Page Contents
- Workday credentials | Workday URLs | Historic Vacancy sync date
- API Permissions required
- Security Domains Required
- API End Points Used
- Mandatory & Optional Permissions Explained
- Vacancy Stages Setup
Workday credentials | Workday URLs | Historic Vacancy sync date
Below are a list of pieces of information we need from you to be able to enable the integration.
| Details | |
|---|---|
|
WSDL URL (Public Web Service Endpoint) |
|
|
Tenant Name |
|
|
UserName |
|
|
Password |
|
|
Vacancy pull start date (which date in the past the customer wants to start pulling vacancies from WD into Beamery) |
DD/MM/YYYY |
|
Candidate counts (how many candidates are in your Workday Sandbox & Production instances) |
|
Helpful Guides
- To create the Integration Service User (ISU) see the guide Workday ISU Account Creation
- To setup x509 authentication (after your integration consultant has provided the x509 certificate to you) see the guide Workday Integration X509 Certificate based Auth
- To setup the Vacancy Owner Integration Override mapping field see the guide Vacancy Recruiter & Manager Mapping Instructions
API Permissions required
These are the Workday API permissions we require you to give us for the integration to work effectively:
Security Domains Required
|
View/Modify Access |
Domain Security Policy |
Functional Areas |
Purpose |
|---|---|---|---|
|
Get & PUT |
Candidate Data: Job Application |
Recruiting |
Pull and push Candidates and their applications into / from Beamery |
|
Get & PUT |
Candidate Data: Edit Job Application |
Recruiting |
Pull and modify a candidate’s job application when pushing from Beamery to Workday |
|
Get & PUT |
Candidate Data: Attachments |
Recruiting |
Get - Pull candidate attachments into Beamery Put - Push attachments into Workday |
|
Get & PUT |
Candidate Tags |
Recruiting |
Pull and push Candidate tags to / from Beamery |
|
Get & PUT |
Prospects |
Recruiting Succession Planning |
Pull and push Prospects into / from Beamery |
|
Get Only |
View Confidential Prospects |
Recruiting |
Pull Confidential Prospect to Beamery |
|
Get & PUT |
Create Confidential Prospects |
Recruiting |
Pull & Push Confidential Prospect to Beamery |
|
Get Only |
Job Information |
Jobs & Positions |
Get Job Family Groups for job requisitions |
|
Get Only |
Job Postings |
Recruiting |
Pull job postings into Beamery |
|
Get Only |
Job Postings: External |
Recruiting |
Pull external job postings into Beamery |
|
Get Only |
Manage: Evergreen Requisitions |
Recruiting |
Pull Evergreen Requisitions into Beamery |
|
Get Only |
Job Requisition Data |
Pre-Hire Process |
Pull job requisitions into Beamery |
|
Get Only |
Confidential Job Requisitions |
Recruiting |
Pull Confidential Job Requisitions to Beamery |
|
Get Only |
Manage: Location |
Organizations and Roles |
Get locations for vacancies |
|
Get Only |
Location: View |
Organizations and Roles |
Get locations for vacancies |
|
Get Only |
Person Data: Work Email |
Contact Information |
Map Recruiter and Hiring Manager to Vacancy In Beamery when using Calculated field |
|
Get Only |
Integration Build |
Integration |
Get references for several fields used by the integration. |
|
Get Only |
Reports: Prospect |
Customers |
for Contact RaaS Reports (if used) |
|
Get Only |
Candidate Reporting |
Recruiting |
for Contact RaaS Reports (if used) |
|
Get Only |
All Prospects |
Recruiting |
for Contact RaaS Reports (if used) |
|
Get Only |
Find Candidates: External |
Recruiting |
for Contact RaaS Reports (if used) |
|
Get Only |
Find Candidates: Internal and External |
Recruiting |
for Contact RaaS Reports (if used) |
|
Get Only |
My Candidates |
Recruiting |
for Contact RaaS Reports (if used) |
|
Get Only |
Manage: All Custom Reports |
System |
for Contact RaaS Reports (if used) |
|
Get Only |
Worker Data: Public Worker Reports |
Staffing |
Get contact data for workers (for mapping vacancy recruiter into Beamery) - if not using Calculated field for Vacancy Recruiter & Hiring Manager |
|
Get Only |
Worker Data: Current Staffing Information |
Staffing |
Get Position ID for workers (for mapping vacancy recruiter into Beamery) - if not using Calculated field for Vacancy Recruiter & Hiring Manager |
API End Points Used
Mandatory & Optional Permissions Explained
Mandatory permissions for PULL Vacancy
- Get_Job_Requisitions: Allows Beamery to periodically retrieve the newly created or updated vacancy
- Get_Locations: Used to retrieve more information about the Location found in the Requisitions
- Get_References: Used to resolve the values of references found in the Requisitions, as for example vacancy type
Optional permissions for Vacancy Pull
- Get_Workers: Used to assign an owner to the vacancy in Beamery.
Every vacancy that originates in Workday and is then created in Beamery is, by default, owned by the Beamery “integration.user” (this is a user we setup to act as the integration between both systems). To get requisitions from Workday we call Get_Job_Requisitions, which returns us the position id of the user. By granting permission to Get_Workers, this allows us to query this endpoint to reconcile this id with the email address of the actual Workday user. This then allows us to display the Vacancy Owner in Beamery in a meaningful way - namely by showing the name of the Owner rather than the generic Beamery “integration.user”.
There is an alternative to this by using a Vacancy Owner Integration Override Field, see guide for that here
- Get_Job_Postings: Used to extract a publicly accessible URL which will be used inside Beamery UI
- Get_Evergreen_Requisitions: Used to get Evergreen Requisitions from Workday into Beamery.
- Get_Job_Family_Groups: Used to find the Job Family Group for a job requisition in Workday, which is mapped to Department in Beamery. This requires Get_Job_Postings access to function correctly as the Job Family Group ID is found on the job posting. We use Get_Job_Family_Groups to map this ID to a readable value.
Mandatory for PULL Contact
- Get_Candidates: It allows Beamery to periodically retrieve the newly created or updated candidates
Mandatory permission for PUSH Contact
- Put_Candidates: Allows Beamery to push a contact to Workday
Vacancy Stages Setup
Vacancy stages must be set in Beamery to mirror Requisition stages in Workday. This is important for correct synchronisation of which stage a candidate is in (an application). Earlier in this document we covered the mapping of Vacancy Stages between Workday and Beamery. For implementation of the integration, we need a list of your Vacancy stages set in Workday, so that we can replicate them into Beamery. The table below is an example of this (stage values can differ as per your Workday setup).
| Workday Value | Workday API Value | Beamery Value |
|---|---|---|
|
Review |
REVIEW |
Review |
|
Self-Schedule Screen |
SCREEN |
Screen |
|
Manager Phone Screen |
SCREEN |
Screen |
|
Recruiter Call Back |
SCREEN |
Screen |
|
Interview |
INTERVIEW |
Interview |
|
Additional Interview |
INTERVIEW |
Interview |
|
Assessment |
ASSESSMENT |
Assessment |
|
Additional Assessment |
ASSESSMENT |
Assessment |
|
Candidate Info Request |
REFERENCE |
Reference Check |
|
Background Check |
BACKGROUND |
Background Check |
|
Offer |
OFFER |
Offer |
|
Hire |
HIRED |
Ready for Hire |
|
Unable to contact candidate |
DECLINED |
Declined by Candidate |
|
Candidate Withdrew |
DECLINED |
Declined by Candidate |
|
Does not meet job qualifications |
REJECTED |
Rejected |
|
Not eligible for position |
REJECTED |
Rejected |
|
Hired for other job |
REJECTED |
Rejected |
|
Other candidate hired |
REJECTED |
Rejected |