Workday Integration Switching to RaaS - What You Need To Know

This page aims to serve as a general one page for switching the Workday contact integration from a time-based strategy to a RaaS-based strategy.

The time-based strategy has some limitations:

Confidentiality is not consistently assigned on the sync from Workday to Beamery.
Limited filtering capabilities, as well as no control on the population synced from Workday to Beamery.
When filtering out internal candidates, the time-based strategy will result in external candidates being stuck at the offer stage in Beamery and never progressing to hired stage after they get hired.
Updates to applications take at least a few hours to get to Beamery, and updates for applications that are older than 30 days only sync from Workday to Beamery on Saturdays.

The RaaS-based strategy solves all of the above considerations:

Using RaaS-based strategy we can consistently assign Beamery profile confidentiality on contact to reflect their confidentiality in Workday exactly.
Using RaaS-based strategy we can support an increasingly complex level of candidate filtering that's managed in the workday tenant on the report setup.
Using RaaS-based strategy we can filter out internal candidates without leaving external candidates stuck in offer stage when they get hired, and will correctly move them to Hired stage.
Update to all applications and contacts will sync to Beamery within an hour of happening in Workday, see the following table for a comparison:

Candidate Pull Default Windows

Entity Category	Time-Based	RaaS-Based
New Vacancies & Updates to existing vacancies	Every 15 minutes	Every 15 minutes
New Applications & New Contacts only	Every 15 minutes	Every hour
Updates to Applications made within the last 30 days Updates to Contacts created within the last 30 days	Every 2 hours	Every hour
Updates to Applications made within the last 2 years Updates to Contacts created within the last 2 years	Every Saturday	Every hour
Contact Push to Workday (if enabled)	Triggered (within 5 mins)	Triggered (within 5 mins)
Candidate Merge Feature (if enabled)	Every 15 minutes	Every 15 minutes

Effort & Resources Required

Your Workday admin team will need to configure the required RaaS reports. There are 4 types with a detailed guide for each in the guide linked here.
- Public Candidates: this is required for all clients
- Confidential Candidates: this is required for clients that want to sync confidential candidates and have them marked as confidential in Beamery
- Public Prospects: this is required for clients that want to sync public prospects to Beamery
- Confidential Prospects: this is required for clients that want to sync confidential prospects and have them marked as confidential in Beamery
The correct permissions need to be assigned to the Beamery ISU Security group.
- These can be found in the guide here (you'll see the purpose is detailed as 'for Contact RaaS Reports' in the table).
- There is also a guide on how to add security domain as part to the ISU creation guide here

A Beamery integration consultant will have to make configuration changes on your integration, and from a functional Beamery user perspective there will be no change.

Timeline

Once you've configured the RaaS report(s) on your Workday tenant and have updated the permissions as above, we can work with you to set a time for the transition.

We typically would need a few weeks lead time to plan in the work and we will discuss that with you to align.

The configuration change will happen over a few hours with no downtime to the integration, so no data is lost.

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.