Purpose

This document covers technical and implementation focused information regarding the design of the Beamery | Workday integration.

Objective of the Beamery | Workday Integration

The Workday Certified Integration allows you to seamlessly combine sourcing and recruiting processes between Beamery and Workday. In Beamery, you can view Workday vacancies and Contacts sourced in Beamery are visible in Workday.

In Summary: How the Integration works

Integration Flow Design & Diagrams

Data Flow Design - Bi-directional

Workday to Beamery

The below entities are ingested into Beamery periodically.

• Candidates - see below section entitled Candidates: Pulling Workday Candidates into Beamery
• Vacancies - every 15 minutes
• Candidate Attachments - Candidates: Pulling Workday Candidates into Beamery
• Candidate Applications - Candidates: Pulling Workday Candidates into Beamery

Beamery to Workday

In Beamery, users can trigger new prospects to be pushed to Workday. When users update contacts that have a Workday ID, then such updates are also synced to Workday in near-real time.

Integration Design Details

• Requisitions - Workday to Beamery

Workday is treated as the source of truth for Requisitions / Applications. As such, Requisitions sync from Workday to Beamery, and not from Beamery to Workday.

• Contacts - Beamery to Workday

Workday Recruiting is used as an applicant tracking system, Beamery is used as a talent management system. The primary objective is to be able to source qualified candidates in Beamery, which you as a user can then push to Workday Recruiting as well as pushing new applications to Workday.

• Contact deduplication

Both Workday and Beamery have functionalities to identify duplicates by e.g. email. It is worth considering merging duplicate candidates in Workday before ingestion into Beamery.

Dictionary & Mapping

Vacancy, Contact & Application data mapping in detail

• Vacancies / Requisitions Data Mapping
  • This page includes details around Vacancy Stages, Vacancy Status, & Vacancy Type (Time Type)
• Contact & Application Data Mapping (Work in Progress, please ask your Integration Consultant)

Filters

Ingestion and Filtering of Candidates from Workday into Beamery

In Beamery Best Practice, all candidates are synced by default from your Workday instance to your Beamery instance (up to a maximum of 2 years based on the Creation Date of the candidate in Workday). Beamery’s enrichment functionality gives you an up-to-date view of a candidate, increasing the pool of quality candidates at your disposal for hard-to-fill roles.

Contact Filtering Contacts to be synchronized from Workday to Beamery can be filtered out based on the below three filters as are visible in the Workday Web Service API response. Customers can select which of the below filter(s) to apply. No other filters are included. Do Not Hire (bool) Excludes candidates marked as ‘Do Not Hire’ in Workday. Worker_Reference Excludes internal candidates as defined by the existence of a value in the Worker_Reference field in Workday. Confidential (bool) Excludes candidates marked as “Confidential” in Workday. Your Customer Success implementation team will discuss this with you during the discovery process.

Deduplication & Merging

When we call the Get_Candidates API, and get a list of Candidates, we look for:

• New Candidates
• Updates to candidates that exist in Beamery

There are two cases in which candidates will be merged:

Scenario 1

If we see in that Get_Candidates call two or more candidates that share the same:

• Email Address
• Workday Candidate_ID

exist, then one of these Candidates (A) is ingested into Beamery, and the second (B) ‘duplicate’ is merged into the first (A).

Note: Scenario 1 sometimes fails to deduplicate, due to the design of how we ingest candidates.

• We see duplicates if there’s a one existing Beamery Contact and b a matching new WD Candidate coming in
• To sync WD Candidates as fast as possible we sync up to 40 at the same time
• If the matching WD Candidates are in that 40 coming in at the same time, then neither is a Beamery Contact, and both are added

Scenario 2

If when we make the Get_Candidates call, we see that in that response there is a candidate (A) that shares an:

• Email Address
• Workday Candidate_ID

With an existing Contact in Beamery (B), (A) will be merged into (B)

Scenario 3

If for any reason the deduplication detailed in Scenarios 1 & 2 above fail, the user in Beamery is notified in the Beamery Contact Page for either Candidate (A) or (B), that one of these candidates is likely a duplicate of the other. The user can then choose to manually merge them.

Beamery can exclude all candidates that we see in the Get_Candidates call that share the same Email Address and / or Candidate_ID from being ingested into Beamery at all.

Contact deletion

Both Workday and Beamery have functionalities to delete contact data, the contacts or the applications. Deletion tends to be reserved for users with high permission, which can be done individually in each tool. Supporting individual deletion can be reviewed in future iterations.

Contact GDPR

Both Workday and Beamery have their own features to comply with GDPR regulations. Data deletion requested by candidates does not usually occur regularly at large scale. You are able to use both Workday and Beamery GDPR capabilities as individual tools during the first few iterations of the integration.

Prerequisites & Setup

Building the Workday Integration is simple from a client's perspective, you can find everything detailed in the page Workday Integration Prerequisites and Setup Details 

Triggers & Frequency

Candidates: Pulling Workday Candidates into Beamery

The Workday integration for a company can only use one of the two following strategies, either a Time-based strategy or a RaaS-Based Strategy:

• In Time-Based Strategy

Candidate are ingested into Beamery in a number of sliding windows, based on when candidates were created or last applied to a job requisition in Workday. The principle we use is that ‘active’ candidates (as defined by having been created or applied to a requisition recently), and updates to such candidates should be ingested into Beamery frequently. Candidates that are less ‘active’ (that were created for example 18 months ago, and have not applied to a requisition recently), are ingested into Beamery less frequently. Below is an illustration of this principle, and the various time windows we use (note: the windows described below are default and are configurable).

We specify these time windows in our requests to Workday by utilising the Request_Criteria element in the Workday Web Service API, specifically the Created_From and Applied_From fields.

• In RaaS-Based Strategy

Candidates are ingested into beamery by calling the RaaS API endpoint, and then pulling their data from the Workday Web Service API. Each RaaS API endpoint is from a report built to give us a specific lookback window of updates (for example: candidates updated in the last 1 hour, candidate updated in the last 3 days)

Candidate Pull Default Windows

Attachment Pull Default Windows

Vacancies and Contacts - The flow of data

Feature	Workday to Beamery	Rules	Beamery to Workday	Rules
Vacancy
Create Vacancy
Update Vacancy
Confidential Vacancy		We pull in confidential vacancies and map them as 'Private' in Beamery. Private vacancies in Beamery are only visible by Super Admins and Vacancy Owners
Contact
Create Contact without vacancy		Every 1 hour we pull Candidates from Workday into Beamery		By clicking the 'Add to Workday' button, or by using a Recipe trigger
Create Contact with vacancy		Every 1 hour we pull Candidates and Applications from Workday into Beamery		By clicking the 'Add to Workday' button, or by using a Recipe trigger
Update Contact		Every 1 hour we pull Candidates from Workday into Beamery		By using a Recipe, or can be configured to auto-update when a change is made to a contact in Beamery
Confidential Candidates		We pull in confidential candidates [with prospect profile] from Workday and mark them as confidential in Beamery. Only Super admins and users who have had the candidate shared with them have permission to view a confidential candidate.
Contact Attachment (Max size 5mb)
Merge Contact		If a candidate profile is merged in workday to another profile, we also merge the same two profiles in Beamery