Integrating Workday ATS

Table of Contents

Overview

What Does the Integration Do?

Setup Instructions

Create an ISU in Workday

Assign ISU to Security Group

Configure Domain Security Policy Permissions for ISU

Required API Requests

Fetch Required Reference Documents

Connect Workday from Findem

Field Mapping

To Consider...

Known Limitations

Candidate Volume

Integration Overview

Connecting your Workday ATS with Findem allows you to access candidate information, boost collaboration and view all applicant data in both Findem and Workday without having to switch between platforms.

Findem’s integration with Workday ATS is a bi-directional sync between both platforms, meaning recruiters can accelerate their workflows. With this integration, you can:

• Save time and worry knowing that up to-date candidate information is displayed in both Findem and Workday 
• View all hiring/recruiter notes and attachments in Workday for a complete view of your candidate interactions
• Automatically create or update a candidate profile within Workday when a candidate responds to an email message

Note:

To help expedite your implementation, Findem requires that a login to your ATS environment be created for our usage. This login will be used to test the flow of information between the ATS and Findem, and by providing it directly to Findem, our engineers and technical staff can validate functions without needing your team to be present. Once the technical implementation is over, you can remove the Findem access from your account.

When you are introduced to your Findem project team, Findem will relay the name and email address of the project team member who will need said login.

In the event your ATS integration will include a sandbox and a production environment, we would request the login be created for both environments.

What Does the Integration Do?

Candidate Export 

Once Findem is integrated with your Workday ATS, you can export candidate data directly to your Workday profiles. Candidate profiles can be exported independently or combined with an application directly to a job requisition. 

Application Review and Disposition (Accept/Reject)

Findem allows recruiters to discover, score and prioritize applicants for any open role. Efficiently review candidate profiles and accept or reject applications with just a few clicks. 

Note:

To change your rejection email template, contact your Findem Customer Success Manager.

 

Candidate Rediscovery

Your ATS Data is mirrored in Findem and enriches a candidate’s profile with their ATS history. Candidate statuses, stages, rejection reasons and more are recorded so you have a full picture of your company’s engagement. Search and filter to find past applicants that are qualified for open roles. 

Candidate Refresh

Findem keeps candidate profiles in your ATS up to date while also de-duplicating candidates when searching via Findem.

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

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.
   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:
   

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.
   
6. Provide the Excel file to your Findem CSM or product expert.

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

To Consider...

• Note that candidate rejection reasons are powered by the permissions given by the Admin user. This can lead to situations where a user in Findem is able to access rejection reasons that are available due to the permissions of the API user, but be unable to use/access those same reasons because their user account lacks them in Workday. In short, Findem will respect the permissions and limitations setup on the Workday side, and will not overwrite them. For this reason, please ensure that the reasons available for the API user are also available for the general user population. 

Known Limitations

Note that as of now Findem does not support exporting candidate notes from Findem with the Workday integration. 

Candidate Volume

Findem recommends that a candidate population of a million records will take approximately 5 days to load. If you have approximately a million candidate records, please make that clear to the Findem project team to help set expectations for candidate loading. 

How long does it take for data to synchronize? 

Task	Time to synchronize
Export candidates	30 minutes
Import requisitions/candidates	1 hour + Indexing time
Live applications	4 hours
Notes/attachments/tags (if available for this ATS)	2 hours