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
• Configure the integration for each interview
• Invite and review your video interviews
• Linking my account
• Scopes and permissions

Enable the Workday 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

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.
  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.

  4. 

Overview 

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

   

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

   

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

   

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"

   

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

   

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"

   

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"

   

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

   

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"

   

   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:

   

   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 the 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

      

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

      

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

      

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

      

      
      

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

      

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

   

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"

   

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

6. Click "OK"

   

Documentation of possible permissions

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:

Documentation of Custom Report fields