HRIS Link for offices and department: 1:1 and many:1 mapping overview

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

This article is intended to give an overview of the different workflows that can be adopted for an HRIS integration when mapping objects in your HRIS to offices and departments in Greenhouse. 

1:1 mapping for offices and departments

When mapping an object in the HRIS to offices and departments in Greenhouse, a 1:1 mapping means that each entity in the HRIS is represented as a distinct office or department in Greenhouse. 

For offices, the Greenhouse team recommends mapping locations in your HRIS to offices in Greenhouse. 

For departments, the Greenhouse team sees a variety of mappings including but not limited to: Cost Center, Supervisory Org, Job Family, Job Family Group, or Business Unit in the HRIS mapping to departments in Greenhouse. 

We encourage a 1:1 mapping as well as keeping the number of offices or departments under 100 to mitigate downstream implications for Office and Department workflows in Greenhouse. If your organization can not have a mapping between your HRIS and Greenhouse’s departments that is less than one hundred, speak with your Technical Consultant about best practices. 

Many:1 mapping for offices

In some instances, your organization may find that they don’t want every single location in your HRIS represented in Greenhouse. The Greenhouse team commonly sees this for Remote offices, which may be mapped as follows:

HRIS Location Name

Greenhouse Office Name

Remote - TN

Remote - US

Remote - NY

Remote - CA

Remote - IL

If your organization does choose to implement a many:1 mapping for locations to offices, we recommend the below additional configuration so that you can still have the more granular location data point if it’s needed for reporting or any other integrations.

  • Create a “location” custom job field (in Greenhouse).
    • Configure a RaaS custom option sync for the custom job field (Workday customer-specific).
  • Import the location data point from your HRIS to Greenhouse via your job import integration.

Having the location job custom field in Greenhouse in addition to mapping it to offices allows your organization to do the following: 

  • Report on your recruiting efforts for locations on a more granular level.
  • Utilize that field for any other downstream integration, like a hired candidate integration. 
  • Leverage that data point for your recruiting efforts and evaluate if it needs to be represented as its own office in Greenhouse.
  • Align your Greenhouse offices to accommodate your career page needs (for a better candidate experience).

Many:1 mapping for departments

In some instances, your organization may find that they don’t want every single cost center, job family, supervisory org, or business unit in your HRIS represented in Greenhouse. The Greenhouse team commonly sees this for companies that have configured Greenhouse Departments to be an overarching classification for a better candidate experience on their job board. This many:1 mapping may look similar to the below:

Note: each organization’s needs are unique and it is recommended to consult with your Greenhouse Technical Consultant about having a many:1 mapping and managing that mapping as your organization grows.

HRIS Cost Center Name

Greenhouse Department Name

Content

Marketing

Influencers

Public Relations

Brand

Social Media

Ads

Management

Product and Design

Product

Platform

Design

 

Similarly to Offices, if your organization does choose to map your HRIS department entities many:1 to your Greenhouse departments, we recommend the following to ensure you still have the more granular department data point in Greenhouse. 

  • Create a “department” custom job field in Greenhouse. 
  • Configure a RaaS custom option sync for the custom job field (Workday customer-specific).
  • Import that granular data point from your HRIS to Greenhouse via your job import integration. 

Having the department job custom field in Greenhouse in addition to mapping it to Departments allows your organization to do the following: 

  • Report on that field on a more granular level.
  • Utilize that field for any other downstream integration, like a hired candidate integration. 
  • Leverage that data point for your recruiting efforts and evaluate if it needs to be represented as its own Department in Greenhouse.
  • Align your Greenhouse departments to accommodate your career page needs (for a better candidate experience).

Alternative mapping for the external_id for offices when mapping many:1.

If your organization is mapping many locations in your HRIS to one office in Greenhouse and it’s possible to host an external ID on your HRIS locations, below is our recommendation:

  • Leverage the HRIS Location external ID field to house your many:1 mapping (e.g. each of the multiple HRIS Locations mapped to a single Greenhouse office will have the same external ID, which should map to the single Greenhouse office’s external ID)
  • If you’re using HRIS Link, you will have to perform an XML column header override to apply the report header “external_id” for the HRIS Location External ID on the report.

Reference the below table for the column header override mapping:

HRIS Field

Greenhouse HRIS Link report header (if applicable)

Greenhouse field

Location Name

Name

Office Name

HRIS Location External ID

External_ID

Office External ID

Recommendations for mapping external_id for departments when mapping many:1

If your organization is mapping your HRIS department entities many:1 to your Greenhouse departments, and it’s possible to host an external ID on your HRIS department entities, below is our recommendation:

  • Create a new external ID field for the department object in Workday ~ note the newly created field attached to the HRIS entity can not have a uniqueness constraint.
  • If fields have uniqueness constraints, house the mapping in a “table” or “calculated field” within your HRIS.
  • If you’re using HRIS Link, you will need to perform an XML column header override to apply the report header “external_id” for the HRIS department object external ID that you’ve created

Reference the below table for the column header override mapping:

HRIS Field

Greenhouse HRIS Link report header (if applicable)

Greenhouse field

Location Name

Name

Office Name

HRIS entity External ID

External_ID

Department External ID

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