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Configuring a RaaS Integration - With Confidential Contacts

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Table of Contents

 

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 internal, external as well as confidential contacts & prospects that have been updated within a specified time period in Workday. You will create 3 types of reports to ensure all contacts coming from Workday to Beamery are flagged appropriately in the CRM.

  • Report Type 1 - A RaaS report that includes only public candidates

  • Report Type 2 - A RaaS report that includes only confidential prospects

  • Report Type 3 - A RaaS report that includes only confidential candidates

  • Report Type 4 - A RaaS report that includes only public prospects

 

Prerequisites:

Must have purchased Beamery’s executive search functionality and want to flag confidential contacts and/or prospects in Beamery.

 

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 (excludes confidential contacts).

You will need to repeat the below steps to create additional reports as needed. Beamery recommends creating the following reports:

  • 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 Hour: Changes from the past 1 hours

Report Type 1 - Create a RAAS in Workday for Public Candidates

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 ‘Internal and External Candidates’. Configure the ‘Columns’ section as shown below:

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Create A Filter

  • On the ‘Filter’ column, create an ‘And’ filter, with the Field set to ‘Last Candidate Update Moment’.

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  • 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’.

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  • 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’.

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  • 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.

Add an additional filter to ensure the candidate ID is not blank

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.)

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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.

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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).

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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).


Report Type 2 - Create a RAAS for Confidential Prospects

Follow the same steps as above to create an advanced report with the following information:
Name: Beamery_Confidential_Prospects_Hourly
Report Type: Advanced
Data Source: Prospects
Data Source Filter: All Prospects
Data Source Type: Indexed
Primary Business Object: Prospect
Optimize for Performance: False

  • Configure columns

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  • Configure the Filter

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Add an additional filter to ensure the candidate ID is not blank
  • Configure the Sub Level Filter

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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.


 

Report Type 3 - Create a RAAS for Confidential Candidates

Follow the same steps as above to create an advanced report with the following information:
Name: Beamery_Confidential_Candidate_Hourly
Report Type: Advanced
Data Source: Job Applications
Data Source Filter: All Job Applications
Data Source Type: Indexed
Primary Business Job Application
Optimize for Performance: False

  • Configure columns

63b56176-87c7-4152-87e0-0e93f2388f45.png

  • Configure the Filter

Add an additional filter to ensure the candidate ID is not blank

  • 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.


Report Type 4 - Create a RAAS for Public Prospects

Follow the same steps as above to create an advanced report with the following information:
Name: Beamery_Public_Prospects_Hourly
Report Type: Advanced
Data Source: Prospects
Data Source Filter: All Prospects
Data Source Type: Indexed
Primary Business Object: Prospect
Optimize for Performance: False

  • Configure columns

800e16f0-2280-4e55-818a-b75f6f8d358e.png

  • Configure the Filter

Add an additional filter to ensure the candidate ID is not blank

  • Configure the Sub Level Filter

05a92b3f-a1f2-4320-a386-8c9b42740e8d.png

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.



 

Possible RaaS reports for the Integration

Please consult with your integration consultant to understand which reports you might need 

# Report Name Lookback Frequency Type
1 Beamery_Public_Candidate_Hourly 1 hour hourly 1
2 Beamery_Public_Candidate_Daily 3 days daily 1
3 Beamery_Public_Candidate_Historical

90 days in sandbox

2 years in production

one off 1
4 Beamery_Confidential_Candidate_Hourly 1 hour hourly 3
5 Beamery_Confidential_Candidate_Daily 3 days daily 3
6 Beamery_Confidential_Candidate_Historical

90 days in sandbox

2 years in production

one off 3
7 Beamery_Public_Prospects_Hourly 1 hour hourly 4
8 Beamery_Public_Prospects_Daily 3 days daily 4
9 Beamery_Public_Prospects_Historical

90 days in sandbox

2 years in production

one off 4
10 Beamery_Confidential_Prospects_Hourly 1 hour hourly 2
11 Beamery_Confidential_Prospects_Daily 3 days daily 2
12 Beamery_Confidential_Prospects_Historical

90 days in sandbox

2 years in production

one off 2