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Workday Integration Instructions

Instructions

In order to set up your Workday integration with Hired you are going to need the following credentials:

How to find your Workday Credentials (Tenant and Server Name)

  1. We strongly recommend you create an (ISU) Integration System User first, which will give a specific username and password for third-party integrations (like Hired).
  2. In addition to username and password, you will also need a tenant and a server name. To get these values, just paste your Workday URL in the below box and click "Get Information".


Manually finding your Credentials 

If the above steps do not work, you can manually find your Tenant and Server Name by following these steps.

  1. Log in to your Workday Account
  2. Search for Public Web Service Services in the search barmanual_step_2-5719f11a.png
  3. Select Any Web Service in the list and click to the contextual menu and go to "Web Service" → "View SDL"  manual_step_3-011b9cb2.png
  4. Wait for the page to load and scroll to the bottom. Copy the server name part of the last element in the XML document as shown in the below image and paste it into the Server Name field above. Do the same with the Tenant name.manual_step_4-184c0f95.png

How to create an Integration System User or ISU?

In order to perform the following steps, you must be logged in to your Workday account.

  1. Create an Integration System User
    This will be the user that you will use when we ask for the username and password on the credentials form.
    1. Go to the search bar and write 'Create Integration System User'.
      step_1_sub_1-db3f4c13.png
    2. Click on the task that appears as auto-complete in the dropdown.
      step_1_sub_2-525733f1.png
    3. Fill in the fields for User Name, New Password, and New Password verify. Remember these for later! This username and password will be used to set up the integration.
      step_1_sub_3-4f204f44.png
    4. Once you click OK you should see something like this, click Done.
      step_1_sub_4-494baca7.png
  2. Create a Security Group
    This will be what constrains what the ISU will be able to perform, we will limit it to mostly read permissions, just for candidates we will allow posts of information.
    1. Go to the search bar and write 'Create Security Group'
    2. Click on the task that appears as auto-complete in the dropdown.
      step_2_sub_2-bf167c99.png
    3. On the Type of Tenanted Security Group dropdown select 'Integration System Security Group (Unconstrained)', and add a name for the group.
      step_2_sub_3-6e22cff5.pngstep_2_sub_3_2-13438058.pngstep_2_sub_3_3-62f12d22.pngstep_2_sub_3_4-41d2d7ba.png
    4. Once you click OK you should see something like this:
      step_2_sub_4-e8cc0d8d.png
    5. Add the Integration System User that we created in step 1, to link it with the permissions of the group, and then click OK.
      step_2_sub_5-452c1438.png
    6. Then, just click OK and you will see something like the image below. Click Done.
      step_2_sub_6-42b30462.png
  3. Assign Permissions to the Security Group
    We will add the endpoints we want the ISU to access.
    1. Go to the search bar and write 'View Security For Securable Item'
    2. Click on the Report that appears as auto-complete in the dropdown.
      step_3_sub_2-6d77cb52.png
    3. After that, you will see this:
      step_3_sub_3-8357ea6f.png
    4. Write 'Job Postings', and click OK
      step_3_sub_4-dce0a31b.png
    5. Then you will see the following:
      step_3_sub_5-85ef341a.png
    6. Click on the 'Get Job Postings' menu
      step_3_sub_6-31c79298.png
    7. Click on 'View Security' as the image shows
      step_3_sub_7-ef34b625.png
    8. You will see the following:
      step_3_sub_8-9baea474.png
    9. For each element in the table: Job Postings Internal and Job Postings External, you will need to access the menu and click over 'Edit Permissions'
      step_3_sub_9-e19f6f3f.png
      1. You will see something like the images below, and on the Integration permissions table, click the + you see there
        step_3_sub_10-479561f9.pngstep_3_sub_10_2-dcd28565.png

      2. Look for the group we previously created
        step_3_sub_11-67ab1f35.png

      3. Click the Get box also in order to give read permissions, then click OK, followed by clicking Done
        step_3_sub_12-ca950230.png


    10. Repeat steps 3.1, 3.2, and 3.4 but now instead of 'Job Postings' write 'Job Requitisitons'
    11. Click on 'Get Job Requisitions (Web Service) (Web Service Task)' as in Step 3.7
    12. Then for the only element in the table 'Job Requisition Data' follow steps 3.9, 3.9.1, 3.9.2, and 3.9.3
    13. Repeat steps 3.1, 3.2, and 3.4 but now instead of 'Job Postings' write 'Interviews'
    14. Click on 'Get Interviews (Web Service) (Web Service Task)' as in Step 3.7
    15. Then for the only element in the table 'Candidate Data: Interview Schedule' follow steps 3.9, 3.9.1, 3.9.2, and 3.9.3
    16. Repeat steps 3.1, 3.2, and 3.4 but now instead of 'Job Postings' write 'Candidates'
    17. Click on 'Get Candidates (Web Service) (Web Service Task)' as in Step 3.7
    18. Then for each element in the table 'Prospects' and 'Candidate Data: Job Application' follow steps 3.9, 3.9.1, 3.9.2, and for this, we will check the Get and Put boxes like the image, finally just click OK and then click Done.
      step_3_sub_21-87954cd6.png
    19. On the search bar write 'Activate Pending Security Policy Changes', just click the task, add a comment and click OK
      step_3_sub_22-e4d9e877.pngstep_3_sub_22_2-441ba31d.pngstep_3_sub_22_3-ab7f0ef6.png
    20. Finally, you are able to use the new credentials for your Workday Integration!! Use the user name and password you just created for the ISU along with the URL for your Workday instance and paste them into the credentials fields above.


Allow ISU to create interviews

  1.  Permissions Setup - create a user based security group, allow it to create interviews, move candidates and list users
    1. Search for 'Create security group' in the action bar. In the modal that appears, select User-Based Security Group as the type and name it something like 'hiredintegrations-ubsg'.push_interviews_step_1_sub_1-020db82e.png
  2. Search for Assign Users to User-Based Security Group in the action bar. In the modal that appears, type the name of the newly created UBSG, submit the form and in the next screen type the name of our ISU (hiredintegrations) and confirm.
  3. In the action bar, search for 'Domain Security Policy Summary' and select 'Recruiting' as the functional area.
  4. Find the Candidate Data: Interview Schedule domain, hover over its name and click on the three dots that appear. Then select Domain > Edit Security Policy Permissions.push_interviews_step_1_sub_4-2a843d5d.png
  5. In the Edit Domain Security Policy Permissions screen, click on the + below Report/Task Permissions and in the item that appears, select the UBSG security group we created earlier (hiredintegrations-ubsg) and enable the 'Modify' checkbox.push_interviews_step_1_sub_5-a56b7bc3.png
  6. Repeat Step 5 but in the Integration Permissions session.
  7. In the action bar, search for the 'Edit Business Process Security Policy' and in the dialog that appears, select 'Interview' and confirm.push_interviews_step_1_sub_7-e354fcbc.png
  8. Find the 'Schedule Interview Team' action step, add the UBSG to the list of security groups. Repeat this step for the 'Schedule Interview' action step and confirm the changes.push_interviews_step_1_sub_8-916684c9.png
  9. In the action bar, search for 'View Security for Securable Item' and type 'Move candidate' in the text field. In the list that appears, find Move Candidate (Web Service) (Web Service Task) and click on 'View Security'.push_interviews_step_1_sub_9-cf7f3e49.png
  10. In the modal, hover 'Move candidate' security policy, click on the three dots that appears, hover 'Domain Security Policy' in the menu and select 'Edit Permissions'  push_interviews_step_1_sub_10-3438036f.png
  11. In the next screen, click the + and repeat Steps 5 and 6.
  12. Repeat Step 9 but type 'Get Workers' as the securable item, look for 'Get Workers (Web Service) (Web Service Task)' in the list and change permissions for the 'Worker Data: Public Worker Reports' security policy. For this you can give just View/Get permissions.push_interviews_step_1_sub_12-f9e8d0fb.png
  13. In the action bar, select 'Activate Pending Security Policy Changes'. In the dialog that appears, type a comment used for auditing this change, click next and confirm the changes. 
  14. Route create interview task to the user-based security group and create required workflow steps.
    1. In the action bar, search for 'Business Process Booklet', select 'Recruiting' as the functional area and 'Interview' as the Business Process Type.
    2. In the table that appears, find the business process definition you're using, hover over its name, click on the three dots that appear and then select Business Process > Edit Definition.push_interviews_step_2_sub_2-f3ac0fe9.png
  15. In the next screen, find the 'Specify' column in the table and look for the 'Schedule Interview' row. Then add the UBSG to the list of groups and confirm changes.push_interviews_step_2_sub_3-3b7a381c.png
  16. In the action bar, search for 'Business Process Booklet', select 'Recruiting' as the functional area and 'Job Application' as the Business Process Type and confirm.
  17. Hover over the business process definition and click on the three dots that appear.push_interviews_step_2_sub_5-31eae025.png
  18. Select Business Process > Edit Dynamic Definition and confirm the dialog that appears.push_interviews_step_2_sub_6-5b789119.png
  19. Click on the + below possible next steps.push_interviews_step_2_sub_7-72c0a525.png
  20. In the new row, select 'Interview' for the Specify column and 'Recruiter' for the group column. Confirm the changes.push_interviews_step_2_sub_8-493a485f.png
  21. Hover the magnifying glass and click on the three dots, then select 'Integration IDs' > 'Edit Reference ID'.push_interviews_step_2_sub_9-96c67c8a.png
  22. In the next screen, change the 'Reference ID Value' to 'HIRED_REVIEW_TO_INTERVIEW_WORKFLOW_STEP' and confirm.
  23. Repeat Steps 14 through 22 for the 'Screen' and 'Assessment' tabs in the 'Edit Dynamic Business Process Definition' screen. Use 'HIRED_SCREEN_TO_INTERVIEW_WORKFLOW_STEP' and 'HIRED_ASSESSMENT_TO_INTERVIEW_WORKFLOW_STEP' respectively for the Reference ID Values.




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