Introduction

We have an API based integration with the Job Profile in Workday HCM via the Submit_Job_Profile end point, which is part of the Human_Resources web service of Workday.

This is the push of skills data added to Job profiles in our Job Architecture platform. 

Workday users can then view the skills on the Job Profile - but also, when creating a Job Requisition, those Job Profile skills will be inherited onto the Job Requisition within Workday.

Key details of the Integration:

• New Job Profiles would not be created via this push, we are only updating the skills on an existing Job Profile.
• We can however add newly added skills to the Job profile in Beamery (but an existing skill in WD) to existing Job Profiles.
• We always push “Remote” skills and never create “Maintained” skills in Workday on the Job profile.
  • Meaning, we are using skills in WD that are associated with WDSC.
• We push the Skill and it’s proficiency to the Job profile, along with if the skill is required or not.
• We recommend customers have the JA RaaS reports configured as a pre-requisite.
• Customers must only ever create Job Profiles in Workday, as this is not an action that can be done via Beamery JA portal UI today.
• IF customers make a skills edit to a Job Profile in WD, then it will depend on the cadence of our RaaS report pull on how frequently we can adopt those changes and reflect them in Beamery.
  • We recommend adding new skills to the Job Profile (Role) in Beamery only.

Note: If your preferred method of authentication is cert based, then please follow these steps after Beamery provides you with an x509 cert: Workday Integration X509 Certificate based Auth

Workday Configuration Steps

Create Integration System User (ISU)

Note: If you already have a workday ATS integration setup with beamery, then these set of steps will not be needed

Step 1: The first step in creating the ISU account is to start with the Workday task, “Create Integration System User”. You can go to the search bar to type in the task name.

Step 2: Select a username and type in a secure password of your choosing. Please make sure that you uncheck the box, “Require New Password at Next Sign In”

Step 3: Click “Done”.

Step 4: Confirm ISU account has been created by viewing “All Workday Accounts” and filter on the username you created

Create Security Group

Note: If you already have a workday ATS integration setup with beamery, then these set of steps will not be needed

In order for Beamery and Workday to exchange the necessary information for the integration to work, the ISU account must have the proper permissions. In order to do that, we must create a security group and assign the proper domain security policies to that group.

Step 1: Run the “Create Security Group” task.

Step 2: When creating the group, the group type must be “Integration System Security Group (Unconstrained). Select a name for the group and click “OK”

Step 3: Assign the ISU account you created to your new security group and click “OK”.

Set the necessary ISU Permissions within Workday

The Integration uses Submit_Job_Profile API endpoint, which allows to create or update Job Profiles in Workday. Job Profiles are part of “Jobs & Positions” Functional area under Workday HCM.

To successfully execute this API, a Business process Security Policy must be configured to allow the user to perform required action.

• Navigate to Edit Business Process Security Policy

• Search for and select Business Process Type: Manage Job Profile and click OK

  

• Under Who Can Start the Business Process Section, locate Initiating Action: Submit Job Profile (Web Service)

  

• Enter the security group that you set up earlier in this guide (the security group which contains the ISU user).
• Once these changes are submitted, we need to activate these security policy updates.
• Navigate to the task: Activate Pending Security Policy Changes, and complete the following actions.

In Addition to the above changes, the Workday Skills Cloud must also be enabled.