Workday Integration

Workday’s recruiting integration with Willo allows you to seamlessly invite your candidates to a Willo interview. In this article, we will cover how to:

Enable the Workday integration

Note: When the integration is enabled, all data will be synchronized. The next synchronization could be up to 3 hours later. For the most seamless integration process, please ensure you have configured all of the jobs you wish to pull through to Willo before enabling the integration.

To get started, visit the Integrations page within the Willo application and search for the Workday integration. Alternatively, click here.


Expand the integration tile and select Enable. This will launch a pop-up and you will need to grant access permissions to Willo in order for the integration to work. More information about this configuration is available in our integration guide below.

Once you have enabled this, you will be taken through the secure one-time authorization process onscreen in order to complete the connection. 


Once this is done, you will have successfully enabled the integration - you should see an ‘Enabled’ status appear. 


Configure the integration for each interview

Once you have enabled the integration, you will notice an integration dropdown within each of your interviews.


By clicking on this dropdown, you will see the most recent list of jobs from Workday. 


In order to connect one, or many jobs to this interview, you will need to select the desired job and corresponding trigger stage (the point in your process when an invite should be sent to the candidate) and select Apply as shown in the screenshot below. 



Invite and review your video interviews

Once your Workday job and Willo interview are successfully connected, each time you move a candidate to the defined stage(s) within Workday then they will automatically receive an invitation to participate in the interview. 


Once they have responded to the interview, Willo will send their response back to Workday and you will be able to access it in the ‘Websites’ field as outlined below:

  1. Log into your Workday instance
  2. Open the Find Candidates report
  3. Search for the candidate you want to look at
  4. Click on it to open the candidate view
  5. Scroll down to the "Websites" section. You will find a link to the interview response


Note: Please be aware that this integration is subject to 3-hour synchronization intervals and as a result, data will not live update. If you are in need of more frequent synchronization intervals, please get in touch with support@willo.video


Linking my account

Prerequisites 

  • Ensure you are an admin of your Workday account before starting.
    1. After logging into Workday, search for "View API Clients"

    2. If you can not see this menu item, you are not an admin of the Workday account.

      Workday_find_Service_URL.png

    3. If you do not see this menu item, figure out who your Workday Admin is and ask them to give your account sufficient permissions or to take over the integration process.

Overview 

Estimated, overall setup time: 30 minutes.

Fundamentally, there are 3 main steps you have to complete to set up the integration:

1. You have to create a new integration system user and security group for that user, 

2. You have to assign the required permissions to the security group and activate the changes,

3. (Optional, rarely needed: You have to generate a new API client.) 


That's it! The rest of this document is a step-by-step walkthrough of everything you need to know and do to set up the integration.

Find your Workday Service URL

  1. Click on the "Search" field at the top and enter "View API Clients"

  2. Click on the task "View API Clients" that just appeared

    Workday_find_Service_URL.png

  3. At the top of the page that just appeared find and copy the "Workday REST API Endpoint"

    Workday_see_Service_URL.png

Add an integration system user (ISU)

  1. Click on the "Search" field at the top and enter "Create Integration System User"

  2. Click on the task "Create Integration System User" that just appeared

    Workday_create_ISU.png

  3. In the dialog box that just opened, enter a username and generate a secure password.

    You can leave the other fields untouched

  4. At the bottom of the dialog box, click "OK"

    Workday_configure_ISU.png

Add the ISU to your list of system users

While the newly created ISU will work for linking your Workday account, its password will expire after some time unless you add it to your list of system users.


Create a security group and assign the ISU to it

  1. Click on the "Search" field at the top and enter "Create Security Group"

  2. Click the task "Create Security Group" that just appeared

    Workday_create_security_group.png

  3. On the page that just appeared locate the dropdown "Type of Tenanted Security Group" and select "Integration System Security Group (Unconstrained)"
  4. For the "Name" enter the value of the "User Name" when creating the ISU earlier (in this case it would be test_isu, but yours will be different)

  5. At the bottom of the page, click "OK"

    Workday_configure_security_group.png

  6. On the next page, add the user you created earlier to the  "Integration System Users" field. You can do this by clicking on the field and typing in the name of the ISU (in this case "test_isu")

  7. After that, click "OK"

    Workday_edit_security_group.png

Add the required permissions to the security group

  1. Click on the "Search" field at the top and enter "Maintain Permission for Security Group"

  2. Click on the task "Maintain Permission for Security Group" that just appeared

    Workday_maintain_permissions_of_security_gruop.png

  3. In the window that just appeared, make sure you have the option "Maintain" selected
  4. Click the field "Source Security Group", enter the name of the group (in this case test_isu) and click enter. Then click on the security group to select it.

  5. Click "OK"

    Workday_select_security_group_to_maintain.png

  6. In the window that just appeared, you can add the permissions you want for the ISU. You can find the list of permissions needed in the connection flow.

    Workday

  7. The list of permissions here is only an example. Please check your own permissions in the connection flow. If you want to know why each permission is needed, go through our permissions table

    For each permission, repeat the following process:

    1. Make sure the tab "Domain Security Policy Permissions" is selected

    2. Click on the icon with the "+" on it

      Workday_add_new_domain_security_permission.png

    3. Click on the cell in the column "View/Modify Access"

      Workday


      If the permission says "Get:", select "Get Only". Otherwise, select "Get and Put"

      Workday

    4. Click on the cell in the column "Domain Security Policy".

      Workday


      Type in the name of the policy (i.e. "Integration: Build"), hit enter and click on the item that just appeared in a list

      Workday

Activate your changes

After making any changes to your Workday security policy settings, make sure to apply those changes by executing the "Activate Pending Security Policy Changes" task. Without that, none of your changes will take effect.

  1. Click on the "Search" field at the top and enter "Activate Pending Security Policy Changes"

  2. Click on the task "Activate Pending Security Policy Changes" that just appeared

    Workday_activate_pending_security_changes_task.png

  3. In the window that just appeared, add any comment for applying the changes (i.e. "Grant ISU test_isu necesssary permissions for integratons"

  4. Click "OK"

    Workday_activate_pending_security_task_comment.png

  5. In the new window, check the box "Confirm"

  6. Click "OK"

    Workday_activate_pending_security_policy_changes_confirm.png



Documentation of possible permissions

View/Modify Access Security Explanation
Get Only Worker Data: Public Worker Reports

Reading public information about a worker. Public means any worker within the organisation can view this information about another worker (for example first name, last name etc.)

Always needed when reading any worker data
Get Only Worker Data: All Positions

Reading position related information of a worker. For example manager, location, job title etc. Also allows us to read status data about the worker.

Always needed when reading any worker data
Get Only Worker Data: Workers

Retrieving any worker data from Workday's webservices

Always needed when reading any worker data
Get Only Person Data: Mobile Phone Needed if reading worker's mobile phone number
Get Only Person Data: Home Address Needed if reading worker's personal home address
Get Only Person Data: Date of Birth Needed if reading worker's date of birth
Get Only Person Data: Ethnicity Needed if reading worker's ethnicity
Get Only Person Data: Marital Status Needed if reading worker's marital Status
Get Only Person Data: Home Email Needed if reading worker's personal Email
Get Only Person Data: Work Email Needed if reading worker's work Email
Get Only Person Data: Gender Needed if reading worker's gender
Get Only Person Data: ID Information Needed if reading identifiers such as SSN and National ID. Used exclusively to read the SSN.
Get Only Worker Data: Current Staffing Information Needed if reading information about the status of a worker. Used for termination_date, employment_status
Get Only Worker Data: Employment Data Needed if reading employment related data. Used for termination_date, employment_status
Get Only Worker Data: Compensation by Organization Needed if reading compensation data for workers. Used for pay_currency, pay_period and pay_rate in employments.
Get Only Worker Data: Current Staffing Information Needed if reading information about the status of a worker. Used to determine termination_date
Get Only Worker Data: Employment Data Needed if reading employment related data.
Get Only Manage: Organization Integration Needed if reading group information (cost centers and companies)
Get Only Worker Data: Organization Information Needed if reading which worker is in which group (cost centers, departments, and companies)
Get Only Manage: Location Needed if reading job locations

Scopes and permissions

In order to enable the Willo and Workday integration, Willo requires access to your Workday account. By enabling the integration, you will need to grant the following permissions:

Read Jobs name, description, confidential, weekly hours, employment type, status, visibility, category, department, post url, experience level, salary amount, salary amount from, salary amount to, salary currency, salary period, location, opened at, closed at, created at, updated at
Read Applications outcome
Read Candidates first name, last name, company title, confidential, source, phone numbers, email addresses, social media, location, created at, updated at
Read Application Stages name
Read Tags name
Create and manage Candidates all
Create and manage Applications all



Documentation of Custom Report fields

Business Object Field Column Heading Override / Column Heading Override XML Alias
Worker Workday ID remote_id
Worker Employee ID employee_number
Worker Business Title job_title
Worker Employee Type employment_type
Worker Termination Date termination_date
Worker Date Of Birth date_of_birth
Worker Gender gender
Worker Active Status job_status
Worker Manager ID manager_id
Worker Total Pay - Frequency pay_frequency
Worker Total Base Pay - Amount pay_rate
Worker Primary Position Effective Date for Position start_date
Worker Primary Position Workday ID prim_pos_wid
All Locations Reference ID location_id
All Locations Workday ID remote_id
All Locations Primary Address address_primary
All Locations Primary Address - Line 1 address_line_1
All Locations Primary Address - Line 2 address_line_2
All Locations Primary Address - City address_city
Location - Primary Position Workday ID primary_loc_wid
Job Family Workday ID job_family_id
Job Family Group Name group_name
Job Family Job Family Name job_family_name
All Positions / Jobs Workday ID position_wid
All Positions / Jobs Effective Date for Position start_date
All Positions / Jobs Business Title job_title
All Positions / Jobs Time Type employment_type
Cost Centers Workday ID remote_id
Cost Centers Name name
     
Group Column Headings    
Business Object Group Column Heading Group Column Heading XML Alias
All Locations locations locations
All Positions / Jobs positions positions
Job Family groups groups
Location - Primary Position primary_location primary_location
Worker Primary Position primary_position primary_position
Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us