The Workday Certified Integration allows you to seamlessly combine your team's sourcing and recruiting processes between Beamery and Workday. In Beamery, you can view Workday vacancies and Contacts sourced in Beamery are visible in Workday.

Understanding the Data flow with Bi-directional sync

In Beamery, users can trigger new prospects to be pushed to Workday. When users update contacts with a Workday ID, the updates are also synced to Workday in near-real time.

To better understand which files are pulled and pushed on all objects, please refer to this article. 

Workday Bi-directional PUSH

• Pushing Candidates from Beamery → Workday via the Put Candidate API
• Pushing Attachments from Beamery → Workday as part of the Candidate Push.
  
  • Attachments are pushed as part of the Candidate, currently they are not a separate entity.
  • This is a feature that can be turned on - so not all Bi directional customers have this enabled.
• This support article documents our WD integration prerequisites. All PUT permissions are required for the bi-directional integration.

Disabling Historic Application Push

To prevent old applications from reopening when pushing candidate applications from Beamery to Workday, Beamery utilizes an "Application Index." This index verifies whether an application should be pushed to ensure that only relevant and current applications are considered.

The Index will check if the application is:

• not present in Workday (i.e. deleted by the customer)
• and not present in Application Index (i.e. deleted previously)
• but it IS present in Beamery CRM.

If all these conditions are satisfied, Beamery will push the application to Workday, provided that the application was created in Beamery within the last two weeks. Any application which was created more than 2 weeks ago will not be pushed to Workday. This 2 week timeframe is configurable based on your organization's needs. If your configuration is set to 2 weeks and you would like to change that timeframe, please reach out to your Customer Success Manager (CSM). 

It is important to note that this check only applies to candidates that already exist in Workday. It does not apply to candidates created in Beamery that do not yet exist in Workday. Therefore, if Beamery does not have an ATS ID for a candidate, the application index will deem that candidate as not existing in Workday, and will therefore not prevent the push. 

For candidates without an ATS ID, it is possible that prior applications could reopen on the Push back into Workday. A resolution for this possibility is currently in development.

Candidate Push Triggers

Regardless of where a contact originated (Beamery or Workday), a connection is established between records in the two systems. Beamery stores the ATS ID from Workday on the Beamery contact and therefore:

• IF a Beamery contact has an ATS ID (and thus is already related to either a Candidate or a Prospect in Workday), updates made to any of the following fields in Beamery on the Contact Profile will trigger a sync where all of the available PUSH for the contact will be pushed, not just the updated field.
  
  • add profile tag
  • add skill
  • add global tag
  • add experience
  • update phone
  • add education
  • update email
  • update location
  • update name
  • add language
• IF a Beamery contact does not have an ATS ID (i.e. the contact originated in Beamery) then an update to the Contact Profile will not trigger a sync. If you would like to trigger a Candidate Push on a contact without an ATS ID, then the PUSH would need to be triggered either:
  • Via the ‘Add to Workday' button in the Contact Profile
  • Via a Recipe Automation
    • Trigger:  When contact is added to a vacancy - any vacancy
    • Filter: Only contacts with a Vacancy Stage of “Send to WD”
    • Action: “Add to Workday"

Are Contact PUSHed as Prospects or Applicants?

• IF the contact does NOT have an ATS ID, meaning they were not a previously a candidate, and is NOT attached to a Workday Vacancy in Beamery, then Beamery pushes the contact as a Prospect into Workday This can be done, for example, via the “Add to Workday” button.
  
• IF the contact does NOT have an ATS ID, meaning they were not a previously a candidate, IS attached to a Workday Vacancy in Beamery and is NOT currently attached to the Job Requisition in Workday, then Beamery pushes the contact as a Candidate applicant to the attached Vacancy at the first “Review” Stage.
  
• IF a contact DOES have an ATS ID, meaning they were previously a candidate or prospect, and IS attached to a Workday Vacancy in Beamery and is NOT already attached to the Job Requisition in Workday, then Beamery pushes the contact as a Candidate applicant on the attached Vacancy. 
  
• IF a contact DOES have an ATS ID, meaning they were previously a candidate or prospect, IS attached to the Workday vacancy in Beamery, and IS already attached to the Job Requisition in Workday, then the push will only update the Candidate profile in Workday.
  

System Behaviors to be Aware of

• Converting a Prospect to a Candidate in Workday usually results in a duplicate Contact syncing to Beamery. This happens because the two types of Workday Contacts (prospect and candidate) have different ATS IDs. Merging these in Workday will not cause the duplicates to merge in Beamery.
• In this case, users will need to use the Merge Candidate feature to synchronize the candidate profile merges made on the Workday side, by merging the same Contacts in Beamery. This feature is not yet available for our bidirectional integration customers.

Considerations when purging / deleting any Prospects or Candidates in Workday

As we currently do not sync any deletion updates from Workday, it is possible to have scenarios where Contacts remain in Beamery after they have been removed in Workday. In this case, the ATS ID is linked to a deleted WD Candidate. This would result in the PUSH to Workday failing because the ATS ID attached to the contact in Beamery no longer exists in Workday. Beamery does have mechanisms in place to remove ATS IDs from Beamery Contacts that will ensure the PUSH can complete. This additional step involves a coordinated effort with a member of the Beamery engineering team. Please speak with your Customer Success Manager (CSM) or Beamery Product Support to arrange this step.