This page aims to serve as a general one-pager for the Workday Bi-directional integration feed, to help you understand the available options within the Beamery Certified Workday Bi-directional integration
There are two components to enable in the bi-directional workday integration:
Component 1: Contact Updates Only
Enables bi-directional profile updates only, excluding the ability to create applications on behalf of a contact in Workday.
In this method, contacts that have already applied to a position in Workday will flow into Beamery and will then push any additional profile updates in Beamery back to Workday, updating their Workday profile. Profiles in Beamery are required to have an ATS ID for the update push to occur.
In this method, we would remove any 'add to vacancy' button in Beamery, removing the ability for Beamery users to add contacts to vacancies and hence not allowing for creating an application on behalf of a contact. Workday remains the source of truth for new applications.
Recruiters can send an invite to apply message from the Beamery platform, including a link to an open vacancy, to invite a candidate to the Workday application.
Component 2: Create a New Application and Contact
Enables bi-directional profile updates and includes the ability to start applications on behalf of a contact in Workday.
This component includes contact updates, where contacts that have already applied in Workday and exist in Beamery will have any additional profile updates in Beamery pushed back to Workday, updating their Workday profile.
This component adds a way to push a new contact from Beamery to Workday, creating a 'draft' application in Workday. This application does not auto-fill any questionnaire data, but pre-fills some of the candidate profile with the data that is in Beamery.
Method 1: This can be done by creating a pre-ats vacancy stage, which is a preliminary stage that exists in Beamery but does not exist in Workday. When a recruiter adds a contact into the vacancy in Beamery, it will go into the pre-vacancy stage and will then push the contact to Workday, creating the contact and application. This would occur on a scheduled basis and be triggered by a recipe in Beamery.
Method 2: This can also be done by enabling an Add to Workday button on the profile in Beamery. Selecting this button will create the new contact in Workday and will create the started applications for any vacancies they are attached to in Beamery. This action occurs in real-time when the button is selected.
It's important to note that the data push is inclusive of all data and vacancies attached to the contact profile in Beamery. If a contact is in a pre-vacancy stage for multiple vacancies, or if the Add to Workday button is used, an application will be started for all of the vacancies on that contact.
A custom notification will need to be created in Workday so that any contact application that is created by the Beamery integration is sent a specific wording different from your usual application's confirmation email. This notification would be required to invite the candidate to complete their application in Workday.
Effort & Resources Required
The effort is similar for both methods
- The correct PUT security domain permissions need to be assigned to the Beamery security group by your Workday admin team, see details here.
- Your recruitment process needs to take into consideration that data is being pushed from Beamery to Workday.
- If using Method 1: A custom Workday email notification will need to be created by your Workday team to send to any contact that is created by the Beamery integration.
Timeline
We recommend setting up the integration in a Workday implementation tenant with required PUT permissions as above, we can then connect your Beamery sandbox environment to that Workday tenant.
After that you can take as much time as you need to test the bi-directional integration behavior in your own Sandbox and Workday implementation tenant.
Once you're happy with the behavior in your sandbox then we can enable it in your production environment. We typically would need a few weeks lead time to plan the work and will discuss that with you once you've done the sandbox testing.
How to get started
If you're interested in exploring a bi-directional option let our support team know at support@beamery.com. An integration consultant will be assigned to support you.