Vacancy Filter & Owner Mapping Instructions

This guide will help assist you in creating two integration field overrides, one for the vacancy owner field, and one to provide a greater level of control on vacancy filters

Step 1 - Configure the integration system

In Workday, search for the Create Integration System task in the search bar:

Create a new integration system, specifying the System Name and System ID as beamery_vacancy_filter_owner - it’s important this is entered correctly as specified (the integration won’t work without it).
For the template, select Cloud Integration Template.

When you’ve filled in the form as shown above, click OK. You should be presented with a summary of the integration system.

Step 2 - Setup Vacancy Owner Service & Field

Step 2.1 - Create a field override service for vacancy owner

Search for the Create Integration Field Override Service task:

Call the service beamery_primary_recruiter_email (please use this exact spelling - the integration won’t work without it), and select Job Requisition for the Business Object. Enter beamery_primary_recruiter_email in the Fields grid as shown below:

Once you have done this, click OK. You should be presented with a summary of the service. Click “Done”.

Step 2.2 - Create a calculated field for vacancy owner

Search for the Create Calculated Field task. Specify the field name as primary_recruiter_email (please use this exact spelling - the integration won’t work without it), the Business Object as Job Requisition, and the Function as Lookup Related Value. Then click OK.

On the next page, specify the Lookup field as Primary Recruiter and the Return Value as Email - Primary Work. You can leave the Additional Info section unchanged.

When this is done, click OK. You will be presented with a summary of the Calculated Field. Click Done to exit.

Step 3 - Setup Vacancy Filter Service & Fields

Step 3.1 - Create a field override service for vacancy filter

Search for the Create Integration Field Override Service task:

Call the service beamery_vacancy_filter (please use this exact spelling - the integration won’t work without it), and select Job Requisition for the Business Object. Enter beamery_vacancy_filter in the Fields grid as shown below:

Once you have done this, click OK. You should be presented with a summary of the service. Click “Done”.

Step 3.2 - Create a calculated field for vacancy filter condition 1

Search for the Create Calculated Field task. Specify the field name as vacancy_filter_condition_1, the Business Object as Job Requisition, and the Function as Tue/False Condition. Then click OK.

In the next screen, setup your first condition in a way where if the condition is met the integration should exclude the Job requisitions. Then click OK.
- for example in the below screenshot, we are going to exclude requisitions that have the Division as Financial Services

Step 3.3 - Repeat step 3.2 once for each condition, as many times as needed

for example the second condition seen here in the below screenshot, we are going to exclude requisitions that have the Job Family as Executive

Step 3.4 - Create calculated fields with a constant text include / exclude

Step 3.4.1 - Create the include calculated field

Search for the Create Calculated Field task. Specify the field name as text_constant_include, the Business Object as Job Requisition, and the Function as Text Constant. Then click OK.

Add the text include in the Text Constant Field

Step 3.4.2 - Create the exclude calculated field

Search for the Create Calculated Field task. Specify the field name as text_constant_exclude, the Business Object as Job Requisition, and the Function as Text Constant. Then click OK.

Add the text exclude in the Text Constant Field

Step 3.5 - Create the Final vacancy filter summary field

Search for the Create Calculated Field task. Specify the field name as beamery_vacancy_filter_value, the Business Object as Job Requisition, and the Function as Evaluate Experssion. Then click OK.

In the next window choose the Field Type as Text.
Add the calculated field from step 3.5.1 text_constant_include in the Default Value field
Add each of you condition fields from steps 3.2 & 3.3 in the Condition column
Add the calculated field from step 3.5.2 text_constant_exclude in the *Return Value if Condition is True column

Then click OK. You will then see the below screen

Step 4 - Add override service to the integration system

Search for the View Integration System report

Enter beamery_vacancy_filter_owner in the Integration System text box, and click OK
Once inside the integration system, go to the Actions menu, then Integration System, then click on Configure Integration Services

In the Custom Integration Services grid, add a new row by clicking on the “+” icon
Add beamery_primary_recruiter_email in the Integration Service column
Add beamery_vacancy_filter in the Integration Service column

Please ensure they appear in the exact order they are in the screenshot below

Click OK. This will take you back to the “View Integration System” screen. Under Custom Integration Services, you should see the new Integration Service you created.

Step 5 - Configure the override service to use the calculated field

Inside the “View Integration System” page for the beamery_vacancy_filter_owner system, click the Actions menu
Navigate to Integration System, click on Configure Integration Field Overrides

Then for the beamery_vacancy_filter service, add the field beamery_vacancy_filter_value in the Override External Field box

Then for the beamery_primary_recruiter_email service, add the field primary_recruiter_email in the Override External Field box

Then click OK

When you have done this, click OK, and then click Done.

Step 6 - Assign Integration System to ISU

Inside the View Integration System page for the beamery_vacancy_owner_and_filter system:
click the Actions menu (three dots), then navigate to Workday Account, then click on Edit

On the following page, for “Workday Account” enter the ISU that will be used by the integration. Click OK

Step 7 - Test the security of the field override

Inside the “View Integration System” page for the beamery_vacancy_owner_and_filter system, click the Actions menu.
Then navigate to Integration Field Override > Test Security
On the following page, for “System User” enter the ISU that will be used by the integration, then click OK.

You should see that the calculated fields are accessible to the user.
If the field is not accessible to the user, you will need to add to its security group the permission “Person Data: Work Email” from the “Contact Information” functional area, with “Get Only” access.

Once this is done, you can re-run the security test above to ensure that the field is accessible to the integration.