search
  1. Beamery
  2. Integrations
  3. Applicant Tracking System - Workday
Vacancy Recruiter & Hiring Manager Mapping & Vacancy Filter Instructions

Last Updated:

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

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

att_5_for_3062005828.png

  • 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.

att_8_for_3062005828.png

  • 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:

att_1_for_3062005828.png

  • 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:

att_13_for_3062005828.png

  • 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.

att_9_for_3062005828.png

  • 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.

att_11_for_3062005828.png

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

image-20230329-134425.png

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

  • Search for the “View Integration System” report.

att_6_for_3062005828.png

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

att_7_for_3062005828.png

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

att_14_for_3062005828.png

  • 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.

att_15_for_3062005828.png

  • 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

att_16_for_3062005828.png

  • 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:

att_1_for_3062005828.png

  • 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.

att_6_for_3062005828.png

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

att_7_for_3062005828.png

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

att_14_for_3062005828.png

  • 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_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.

Repeat Steps 2 to 5 for Vacancy Filter

Step 2c - Create a field override service for vacancy filter

  • Search for the Create Integration Field Override Service task:

fb739713-4c3b-45fb-822f-1f5d257c8cef.png

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

916ec2ab-6c93-4961-93b4-455e6635745f.png

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

819fb8b5-d42f-4a26-9a59-1abe0c180cc9.png

Step 3c - Create a calculated field for Vacancy Filter

Step 3c1 - Create a calculated field for vacancy filter condition 1

  • Search for the Create Calculated Field task. Specify the field name as vacancy_filter_condition_1, the Business Object as Job Requisition, and the Function as Tue/False Condition. Then click OK.

bd40f3cd-7c05-4d78-99f6-202a0a7aceea.png

  • In the next screen, setup your first condition in a way where if the condition is met the integration should exclude the Job requisitions. Then click OK.
    • for example in the below screenshot, we are going to exclude requisitions that have the Division as Financial Services

bfc19a93-2940-4b76-b1f2-0ce9e4402cb8.png

 

Step 3c2 - Repeat step 3.2 once for each condition, as many times as needed

  • for example the second condition seen here in the below screenshot, we are going to exclude requisitions that have the Job Family as Executive
    2e8798c2-72b7-4d47-b5ab-07610b2a9363.png

 

Step 3c3 - Create calculated fields with a constant text include / exclude

Step 3c4 - Create the include calculated field

  • Search for the Create Calculated Field task. Specify the field name as text_constant_include, the Business Object as Job Requisition, and the Function as Text Constant. Then click OK.

94cc37c0-7b4f-4ebc-8015-eb7df100925b.png

  • Add the text include in the Text Constant Field

ce7351b9-b403-4c67-830a-68f354a9fbd2.png

Step 3c5 - Create the exclude calculated field

  • Search for the Create Calculated Field task. Specify the field name as text_constant_exclude, the Business Object as Job Requisition, and the Function as Text Constant. Then click OK.

1bdcbda9-4fa0-4375-81cd-589362d97452.png

  • Add the text exclude in the Text Constant Field

3bab7000-70fd-4752-b1b2-06044524bf32.png

Step 3c6 - Create the Final vacancy filter summary field

  • Search for the Create Calculated Field task. Specify the field name as beamery_vacancy_filter_value, the Business Object as Job Requisition, and the Function as Evaluate Experssion. Then click OK.

482f0f84-1acf-4c60-aa37-830969e38666.png

  • In the next window choose the Field Type as Text.
  • Add the calculated field from step 3.5.1 text_constant_include in the Default Value field
  • Add each of you condition fields from steps 3.2 & 3.3 in the Condition column
  • Add the calculated field from step 3.5.2 text_constant_exclude in the *Return Value if Condition is True column

91afd6f4-c224-4e3c-9b12-2fa7df1553a9.png

  • Then click OK. You will then see the below screen

cc78edef-35ed-4809-be8f-8b7637d16a12.png

Step 4c - Add Vacancy Filter override service to the integration system

  • Search for the View Integration System report

0c3333ed-9ab9-4e19-9780-1fe1c1cfb2d7.png

  • Enter beamery_vacancy_filter_owner in the Integration System text box, and click OK
  • Once inside the integration system, go to the Actions menu, then Integration System, then click on Configure Integration Services

2a063ad9-8d24-4a73-ad28-4815023f6610.png

 

  • 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
  • Add beamery_vacancy_filter in the Integration Service column

Please ensure they appear in the exact order they are in the screenshot below

41226853-6e93-428a-83cd-5e9f3c828145.png

  • 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.

0c9992ee-7937-4be7-9048-13e5b0fbfd30.png

Step 5b - Configure the Vacancy Filter override service to use the calculated field

  • Inside the “View Integration System” page for the beamery_vacancy_filter_owner system, click the Actions menu
  • Navigate to Integration System, click on Configure Integration Field Overrides

70b5a1c3-962a-4f90-a0d7-0d5259252b02.png

 

  • Then for the beamery_vacancy_filter service, add the field beamery_vacancy_filter_value in the Override External Field box

c04147ac-5cac-42bc-8b00-c50bda6b6419.png

 

  • Then for the beamery_primary_recruiter_email service, add the field primary_recruiter_email in the Override External Field box

052e25fe-92ef-4f00-9a05-b30dc1d7a16a.png

 

  • Then click OK

9ff436bf-a049-44b2-a5c4-913cb1a1c17c.png

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

att_17_for_3062005828.png

  • 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.

att_12_for_3062005828.png

  • 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.

att_4_for_3062005828.png

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

 

 

 

More in this Section
Workday Certified Integration - Technical Documentation Overview
Workday - Workday Skills Cloud Integration (WDSC)
Workday Integration Prerequisites & Setup Details
Vacancy, Contact & Application data mapping in detail
Workday ISU Account Creation
Workday Integration X509 Certificate based Auth
Configure Candidate Merge Permissions (Duplication Management)
Configuring a RaaS Integration - All Types
Vacancy Recruiter Mapping Instructions
Vacancy Recruiter & Hiring Manager Mapping Instructions
See all 15 articles