Note: This integration occurs by using Workday custom reports and has been tested on Workday enterprise edition version 32. 

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 end point 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:

  • 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 via Custom Fields
To map managers with 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 lower case manager label defined in Enboarder with spaces converted to “_” ( For example if manager Label in Enboarder is Report To Manager, the value in "Column Heading Override XML Alias" in should be report_to_manager). To define Mobile or Email for this manager user the Key name convention same as manager label but suffixed with _mobile or _email. ( Example - report_to_manager_mobile).

Note - The default "direct manager" is mapped with "manager key"

  • 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}}/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:

  • 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:

  • 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.

  1. Login as an admin user. Go to 'Settings' > 'Integration' > 'App centre'

  2. 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 report endpoints, Workday User ID and Password, and click on the next button.

5. 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

image2021-4-12_22-27-14.png

Note - All reports with type launch will be executed first and then update and last cancel reports by the system.

6. Next, select the data pull frequency (the interval at which the Enboarder server will report to get new candidates in Workday) and also select Job start time to specify the time when job should run. Then click on Integrate Now button.

7. 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.

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