Syncing Greenhouse Custom Fields From Workday

Rather than constantly checking Workday and Greenhouse to ensure fields are identical in both places, you can set up the integration to automatically sync your custom fields across both systems. When a custom field in Greenhouse is designated as a Workday sync field, it is no longer editable inside of Greenhouse. Visually, this changes the custom field editor page from an editable list of options:

 

To a bulleted list of options pulled from Workday:


Updates to these fields will occur once every hour, when Greenhouse will make a request from Workday and get the current list of options. It will then reconcile the new list with the existing options in Greenhouse, adding any new ones and deleting any options that no longer exist.

Important: Greenhouse cannot prevent Workday from deleting an option, even if it is currently in use on a job in Greenhouse. You should use caution not to remove any fields from Workday unless you are absolutely sure they are no longer needed.

 

Making Service Calls

 There are two different ways that Greenhouse can sync with Workday’s custom options. The first is used when Workday’s API offers a service call to get the list directly. The second is used when Workday does not offer this call, which requires additional work by either the customer or their Workday service provider.

Direct Service Call

The Workday web service API offers several methods to retrieve option lists that are used in their system. Greenhouse can support many of the option lists described in Get References Operation in the Integrations Web Service, which includes over a hundred useful lists of country codes and various internal Workday category codes.

The following steps are required to use any of these fields in Greenhouse:

  1. Create a single-select or multi-select custom field in Greenhouse on the Configure > Custom Options page.
  2. Alert your Greenhouse account manager that you would like this field to be automatically synced with Workday.
  3. On the Get Reference Operation page, specify which list you'd like the Greenhouse custom field to sync to.
  4. Credentials must be provided to Greenhouse with access to the Integration Service.

That’s it! Your account manager will communicate this with Greenhouse’s engineering department and the syncing should be activated within 1-3 business days.

Indirect Service Call

In some cases, customers may wish to sync a Greenhouse option list which does not have a direct service call in Workday. The most common example of this is the “Supervisory Organization” list from Workday -- This list is not offered on the Get References page, but is usually a required field to create a position.

In these cases, Greenhouse is still able to sync the lists, but it requires some extra work on the customer’s part. Either the customer or their Workday provider must provide an accessible list in XML format which Greenhouse can poll once daily to get the list of options. Once the list is retrieved, Greenhouse will attempt to reconcile the lists as described above. The XML format must contain A) a unique ID, which Greenhouse will use to determine if the field is new, existing, or removed, and B) the text as the customer would like it to appear in the Greenhouse custom field selector.

The process for creating these fields follows:

  1. Create a single-select or multi-select custom field in Greenhouse on the Configure > Custom Options page.
  2. The customer or their Workday vendor must generate a Report-as-a-service that contains all the options in the custom field.
  3. Customer should provide the destination of this report to Greenhouse; it may be placed behind username/password credentials.
  4. Once this is in place, notify your account manager of the custom field you’d like to sync and the location of this report. 

Your account manager will then notify the engineering department. This configuration is slightly more complex and may take up to 5 business days to complete.

 

Expected Format of the Report

Greenhouse expects the Report-as-a-service to be in SimpleXML format. The elements in the report can have any name, as long as the report is in this general format. For instance, the elements of the report are not required to be “Supervisory_Organization” and “Supervisory_Organization_ID” -- they can be anything as long as they are in this xml format.

<wd:Report_Data>
   <wd:Report_Entry>
      <wd:Supervisory_Organization>Org Title 1</wd:Supervisory_Organization>
      <wd:Supervisory_Organization_ID>ORG1</wd:Supervisory_Organization_ID>
   </wd:Report_Entry>
   <wd:Report_Entry>
      <wd:Supervisory_Organization>Org Title 2</wd:Supervisory_Organization>
      <wd:Supervisory_Organization_ID>ORG2</wd:Supervisory_Organization_ID>
   </wd:Report_Entry>
   <wd:Report_Entry>
      <wd:Supervisory_Organization>Org Title 3</wd:Supervisory_Organization>
      <wd:Supervisory_Organization_ID>ORG3</wd:Supervisory_Organization_ID>
   </wd:Report_Entry>
</wd:Report_Data>
 
 
 
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