This guide enables the mapping of the Job Requisition Recruiter & Hiring Manager in Workday to the Beamery Vacancy Recruiter and Hiring Manager fields.

How does this work?

• This works by configuring an integration system in Workday with a field override that contains a calculated field with the Recruiter/Hiring Manager email address
  • The logic to pull the email is controlled by you, the client.
  • This field will be sent on API responses when the Beamery Integration is pulling Job Requisitions
• The Beamery-Workday Integration will use that field value to look up a user in Beamery and assign them as the Recruiter/Hiring Manager
• If the email does not match any user in Beamery then the Workday Integration user is assigned as the Recruiter/Hiring Manager
  • Thusly, you must have the Recruiters & Hiring Managers as Beamery users to be able to use the mapping
• The Vacancy Recruiter & Hiring Manager fields in Beamery are single value fields
  • Thusly, we can only show one recruiter and one hiring manager on a vacancy

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I've completed the Workday configuration below, what should I do next?

If you're doing this as part of the initial implementation please let your integration consultant know, otherwise please reach out to our product support team, confirming that you've completed the setup.

Please ensure that the Beamery ISU Security Group in workday contains the following Security Domain:

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Workday Configuration Steps:

• 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_Overrides” - it’s important that both System Name and System ID are identical (case sensitive) but they can be named anything
• 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.

Steps 2 to 5 for Vacancy Recruiter Mapping 

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_Overrides” 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_Overrides 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 4b - Add Vacancy Recruiter override service to the integration system

• Search for the “View Integration System” report.

• Enter “Beamery_Vacancy_Overrides” 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 5b - Configure the Vacancy Recruiter override service to use the calculated field

• Inside the “View Integration System” page for the Beamery_Vacancy_Overrides 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_Overrides 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_Overrides 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.