What does the Workday + Enboarder Integration do? | The Workday integration allows you to launch employees into Enboarder Journeys in real-time. The integration will also update records as well as cancel records from Enboarder Journeys. For example, if a new hire's manager or start date changes, the integration can update this information. |
How long does it take to set up the Workday + Enboarder Integration? | Please allow up to 4 weeks for this integration to be completed, this includes time for scoping, development and testing. |
What resources will be required? | You’ll need to have a Workday expert and/or system administrator to assist in the completion of this integration. |
Some things to consider | This integration occurs by using Workday custom reports and has been tested on Workday Enterprise edition version 32. This integration can be managed across Parent/Child setups and also across regions. Speak to your Customer Success Manager for more details. |
Workday Custom Reports
Workday allows you to leverage business objects and data sources to access report data. Your Workday administrator can create reports to fetch data to use with other systems (such as Enboarder!). In this approach to integration between Workday and Enboarder, your Workday administrator will expose a report as a web service, and then share the endpoint with Enboarder.
Workday Business Objects
To get candidate data in a report, data from the below business objects and modules will be required (it can come from just one of the below three areas). These should be enabled in Workday for this integration:
Recruiting
Staffing
Human resourcing
The below business objects are required to pull candidate data:
Primary object:
Job Application
Related objects:
Staffing
Job Application event
Candidate
Recruiter
Candidate Recruiting Status
Job Application Process Statuses
Job Requisition
Manager
High level Design
Following this activation, below are the high level steps on how this integration approach works:
A report is created to fetch candidate data
The report API is exposed as a web service and configured in Enboarder
Enboarder's API will call this report API (based on a frequency that you set) to fetch report data
Enboarder's API will map the data as per specification and launch the workflow
Creating a Custom Report in Workday
Launch Candidate Report
Please follow the steps to creating a custom report:
Login to Workday with this URL: https://impl.workday.com/wday/authgwy/{{_instanceName_}}/login.htmld
Click on Reporting & Analytics in the 'Applications' section
Click on the 'Create Custom Report' tab under 'Actions'
Provide a name to this custom report and set the properties as per below:
Report Type - Advanced
Data Source - Job Applications
Fully Indexed Report - Yes
Enabled as Web service
Click 'OK'.
In the 'Additional Info' section, you can add columns and filters based on your requirements:
In addition to your specific requirements that you choose above, below are the mandatory columns that you need to select:
Mapping Managers & Stakeholders via Custom Fields
To map managers and stakeholders with their mobile numbers or emails, Custom fields should be used. The convention to be used for “Immutable Field Key” value of the custom field should be a lowercase stakeholder label defined in Enboarder, with any spaces converted to an underscore: “_”.
For example, if there is a stakeholder in Enboarder called Report To Manager, the value in "Column Heading Override XML Alias" should be report_to_manager.
To define Mobile or Email for this manager user, the key naming convention is the same as the stakeholder label, but suffixed with _mobile or _email e.g.
Note: The default "direct manager" is mapped with "manager key".
This means that the stakeholder name must remain as Direct Manager as this has been hardcoded into the Enboarder/Workday integration.
Other examples of stakeholders you may want to include in your journeys and map with the custom fields could also include, Recruiter, Onboarding Specialist, L&D Manager, or anyone else you want to be part of the experience.
Add a filter to get only hired candidates in last 24 hours or 12 hours based on frequency set in Enboarder tile
Based on Business requirement , more filter criteria can be added
Ex- candidates should be launched for particular cost centre
or business unitCandidate stage change to hire from yesterday to Today to get candidates who are hired with in 24 hours
Candidate Type is external, internal and external
Once the report is finalized, you will need to expose it as a web service. Click on 'Actions' > 'Web Service' > 'View URLs' > 'Rest Simple XML'.
Workday may prompt for your administrator credentials here again. Enter the credentials and note down the URL in the browser. This URL is required to integrate with Enboarder.
Note - In end of URL, the query parameter format value is simplexml, please change it to json
The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/GeHiredCandidates?format=json
In case you want to more query parameter, you can pass it. Ex- location=Sydney
The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/GeHiredCandidates?format=json&location=Sydney
Update Candidate Report
Please follow the steps to creating a custom report:
Login to Workday with this URL: https://impl.workday.com/wday/authgwy/{{_instanceName_}}/login.htmld
Click on Reporting & Analytics in the 'Applications' section
Click on the 'Create Custom Report' tab under 'Actions'
Provide a name to this custom report and set the properties as per below:
Report Type - Advanced
Data Source - Job Applications
Fully Indexed Report - Yes
Enabled as Web service
Click OK
In the 'Additional Info' section, you can add columns and filters based on your requirements:
In addition to your specific requirements that you choose above, below are the mandatory columns that you need to select:
and add filter to get only hired candidates in last 24 hours or 12 hours based on frequency set in Enboarder tile
Based on Business requirement , more filter criteria can be added.
Ex- candidates should be launched for particular cost centre
or business unitCandidate stage change to hire from yesterday to Today to get candidates who are hired with in 24 hours
Candidate Type is external, internal and external
Once the report is finalized, you will need to expose it as a web service. Click on 'Actions' > 'Web Service' > 'View URLs' > 'Rest Simple XML'.
Workday may prompt for your administrator credentials here again. Enter the credentials and note down the URL in the browser. This URL is required to integrate with Enboarder.
Note - In end of URL, the query parameter format value is simplexml, please change it to json
The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/UpdateCandidates?format=json
In case you want to more query parameter, you can pass it. Ex- location=Sydney
The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/UpdateCandidates?format=json&location=Sydney
Cancel Candidate Report
Please follow the steps to creating a custom report:
Login to Workday with this URL: https://impl.workday.com/wday/authgwy/{{_instanceName_}}/login.htmld
Click on Reporting & Analytics in the 'Applications' section
Click on the 'Create Custom Report' tab under 'Actions'
Provide a name to this custom report and set the properties as per below:
Report Type - Advanced
Data Source - Job Applications
Fully Indexed Report - Yes
Enabled as Web service
Click OK
In the 'Additional Info' section, you can add columns and filters based on your requirements:
In addition to your specific requirements that you choose above, below are the mandatory columns that you need to select:
and add filter to get only hired candidates in last 24 hours or 12 hours based on frequency set in Enboarder tile
Based on Business requirement , more filter criteria can be added.
Ex- candidates should be launched for particular cost centre
or business unitCandidate stage change to hire from yesterday to Today to get candidates who are hired with in 24 hours
Candidate Type is external, internal and external
Once the report is finalised, you will need to expose it as a web service. Click on 'Actions' > 'Web Service' > 'View URLs' > 'Rest Simple XML'.
Workday may prompt for your administrator credentials here again. Enter the credentials and note down the URL in the browser. This URL is required to integrate with Enboarder.
Note - In end of URL, the query parameter format value is simplexml, please change it to json
The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/CancelCandidates?format=json
In case you want to more query parameter, you can pass it. Ex- location=Sydney
The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/CancelCandidates?format=json&location=Sydney
Enboarder configuration
Following the above report creation, you will now need to configure this within Enboarder.
Login as an admin user. Go to 'Settings' > 'Apps & Integrations' > 'App centre'
Click on the tile 'Workday' (or search if you can't see it) for which you want the integration setup
3. Click on 'Add Integration'
4. Enter the workday report url to pull records. You can add multiple workday reports and define their type on this page. Click on Add Report button. Enter the URL and select the type of report:
Launch - The report to get new candidates and launch workflows in Enboarder
Update - The report to get candidates and update existing workflows in Enboarder
Cancel - The report to get candidates that decline the offer or leave the organization in workday so that we cancel these workflows in Enboarder
Note - To add multiple reports, please click on Add Report button . All reports with type launch will be executed first and then update and last cancel reports by the system.
5. Next add the workday id and password and select the data pull frequency (the interval at which the Enboarder server will report to get new candidates in Workday) and also select Job pull time to specify the time when job should run. Then click on Add Integration button.
6. Enboarder will validate the details and If there is no error, the system will mark the tile Workday as Integrated.
Once this tile is integrated, Enboarder will fetch the data based on your chosen frequency.
Mapping fields from Workday to Enboarder
To ensure that the data from Workday populates the new hire profiles in Enboarder, you will need to ensure that you have setup Categories and/or Custom Fields in Enboarder that have the exact same name as fields from Workday. Once you do this, the fields will automatically be populated in Enboarder with the values fetched from Workday.
Any questions on this? Reach out to your Customer Success Manager who will be able to assist you in getting this up and running.