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Workday Integration Prerequisites & Setup Details

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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


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

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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