Vacancy Recruiter & Hiring Manager Mapping & Vacancy Filter Instructions

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 controller 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 Manage
- Thusly, you must have the Recruiters & Hiring Managers as beamery users to be able to use the Mapping
The Vacancy Recruiter & Hiring Manager field 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:

View/Modify Access	Domain Security Policy	Functional Areas	Purpose
Get Only	Person Data: Work Email	Contact Information	Map Recruiter and Hiring Manager to Vacancy In Beamery when using Calculated field

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Additional Info about this guide

This guide also offers a way to filter their vacancies via conditions setup in your workday tenant, please consult an Integration Consultant before building this.

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Workday Configuration 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
Steps 2 to 5 for Vacancy Filter
- Step 2c - Create a field override service for Vacancy Filter
- Step 3c - Create a calculated field for Vacancy Filter
- Step 4c - Add Vacancy Filter override service to the integration system
- Step 5b - Configure the Vacancy Filter 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.

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:

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:

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

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.

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

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

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.

Add the text include in the Text Constant Field

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.

Add the text exclude in the Text Constant Field

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.

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

Then click OK. You will then see the below screen

Step 4c - Add Vacancy Filter 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 the Actions menu, then Integration System, then click on 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
Add beamery_vacancy_filter in the Integration Service column

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

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 Filter override service to use the calculated field

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

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

Then click OK

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.