provides additional guidance on how to build a job import report.

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 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 your report

In addition to the standard fields listed in the specifications above, HRIS Link supports importing data into custom job fields of all types.

Tip: When importing data into single-select or multi-select field types in Greenhouse Recruiting, we recommend custom option sync to ensure the best experience.

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.

HRIS Link supports role-based approvals with custom job fields as long as the field is present on your report.

Use the table below to explore supported data formats.

Tip: 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; do not include commas.

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

{ '$' => 'USD', '€' => 'EUR', '£' => 'GBP' }


Do not include commas in numbers. For example, 1,000 should be shared as 1000.

 
<wd:Salary>USD 100000</wd:Salary>
<wd:Salary2>$100000</wd:Salary2>
Number Must be a numerical value; decimal values are supported; do not include commas. Do not include commas in numbers. For example, 1,000 should be shared as 1000. 
<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). Role-based approvals are supported by HRIS Link if the relevant custom job field is present on your report.

 Greenhouse Recruiting user ID (obtainable via user profile URL) 
<wd:Department_Head>820947
</wd:Department_Head>
Greenhouse Recruiting user email 
<wd:Department_Head>allison.j@omniva-corp.com
</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; do not include commas.

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

{ '$' => 'USD', '€' => 'EUR', '£' => 'GBP' }


Do not include commas in numbers. For example, 1,000 should be shared as 1000.

 
<wd:Salary_Range1>
USD 80000 - USD 100000
</wd:Salary_Range1>
<wd:Salary_Range2>
$80000 - 100000
</wd:Salary_Range2>
<wd:Salary_Range3>
$80000-$100000
</wd:Salary_Range3>
Number range Min and max values must be hyphen-delimited. Min value must be less than max value; do not include commas. Do not include commas in numbers. For example, 1,000 should be shared as 1000. 
<wd:Stock_Option_Range>500–750
</wd:Stock_Option_Range>
Note: Greenhouse Recruiting is not sponsored by, affiliated with, or endorsed by Workday®️.

Learn more

HRIS Link overview

HRIS Link for jobs

FAQ: HRIS Link job import

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