Set up HRIS Link job import without job requisitions enabled – Greenhouse Support

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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, you'll need to construct a RaaS (report as a service) in your HRIS that meets Greenhouse Recruiting specifications.

Note: This article is specific to customers without job requisitions enabled in Workday®️. For report specifications for importing jobs from Workday®️ with job requisitions enabled, click here.

Report specification (positions)

Note: HRIS Link currently only supports Workday®️.

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

Once constructed, enter the report URL and your ISU credentials in HRIS Link.

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.

Report column header	Workday®️ field	Greenhouse Recruiting field	Notes
`Requisition_ID` ✓ Required field ✓ Case-sensitive	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` ✓ Required field ✓ Case-sensitive	Calculated Field (Text Constant)	Number of openings	Default to `1`.
`Template_Job_ID` ✓ Case-sensitive	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 posts 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 recruiters; 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 IDs or email addresses of the hiring managers; 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 IDs or email addresses of the sourcers; semicolon delimited.
`Sourcer_Role_ID`	Calculated Field (Text Constant)	Job admin role for Sourcer
`Coordinators`	Primary Coordinator - Employee ID	Hiring team: Coordinator	Employee IDs or email addresses of the Coordinators; semicolon delimited
`Coordinator_Role_ID`	Calculated Field (Text Constant)	Job admin role for Coordinator
`Status` ✓ Case-sensitive	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, check out HRIS Link support. 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, check out 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 below.	See Add custom fields to your report 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>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 (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 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 (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>
Single-select	N/A	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>
Multi-select	Semicolon-delimited list of options.	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>$100000</wd:Salary2>
Number	Must be a numerical value; decimal values are supported; do not include commas.	Do not include commas in numbers. For example, `1,000` should be shared as `1000`.	<wd:Stock_Options> 750 </wd:Stock_Options>
Date	N/A	YYYY-MM-DD	<wd:Target_Hire_Date>2020/10/21 </wd:Target_Hire_Date>
URL	No value restrictions	N/A	<wd:Workday_URL> https://myworkday.com/job/12345 </wd:Workday_URL>
User	This represents a user account in Greenhouse Recruiting (an employee).	Greenhouse Recruiting user ID (obtainable via user profile URL)	<wd:Department_Head>820947 </wd:Department_Head>
		Greenhouse Recruiting user email	<wd:Department_Head>allison.j@omniva-corp.com </wd:Department_Head>
		Greenhouse Recruiting user employee ID	<wd:Department_Head>112357 </wd:Department_Head>
Currency range	Same restrictions as Currency field above; min and max amounts must be hyphen-delimited. Min value must be less than max value; do not include commas.	ISO-4217 currency abbreviation or the following symbols are acceptable: { '$' => '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: 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

Note: Greenhouse Recruiting is not sponsored by, affiliated with, or endorsed by Workday®️.

In this article

Report specification (positions)

Sample report output (positions)

Sample report definition (positions)

Add custom fields to your report

Recommended filters

Additional resources