This document provides an overview of how candidate attachments are handled during the synchronization process between Workday (WD) and Beamery, focusing on the Attachment Push and Pull flows.
Candidate Attachment Categories
In Workday, candidate attachments fall into three broad categories:
- On the Prospect profile: "Resume" Attachments visible in the "Resume / Cover Letter" section on the Prospect profile.
- On the Job Application: "Resume" Attachments visible in the "Resume / Cover Letter" section on the Job Application profile.
- Candidate Attachments: The "Other Documents" section on both Prospect and Job Application profiles.
In Beamery, candidate attachments are categorized as:
- Attachments which are linked to applications.
- Attachments which are not linked to any applications.
Attachment Pull/Push Flow Comparison
The following table summarizes the different versions of the Attachment Pull and Push processes:
| Version | Attachment Pull | Attachment Push |
|---|---|---|
| Old (prior to late 2023) | - All attachments from Job Application & Prospect "Resume/Cover Letter".- Note: We don’t pull attachments from the "Other Documents" section of the candidate profile in WD. | - Skip push if document already exists in WD on either Job Application OR Prospect "Resume/Cover Letter".- Attachment pushed to every Job Application "Resume/cover Letter" associated to the candidates profile.- If no Job Applications exist, then push attachment to the Prospect profile’s "Resume/Cover Letter". |
| Current | - All attachments from Job Application & Prospect "Resume/Cover Letter".- Note: We don’t pull attachments from the "Other Documents" section of the candidate profile in WD. | - Skip push if document already exists in WD on either Job Application OR Prospect "Resume/Cover Letter".- Push the attachment to Prospect "Other Documents" section and not to specific Job application or Prospect profile. |
|
Future (enabled by request only) |
- All attachments from Job Application & Prospect "Resume/Cover Letter".- Note: We don’t pull attachments from the "Other Documents" section of the candidate profile in WD. | - Push attachment to Job Application "Resume/Cover Letter" in WD, if the attachment is linked to the Job Application in Beamery and if there is no existing attachment (with the same file name) in that specific Job Application in WD. |
Skipping Existing Attachments
During the CandidatePush flow, we prevent pushing an attachment back to Workday if it already exists. This check compares the existing attachments in Workday with the attachment from Beamery by comparing:
- File name
- File content
- Whether the WD Attachment ID is part of the Filename.
If any of these three criteria are met, the push of that attachment is skipped.
Future Implementation Workflow
Beamery suggests the following workflow for accurate Attachment Push strategies:
- A contact is added to a Vacancy (creating an Application) in Beamery.
- In the Vacancy workspace on the Smart Profile, users can upload a new attachment to that application.
- The Push to Workday interaction will then push that document into Workday (The usual Workday Push triggers still apply to initiate a sync back to Workday).
- The attachment will arrive in the "Resume/Cover Letter" section on the related Job Application in Workday.
- Please Note: Users will need to upload documents to the necessary Applications - there is currently no mechanism to "migrate" preexisting attachments to Applications.
Frequently Asked Questions
Attachment Validation
Since "attachment" refers to any type of document, is there a validation rule if it is a resume? For example, to prevent unofficial documents from being used in place of resumes.
The new Attachment Push will follow the same functionality as today. Within the profile, there is currently no validation to limit what users upload as attachments. Our new push of attachments to Workday will not differ in this functionality. We are not able to validate what is in the document—only the file format. So, if a document is downloaded and stored as file type PDF, that file can be uploaded into Beamery and pass our file type validation.
Recruiter/Sourcer Actions
Does a Recruiter/Sourcer need to add an attachment/resume in Beamery every time they want to add someone to a vacancy in WD?
No, a contact can be added to a vacancy without an attachment being added. The suggested workflow is:
- Candidate added to a Vacancy (and therefore an Application is created).
- In the Vacancy workspace, users can upload a new attachment to that application.
- The Push to Workday interaction will then push that document into Workday (The usual Workday Push triggers still apply to initiate a sync back to Workday).
- The attachment will arrive in the "Resume/Cover Letter" section on the related Job Application in Workday.
- Please Note: Users will need to upload documents to the necessary Applications - there is currently no mechanism to "migrate" existing attachments to Applications.
Outdated Resumes
What if an outdated resume exists in Beamery, but a contact is added to a new vacancy in WD? Will the old resume push over?
Old resumes will not get automatically attached to any newly applied Vacancy. This action must be completed manually, by attaching a document to the Application. This ensures that a fresh attachment can be uploaded without the risk of an older resume being pushed into Workday on the new application.
Direct Applicants
Direct applicants who flow from Workday to Beamery will not have their attachments pushed over to BM, correct?
We do Pull attachments from Workday to Beamery if the attachment is stored on the "Resume/Cover Letter" section of the Job Application that we are pulling.
On the Push, we will check whether an attachment already exists in the corresponding Job Application in Workday before we push it to Workday.
- If the attachment exists in the Job Application in Workday, we will not complete the push of that attachment into Workday.
- If it doesn't exist in Workday, we will push the attachment.