Overview: HRIS Link mapping for offices and department

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

There are a few different workflows that can be adopted for an HRIS integration when mapping objects in your HRIS to your offices and departments in Greenhouse Recruiting.

In this article, we will cover:

1:1 mapping for offices and departments

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

For offices, we recommend mapping locations in your HRIS to offices in Greenhouse Recruiting.

For departments, we see a variety of mappings including cost center, supervisory org, job family, job family group, or business unit from an HRIS to departments in Greenhouse Recruiting.

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 Recruiting.

Note: If your organization has more than 100 offices or departments, speak with your Technical Consultant about best practices.

Many:1 mapping for offices

In some instances, you may find that your organization doesn't want every single location in your HRIS represented in Greenhouse Recruiting offices. We commonly see many:1 mapping for Remote offices.

Example: In this example, the HRIS has many location names, but they are represented by a many:1 mapping to the 'Remote - US' office in Greenhouse Recruiting as shown below:

HRIS Location Name

Greenhouse Recruiting Office Name

Remote - TN

Remote - US

Remote - NY

Remote - CA

Remote - IL

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

  • Create a custom job field called "location" in Greenhouse Recruiting. (Read more here.)
    • Configure an RaaS custom option sync for the custom job field (Workday customer-specific).
  • Import the location data point from your HRIS to Greenhouse Recruiting via your job import integration.

Having the location as a custom job field in Greenhouse Recruiting 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 the specific data point for your recruiting efforts and evaluate if it needs to be represented as its own office in Greenhouse Recruiting
  • Align your Greenhouse Recruiting offices to accommodate your career page needs (for a better candidate experience)

Many:1 mapping for departments

In some instances, you may find that organization doesn't want every single cost center, job family, supervisory org, or business unit in your HRIS represented in Greenhouse Recruiting.

We commonly see a many:1 mapping with companies that have configured Greenhouse Recruiting departments to be an overarching classification for a better candidate experience on their job board.

Example: In this example, the HRIS has many cost center names, but they are represented by a many:1 mapping to the 'Marketing' department in Greenhouse Recruiting as shown below:

HRIS Cost Center Name

Greenhouse Department Name

Content

Marketing

Influencers

Public Relations

Brand

Social Media

Ads

 

Note: Each organization’s needs are unique, and we recommend that you consult with your Greenhouse Technical Consultant about managing a many:1 mapping as your organization grows.

If your organization chooses to map your HRIS department entities many:1 to your Greenhouse Recruiting departments, we recommend the additional following configuration to ensure you have the more granular department data point in Greenhouse Recruiting:

  • Create a custom job field called "department" in Greenhouse Recruiting. (Read more here.)
  • Configure a RaaS custom option sync for the custom job field (Workday customer-specific).
  • Import the granular data point from your HRIS to Greenhouse Recruiting via your job import integration.

Having the "department" job custom field in Greenhouse Recruiting 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 Recruiting
  • Align your Greenhouse Recruiting 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 is possible to host an external ID on your HRIS locations, we recommend that you:

  • 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.

You may reference the following 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, we recommend that you:

  • Create a new external ID field for the department object in Workday.

Note: The newly created field attached to the HRIS entity cannot 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

Cost Center / Supervisory Org / Job Family / Job Family Group / Business Unit Name

Name

Department Name

HRIS entity Reference ID

external_id

Department External ID

Additional resources