Vacancy Recruiter & Hiring Manager Mapping Instructions

This is a new feature

Please consult your Integrations Consultant to determine if this can be enabled for you

You must have hiring managers as beamery users to be able to use the Hiring Manager Mapping

Steps are

Step 1 - Configure the integration system
Steps 2 to 5 for Vacancy Recruiter Mapping
- Step 2a - Create a field override service for Vacancy Recruiter
- Step 3a - Create a calculated field for Vacancy Recruiter
- Step 4a - Add Vacancy Recruiter override service to the integration system
- Step 5a - Configure the Vacancy Recruiter override service to use the calculated field
Steps 2 to 5 for Vacancy Hiring Manager Mapping
- Step 2b - Create a field override service for Vacancy Hiring Manager
- Step 3b - Create a calculated field for Vacancy Hiring Manager
- Step 4b - Add Vacancy Hiring Manager override service to the integration system
- Step 5b - Configure the Vacancy Hiring Manager override service to use the calculated field
Step 6 - Assign Integration System to ISU
Step 7 - Test the security of the field override

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Step 1 - Configure the integration system

In Workday, search for the Create Integration System task in the search bar:

Create a new integration system, specifying the System Name and System ID as “beamery_vacancy_owner” - it’s important this is entered correctly as specified (the integration won’t work without it).
For the template, select Cloud Integration Template.

When you’ve filled in the form as shown above, click OK. You should be presented with a summary of the integration system.

Step 2a - Create a field override service for Vacancy Recruiter

Search for the “Create Integration Field Override Service” task:

Call the service “beamery_primary_recruiter_email” (please use this exact spelling - the integration won’t work without it), and select “Job Requisition” for the Business Object. Enter “beamery_primary_recruiter_email” in the Fields grid as shown below:

Once you have done this, click OK. You should be presented with a summary of the service. Click “Done”.

Step 3a - Create a calculated field for Vacancy Recruiter

Search for the “Create Calculated Field” task. Specify the field name as “primary_recruiter_email”, the Business Object as “Job Requisition”, and the Function as “Lookup Related Value”. Then click OK.

On the next page, specify the Lookup field as “Primary Recruiter” and the Return Value as “Email - Primary Work”. You can leave the “Additional Info” section unchanged.

When this is done, click OK. You will be presented with a summary of the Calculated Field. Click Done to exit.

Step 4a - Add Vacancy Recruiter override service to the integration system

Search for the “View Integration System” report.

Enter “beamery_vacancy_owner” in the Integration System text box, and click OK.

Once inside the integration system, go to “Actions”, then Integration System > Configure Integration Services.

In the Custom Integration Services grid, add a new row by clicking on the “+” icon. Add “beamery_primary_recruiter_email” in the Integration Service column.

Click OK. This will take you back to the “View Integration System” screen. Under Custom Integration Services, you should see the new Integration Service you created.

Step 5a - Configure the Vacancy Recruiter override service to use the calculated field

Inside the “View Integration System” page for the beamery_vacancy_owner system, click Actions. Then navigate to Integration System > "Configure Integration Field Overrides".
Then for the “Override External Field” box for “beamery_primary_recruiter_email”, enter “primary_recruiter_email” - the calculated field you created earlier

When you have done this, click OK, and then click Done.

Repeat Steps 2 to 5 for Vacancy Hiring Manager

Step 2b - Create a field override service for Vacancy Hiring Manager

Search for the “Create Integration Field Override Service” task:

Call the service “beamery_hiring_manager_email” (please use this exact spelling - the integration won’t work without it), and select “Job Requisition” for the Business Object. Enter “beamery_hiring_manager_email” in the Fields grid as shown below:

Once you have done this, click OK. You should be presented with a summary of the service. Click “Done”.

Step 3b - Create a calculated field for Vacancy Hiring Manager

Search for the “Create Calculated Field” task. Specify the field name as “beamery_hiring_manager_email”, the Business Object as “Job Requisition”, and the Function as “Lookup Related Value”. Then click OK.

On the next page, specify the Lookup field as “Hiring Manager as of Fill Date” and the Return Value as “Email - Primary Work”. You can leave the “Additional Info” section unchanged.

When this is done, click OK. You will be presented with a summary of the Calculated Field. Click Done to exit.

Step 4a - Add Vacancy Recruiter override service to the integration system

Search for the “View Integration System” report.

Enter “beamery_vacancy_owner” in the Integration System text box, and click OK.

Once inside the integration system, go to “Actions”, then Integration System > Configure Integration Services.

In the Custom Integration Services grid, add a new row by clicking on the “+” icon. Add “beamery_hiring_manager_email” in the Integration Service column.

Click OK. This will take you back to the “View Integration System” screen. Under Custom Integration Services, you should see the new Integration Service you created.

Step 5a - Configure the Vacancy Recruiter override service to use the calculated field

Inside the “View Integration System” page for the beamery_vacancy_owner system, click Actions. Then navigate to Integration System > Configure Integration Field Overrides.
Then for the “Override External Field” box for “beamery_hiring_manager_email”, enter “beamery_hiring_manager_email” - the calculated field you created earlier

When you have done this, click OK, and then click Done.

Step 6 - Assign Integration System to ISU

Inside the View Integration System page for the beamery_vacancy_owner system:
click Actions (three dots), then navigate to Workday Account > Edit

On the following page, for “Workday Account” enter the ISU that will be used by the integration. Click OK.

Step 7 - Test the security of the field override

Inside the “View Integration System” page for the beamery_vacancy_owner system, click Actions. Then navigate to Integration Field Override > Test Security
On the following page, for “System User” enter the ISU that will be used by the integration, then click OK.

You should see that the calculated field is accessible to the user.
If the field is not accessible to the user, you will need to add to its security group the permission “Person Data: Work Email” from the “Contact Information” functional area, with “Get Only” access.

Once this is done, you can re-run the security test above to ensure that the field is accessible to the integration.