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

HRIS Link programmatically updates information from your HRIS to Greenhouse Recruiting. Because HRIS Link is a dynamic integration, any updates to Greenhouse Recruiting offices, departments, or custom fields should be handled with care to preserve both the integration and your historical data.

Sunsetting custom fields

HRIS Link supports custom job, offer, and user fields which allow you to capture data unique to your organization in a standardized format. You can read more about using custom fields with HRIS Link here.

Over time, you may need to replace or sunset an existing custom field. This is typically done when there's a need to switch from one field type to another.

Example: The Eucalyptus org uses the custom job field "Cost Center," but the organization no longer wants the field type to be short textbox and instead wants the field type to be single-select.

Instead of fully deleting legacy fields, we recommend that you update the name of the legacy custom job field so you can distinguish it from the new custom job field you'll create. Maintaining the legacy field allows you to continue to report on the field, as you cannot report on fully deleted custom fields. This way, custom field values will still appear on jobs or offers where a value had previously been entered, allowing you to report easily on historical data. 

Example: To differentiate between a legacy field and a new custom field, Eucalyptus changes the name of their original custom field from "Cost Center" to "Cost Center - Legacy."

Before removing or sunsetting legacy fields in Greenhouse Recruiting, if the custom field is marked as Required, remove this setting in Greenhouse Recruiting so the field is optional.

A custom job field shows the Required field unchecked and highlighted by a marigold emphasis box

Next, review any existing template jobs used with HRIS Link to ensure that legacy custom field values are removed from the legacy field, and that new field values are added to the new version of the field.

Example: In our example, values are removed from 'Cost Center - Legacy' field on all template jobs, and values are added for the new field 'Cost Center.'

A job's information page shows the legacy custom job field 'Cost Center - Legacy' with no value, and the new custom job field 'Cost Center' with a value of LOC1.

Note: If legacy custom job field values are left in place on template jobs, HRIS Link will copy over those fields to new jobs created from the templates.

If the custom field is being used in offer and email templates as a token, transfer the token from the legacy field to the new field. You can do this by unchecking Create new email token (optional) option on the legacy field, while copying the token (in our example, "COST_CENTER") over to the new custom job field.

Sunsetting offices and departments

HRIS Link supports office and department syncing from your HRIS to Greenhouse Recruiting. In the event that you need to delete an office or department, there are some important considerations to note.

You can sunset a legacy office or department while maintaining the entity in Greenhouse Recruiting for reporting purposes. Generate an All jobs summary report to see which jobs are currently allocated to which offices and departments in your cleanup, then add any new office or departments and re-assign the jobs to the new offices or departments.

If you'd like to maintain your legacy office or department for reporting purposes, rename the entity to reflect that it shouldn't be used. We recommend using the naming convention "Z-DO NOT USE [Department Name]" so the legacy department will appear at the bottom of any search / dropdown options in Greenhouse Recruiting. You could also consider creating a "Z-DO NOT USE" parent department to host any departments you're deprecating.

An example department is shown named Z-DO NOT USE

Note: Offices and departments will only appear on Greenhouse-powered job boards if there are open jobs with live job posts assigned to those offices or departments.

If you intend to delete an office or department entirely, make sure the entity isn't needed for legacy reporting. We do not recommend removing offices or departments entirely as you cannot report on existing jobs that had been assigned to those offices or departments.

When deleting an office or department, Greenhouse Recruiting will prompt you to re-assign all jobs assigned to the office or department to another existing office or department.

An in-app example from Greenhouse Recruiting shows a box saying I want to remove this custom field and replace any entity using it with, followed by a dropdown selection

Note: Deleting an office or department in Greenhouse Recruiting cannot be undone!

After editing any offices or departments, be sure to review your careers page to make sure changes have been reflected accurately. You may need to work with the development team who manages your website to make changes.

In Greenhouse Recruiting, update any user's permissions that are dependent on offices or departments that have been changed. And finally, create and apply any new office or department-specific job or offer approval chains as needed.