Workday ATS Integration Admin Setup Instructions

Note, you must be a Findem admin user, as well as have Workday admin credentials to complete these steps. For more on the functionality and value of the Workday integration, check out this article.

Setup Instructions

1. Create an integrations systems user (ISU) in Workday
2. Assign ISU to Security Group
3. Give ISU Domain Security Policy
4. Run a check to make sure Domain Security matches the API requirements
5. Provide Required Reference Documents to Findem
6. Provide API credentials to Findem
7. Mapping ATS Stages for Inbound Applicants

Create an Integrations Systems User (ISU) in Workday

To create an integration system user:

1. Sign in to your Workday tenant using an administrator account. In the Workday Application, enter create user in the search box, and then click Create Integration System User.
   
2. Complete the Create Integration System User task by supplying a user name and password for a new Integration System User. Note that "&", "<", or ">" characters cannot be included in the password.
   1. Leave the Require New Password at Next Sign In option unchecked, because this user will be logging on programmatically.
   2. Leave the Session Timeout Minutes with its default value of 0, which will prevent the user's sessions from timing out prematurely.
   3. Select the option Do Not Allow UI Sessions as it provides an added layer of security that prevents a user with the password of the integration system from logging into Workday.

Assign the ISU to a New Security Group

1. In the Search field, type: create security group.
2. Select the Create Security Group task. The Create Security Group page appears.
3. Select Integration System Security Group (Unconstrained) from the Type of Tenanted Security Group drop-down.
4. Type a name in the Name field. Make a note of this [Group name]. You'll need it in the next section.
   
5. Click OK. The Edit Integration System Security Group (Unconstrained) page appears.
6. In the Name field, type the [Group name] you just created.
7. In the Integration System Users field, type the [User Name] you created previously.
8. Click OK.
   

Configure Domain Security Policy Permissions for the ISU

1. From Workday, in the Search field, type: Maintain permissions for security group
2. Select the Maintain Permissions for Security Group task. The Maintain Permissions for Security Group page appears.
3. Select the Maintain Operation, as necessary.
4. Ensure the Source Security Group name is the same as the [Group name] you just assigned.
5. Click OK.
   

6. Add the corresponding Domain Security Policy Permissions with GET operation:

   Domain Security Policy Permissions
   Operation	Domain Security Policy	Domain Security Policies Inheriting Permission	Functional Areas
   View Only	Job Requisitions for Recruiting		Recruiting
   Get Only	Manage: Evergreen Requisitions		Recruiting
   Get Only	Job Requisitions for Recruiting		Recruiting
   Get Only	Job Postings: External		Recruiting
   Get Only	Job Requisition Data		Pre-Hire Process
   Get Only	Worker Data: Public Worker Reports		Staffing
   Get Only	Person Data: Legal Name		Contact Information
   Get Only	Prospects	Prospect Sharing	Recruiting Talent Pipeline
   View Only	Job Requisition Data		Pre-Hire Process
   Get and Put	Candidate Data: Job Application	Candidate Data: Bundle Resumes Candidate Data: Other Jobs	Recruiting
   Get and Put	Candidate Data: Personal Information	Candidate Data: Birth Place Candidate Data: Citizenship Status Candidate Data: Date of Birth Candidate Data: Disabilities Candidate Data: Ethnicity Candidate Data: Marital Status Candidate Data: Military Status Candidate Data: Nationalities Candidate Data: Religion Candidate Data: Sexual Orientation & Gender Identity Candidate Data: Social Benefits Data	Recruiting
   Get and Put	Candidate Data: Attachments		Recruiting
   Get and Put	Candidate Data: Other Information	Candidate Data: Photo	Recruiting
   Get Only	Worker Data: All Positions		Staffing
   Get and Put	Move Candidate	Reactivate Job Application Undo Move Candidate	Recruiting
   Get Only	Person Data: Work Email		Contact Information
   Get Only	Set Up: Recruiting	Set Up: Career Sites Set Up: Job Postings Set Up: LinkedIn Middleware Set Up: Questionnaire Calc Fields	Recruiting Talent Pipeline
   Get Only	Integration Build		Integration
   Get Only	Worker Data: Current Staffing Information		Staffing
   Get Only	Questionnaire Creation and Distribution		System
   Get Only	Candidate Data: Questionnaires		Recruiting
   Get Only	Questionnaire Results		System
   Get Only	Job Postings: External		Recruiting

Create Source for Candidate Exporting

The Workday Admin user must create a new source for Findem in Workday in order for candidate exporting to work. From your Workday admin portal:

1. Type in "maintain recruiting source." Select the result.
2. If you're adding the source to a new source category:
   1. Click the + sign at the top left.
   2. Name the recruiting source category.
   3. Click on the + sign next to it on the right.
   4. Name the new source (e.g., Findem).
3. If you're adding the source to an existing source category: 

1.  
   1.  
      1. Find that source category (e.g., Recruiter Sourced).
      2. Click the + sign next to it on the right.
      3. Name the new source (e.g., Findem).

Required API Requests

For reference, see the Recruiting section in Workday’s Soap API. Your Workday Admin user will need access to all of the below APIs and Domain Security Policies, then provide copies to your Findem Customer Success Manager (CSM). 

https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v39.1/Recruiting.html

Request	Directory	Data	Findem SKU
Get_Workers This request is used to map recruiters within Workday to users of the Findem platform.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Staffing/v40.1/Staffing.html	All	Sourcing
Get_Workers Position_Data.Position_ID
Get_Candidates NOTE: Add the Get_Candidates permission with Job_Requisition_Reference filter   This request is used to retrieve candidate data and enrich Findem’s enriched candidate profile.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Get_Applicants	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Get_Candidate_Attachments This request is used to retrieve candidate data and enrich Findem’s enriched candidate profile.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Get_Job_Requisitions NOTE: Add the Get_Job_Requisitions permission with Job_Requisition_Reference filter   This request is used to link a job requisition to a Findem Search.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Get_Evergreen_Requisitions NOTE: Add the Get_Evergreen_Requisitions permission with Job_Requisition_Reference filter   This request is used to link a job requisition to a Findem Search.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Get_Positions This request is used to link a job requisition to a search and collect job metadata.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Get_Job_Postings This request is used to identify open jobs available via the job board.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Put_Candidate This request is used to export candidates from Findem either as a prospect or to a job requisition as an applicant.	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Put_Candidate_Attachment	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Sourcing
Move_Candidate	https://community.workday.com/sites/default/files/file-hosting/productionapi/Recruiting/v40.1/Recruiting.html	All	Inbound Application Review
Get_Event_Detail	https://community.workday.com/sites/default/files/file-hosting/productionapi/Integrations/v40.1/Integrations.html	All	Analytics
Get_References	https://community.workday.com/sites/default/files/file-hosting/productionapi/Integrations/v40.1/Integrations.html	All	Analytics

Fetch Required Reference Documents

Your Workday Admin user will need to provide copies of the following reference documents and share them with your Findem CSM.

• A CSV copy of the Domain Security Policies granted to the ISU (steps completed above). This enables Findem to ensure we have all of the necessary permissions.
• A PDF copy of the Dynamic Business Process Definition - Job Application (Default). This enables Findem to disposition (advance/reject) candidates to the correct stages based on your Workday/business setup. See the attachment at the bottom of this article for an example of what we need. To fetch a copy of this:

Instructions on How to Fetch Dynamic Business Process Definition

1. As the Workday Admin user, from the Workday search bar type in bp: job app
   
2. Select Job Application (Default Definition).
   
3. Select View Dynamic Definition.
   
4. Click OK.
   
5. Select the Export as Excel icon in the top right corner. This will download an Excel file to your computer.
   

Update the Business Process Definition File

To update the BPD file at any time:

1. From the Integrations > Workday menu, click Step Mapping > Options > Delete File.
2. A modal will appear. Choose Delete File again to permanently erase the existing file.
3. Once back on the main Step Mapping page, select the option to Upload your Workday Business Process File.
4. Upload the new BPD file, and you're all set.

Connecting Workday with Findem

When finishing the connection from within Findem, you will need the following:

1.  
   • Company Domain/Tenant Name
   • Username
   • Password
   • Service URL/Endpoint
2. Log into Findem and navigate to Admin > Integrations.
   
    
3. From the Connect ATS menu, select Manage > Connect your ATS system.
   
    
4. Select Workday from the ATS options.
   
    
5. Fill in the requested fields and click Save.

   • Company Domain/Tenant Name: Your Company Domain or Tenant Name is part of your URL when you’re logged into Workday. This is represented in the following area in your org's Workday URL: https://impl.workday.com/tenant_name/d/home.htlmd

   • Username: This is the ISU's login username
   • Password: This is the ISU's login password
   • Service URL/Endpoint: In your Workday account, search for Public Web Services and view the report. Scroll down and click the three dots next to Recruiting: Public, then select Web Service > View WSDL. A new tab will open with an XML file. Using the Find feature in your browser (press Ctrl + F if you are using Windows, or Cmd + F on a Mac), search for soapbind:address. The URL on this line contains your service endpoint. Example: https://wd-2impl-services1.workday.com/

Field Mapping

When exporting data and objects from your Workday ATS to Findem, use the table below to ensure you have accurate mapping.

Findem Field	Workday Object	Workday Field Name
Candidate Name	Candidate	Name_Data
Work Experience	Candidate.Job_Application_Data	Resume_Data.Experience_Data
Company	Candidate.Job_Application_Data	Resume_Data.Experience_Data.Company_Name
Location	Candidate	Contact_Data.Location_Data
Title	Candidate.Job_Application_Data	Resume_Data.Experience_Data.Title
Email	Candidate	Contact_Data.Email_Address
Education	Candidate.Job_Application_Data	Resume_Data.Education_Data
Tags	Candidate	NA
Attachments	Candidate	Candidate_Attachment
Notes	Candidate	NA
Activity Feed	Candidate	NA
LinkedIn URL	Candidate	Contact_Data.Website_Data
Findem Profile URL	Candidate	Contact_Data.Website_Data
Skills	Candidate.Job_Application_Data	Resume_Data.Skill_Data

Mapping ATS Stages for Inbound Applicants

To map various stages from your Workday ATS to Inbound applicants in Findem:

1. Head to Integrations > Workday > Manage > Stage Mapping.
   
    
2. Select from the dropdowns:
   1. Which ATS stages should be in the Inbound Applicants tab
   2. Which ATS stages should be excluded when advancing an application
   3. Which rejection reasons should be excluded when rejecting an application
3. Scroll down to group and map existing ATS stages to Findem stages. This helps us organize your data into logical buckets. Click and drag any applicable variable within each stage. You can also set SLA days for each stage.

Troubleshooting User Mapping Issues

If you encounter user mapping issues between Findem and Workday, follow these steps:

1. Verify that your Workday email matches the email used in Findem.
2. Check if your legal name matches the name in the Workday system.
3. Ensure you have the correct permissions and access rights in both systems.

If problems persist, contact Findem Support with your specific email addresses and usernames for assistance.