Configuring a RaaS Integration - All Contacts

Overview

Using a Workday Report as a Service (RaaS) improves the Beamery - Workday integration, allowing for faster updates of candidates, applications and attachments from Workday into Beamery. The steps below walk you through creating the necessary report(s) that will include only public prospects and candidates have been updated within a specified time period in Workday.

Configure security

For Beamery to execute the report remotely, we require our ISU to have access to an extra security domain. To the ISSG assigned to our ISU, please add the domain ‘Candidate Reporting’ from the Recruiting functional area with ‘Get Only’ access.

Share report details with Beamery

Once the above steps are completed, please send the namespace and URL of the report with your Beamery contact. We will be in touch if we need you to make any further changes.

Create additional reports for updated contacts

You will need to repeat the below steps to create additional reports as needed. Beamery recommends creating the following reports (please reference the ‘Create a filter’ section below and adjust accordingly):

Historical Report: Beamery recommends looking back 90 days for sandbox and 2 years for Production as best practice (Historical reports are only run once while the reports below will run on an ongoing basis).
Daily Report: Changes from the past 3 days
Every 1 Hour: Changes from the past 1 hour

Create a custom report in Workday to include updated public contacts

Search for the ‘Create Custom Report’ task in Workday. Select the ‘Advanced’ report type, and check the box ‘Enable As a Web Service’. In the Data Source section, enter ‘Find Candidates’ as the data source, and uncheck the box ‘Optimized for Performance’. Click ‘OK’.

On the next window, update the Data Source Filter to be "Existing and Purged Candidates"

Configure the report data

On the following page ‘Edit Custom Report’, select the Data Source Filter as ‘Existing and Purged Candidates’.
Configure the ‘Columns’ section as shown below:

Create a Filter

On the ‘Filter’ column, create an ‘And’ filter, with the Field set to ‘Last Candidate Update Moment’. Click on the ‘...’ button on the Last Candidate Update Moment field, and view the indexing information for the field.

In the example shown above, the report field ‘Last Candidate Update Moment’ has been indexed for filtering. While the resultant report is faster to execute, it also doesn’t show updates to candidates for several hours. If the ‘Last Candidate Update Moment’ field is indexed, then Beamery recommends creating a calculated field to point to the Last Candidate Update Moment field. This calculated field will not be indexed, so allows the report to track real-time updates to candidates. See the appendix for information on how to do this.
Next, select the Operator of the filter to ‘greater than’, and select the Comparison Type to ‘Value from another field’. For the Comparison Value, select ‘Create Calculated Field for Report’.

Then give the field a name such as ‘Current moment minus 1 hour’, set the business object to ‘External or Internal Candidate’, and the function to ‘Increment or Decrement Date’. Click ‘OK’.

On the next page, set the Date Field to ‘Current Moment’, and set ‘-1’ in the Hours to Add or Subtract field. If you wish the report to use a different time window, please adjust accordingly and inform your Beamery contact of the changes.
Click ‘OK’, and view the filter to ensure it is configured correctly.

Create A Sub-Filter

Click on the subfilter tab to create a subfilter to exclude confidential candidates as shown below.
(** Note: You will be creating separate reports that only include confidential contacts and prospects later in this document.)

Ensure the report is accessible by Beamery’s ISU

On the ‘Share’ tab of the report, under ‘Report Definition Sharing Terms’, select ‘Share with all authorized users’. This will allow Beamery’s ISU to execute the report.

Retrieve web service information

Go to the ‘Advanced’ tab of the report. Ensure that the checkbox ‘Enable As Web Service’ is selected, select v35.0 as the Web Service API Version, and note down the namespace (you will need to provide this to Beamery later).

When you are satisfied, click ‘OK’ to create the report. A summary of the report should be shown. Click ‘Actions’, then ‘Web Service’ and select ‘View URLs’.

On the next page, select ‘WSDL’. You will be taken to a new page. Copy the URL of this page from your browser. This is the URL of the new web service you created. The URL should end in “?wsdl”.
When you have finished making the report, run ‘test’ to check that the report runs as expected. It should print a list of candidate IDs for all candidates created within the time window you specified (default 1 hour).

Ensure the report is accessible by Beamery’s ISU

On the ‘Share’ tab of the report, under ‘Report Definition Sharing Terms’, select ‘Share with all

On the ‘Share’ tab of the report, under ‘Report Definition Sharing Terms’, select ‘Share with all authorized users’. This will allow Beamery’s ISU to execute the report.

Appendix

If your Workday system is set up to index the ‘Last Candidate Update Moment’ field, but you wish to receive updates as quickly as possible, then please create a calculated field of the type ‘Lookup Related Value’ that returns the Last Candidate Update Moment for a candidate. Use this calculated field in place of ‘Last Candidate Update Moment’ in the filter of the report.