Purpose
The scope of this integration guide covers a one-way data synchronization from the Workday ATS through Radancy’s Applicant Importer and consuming services: CRM, Employee Referrals, Insights & Analytics. The terms Applicant or Candidate can be used synonymously across ATS and Radancy systems, unless specifically stated. For the Workday-Radancy Applicant integration, we will be utilizing Workday’s RaaS and API Web Services.
Integration Security
CREATE INTEGRATION SECURITY SYSTEM (ISU)
The integration requires an integration system user (ISU) for each integration system and an unconstrained integration system security group (ISSG). This task must be performed by your security administrator or a Workday consultant with implementer security.
- Search for and launch the task “Create Integration System User”
- Enter the username. For example, ISU_Radancy (A legacy ISU_TalentBrew can also be used rather than creating a new ISU)
- Enter the password
- Re-enter the password
- Select the "Do Not Allow UI Sessions" checkbox
- Click the OK button
Note this ISU name and password and share it with Radancy.
CREATE INTEGRATION SYSTEM SECURITY GROUP (ISSG)
- Search for and launch the task “Create Security Group”
- Set the type as “Integration System Security Group Unconstrained”
- Give the security group a name. For example, ISSG_Radancy (A legacy ISSG_TalentBrew can also be used rather than creating a new ISSG)
- Click the OK button.
- Select the ISU you created previously.
- Click the OK button.
ADD SECURITY DOMAINS TO THE SECURITY GROUP
- Navigate to the related actions of the security group.
- Select “Security Group” option
- Click on “Maintain Security Permissions” option
Add the security policies outlined in the Security table below:
| Domain Security Policy Permissions | |||
| Operation | Domain Security Policy | Domain Security Inheriting Permission | Functional Areas |
| View Only | Candidate Data: Job Application |
Candidate Data: Assessment Results Candidate Data: Bundle Resumes Candidate Data: Eligibility Results Candidate Data: Interview Feedback Comments Candidate Data: Interview Feedback Results Candidate Data: Offer Details Candidate Data: Quick Stats Candidate Data: Sharing |
Recruiting |
| Get and Put | Candidate Data: Job Application |
Candidate Data: Assessment Results Candidate Data: Bundle Resumes Candidate Data: Eligibility Results Candidate Data: Interview Feedback Comments Candidate Data: Interview Feedback Results Candidate Data: Offer Details Candidate Data: Quick Stats Candidate Data: Sharing |
Recruiting |
| Get and Put | Move Candidate | Undo Move Candidate | Recruiting |
| View Only | Candidate Data: Edit Job Application | Recruiting | |
| Get Only | Manage: Location | Location: View | Organizations and Roles |
| Get Only | Job Requisition Data | Pre-Hire Process | |
| View and Modify | Custom Report Creation | System | |
| Get Only | Candidate Data: Gender | Recruiting | |
| Get Only | Candidate Data: Ethnicity | Recruiting | |
| Get Only | Job Requisitions for Recruiting | Recruiting | |
| Get Only | Manage: Evergreen Requisitions | Consolidated Candidate Pool Evergreen Reporting Link Evergreen and Job Requisitions | Recruiting |
The screenshot below shows how “Maintain Permissions for Security Group” will look in Workday. Once you have added all the domains, click the OK button.
NOTE: You may receive an alert telling you to activate pending security policy changes. In the upcoming sections, the guide will explain how to update the pending changes.
ACTIVATE PENDING SECURITY POLICY CHANGES
After you’ve confirmed all required permissions are added to the ISSG, we will activate your security changes. Search for and launch the task “Activate Pending Security Policy Changes.”
- Enter a meaningful comment such as the security group being updated and the person making the update.
- Click the OK button.
After clicking OK from the previous screen, you will be presented with a screen that would contain all the pending security policy changes for verification.
- Select the “Confirm” checkbox
- Click the OK button.
RAAS REPORT
This report will be used by Radancy to fetch any candidates who have had changes in job application statuses (including newly submitted applications) between the date time prompt values passed when calling this web service. The web service prompts for the following:
- Start_Date
- End_Date
Follow the instructions below to create the RaaS report.
CREATE CALCULATED FIELDS
As mentioned above the report will be configured to calculate a timeframe from which to fetch new or updated applications. To configure these ranges the following fields need to be added.
Create the following calculated fields that will be used in the RaaS report:
CREATE CUSTOM REPORT
- Search for and launch the task “Create Custom Report”
- Name the report as “CR_Job_Applications_Changes”
- Select the type as “Advanced”
- Select the data source as “Job Applications”
- Check the “Enable as Web Service” checkbox
- Uncheck “Fully Indexed Report” checkbox
- Click the OK button to proceed.
Configure the report as specified in the attached custom report export (CR_Job_Applications_Changes.xlsx).
After completing the configuration, your report should look like this:
Make sure the custom report is shared to the ISU_Radancy user if not owned (or legacy ISU_TalentBrew user).
CONNECTION ENDPOINTS
Radancy needs specific URLs to connect to Workday. This section explains how to look up for these URLs in Workday.
RAAS ENDPOINT
This endpoint URL will allow Radancy to call the RaaS Web service.
Find the custom report you had created and follow the steps below:
- Click on "Actions" icon
- Navigate to "Web Service"
- Select "View URLs"
- Populate both date fields. Any date will work.
- Click "OK"
Click on "Workday XML"
A new browser window will open, and you will be prompted to enter username and password. You don’t need to fill this in. On this page, you just want to grab the highlighted URL that will be on the browser’s address bar.
Make note of the highlighted URL and share it with Radancy.
WEB SERVICE ENDPOINT
This URL will allow Radancy to be able to make Workday API calls.
- Search and launch the task “Public Web Services”
- Filter on “Web Service” column to find “Recruiting (public)” web service
- Click on the rectangular action bar.
- Click on “Web Service” option
- Select “View WSDL”
A new browser window will open and the WSDL will be displayed. Scroll down on the WSDL and find the following section.
Make note of the highlighted URL and share it with Radancy.
DETAILS TO BE SHARED WITH RADANCY
Share the following with Radancy to establish the connection between Radancy and Workday:
- ISU name and password created on page #1
- RaaS endpoint URL referenced in page #14
- Webservice endpoint URL referenced in page #15
API CALLS
Web Service: Recruiting
Operations:
Get_Candidates (for candidate profile information – can include resume document collection, if made available)
Get_Evergreen_Requisitions (for general job information pertaining to evergreen reqs, job titles, req id, etc.)
Get_Job_Requisitions (for general job information, job titles, req id, etc.)
Web Service: Human_Resources
Operations:
Get_Locations (to pull job location information)
Note: Resume is part of candidate response, so we should be able to use the same CANDIDATE API to query for resume of candidate.
APPLICANT MODEL
The data pulled from the APIs will be mapped against Radancy’s standard applicant model for use within your Radancy TAC platform. A sample of our model is displayed below with added context for the value or purpose of the individual attributes.
| Requested Date | Purpose |
| Applicant ID | ATS unique identifier |
| Start Date | Nullable DateTime. Applicant’s start date (Hired state) |
| Address (Address, city, state, country, ZIP) | Physical location |
| Applications | Can be one or multiple for an individual |
| Application Id | Individual application identifier |
| Req Id | Associated job id (per application) – this will provide a link from the applicant profile to the job in CRM for all active jobs |
| Title | Job title – to display in CRM |
| Status | Current Status – needed for each application in a profile |
| Updated | Indicator of the date/time for the change in status allows for assessing priority |
| Job Information | Job req info |
| Business Unit | |
| Department | |
| Function | |
| Position Level | |
| Job Category | |
| Job City | |
| Job State | |
| Job Postal Code | |
| Job Region | |
| Job Country | |
| Custom Fields | Optional, ad hoc usage – lets discuss if you have needs |
| Educations | Applicant education experiences, this information will populate in the prospect profile in CRM |
| School Name | |
| Major | |
| Degree Obtained | |
| Date Range | Years attended |
| Email Address | Necessary unique identifier in our applicant system |
| First Name | |
| Last Name | |
| Phone Numbers | Phone numbers related to candidate profile, can have multiple fields for difference phone number types |
| Professional Summary | |
| Certification | Any known certifications |
| Work Experiences | Experience history of prospect will add content to profile in CRM |
| Company Name | |
| Title | Position/job title |
| Work Description | Many more skills can be derived if we get better descriptions from the applicant's profile (if available) |
| Date Range | Start and end dates for experience |
| Social Network Links | LinkedIn, Facebook, GitHub, etc. |
| Military service Info Resume Data (Raw resume) | Branch of service, rank, dates We can consume, display and parse this for data enrichment |
*Note – We understand the data available in your ATS will not necessarily encompass all these attributes. However, Radancy will work with you to identify the final mapping of your collected data against our standard model. We can also utilize resume documents/attachments to enrich applicant profiles within the CRM application. The ability to parse resumes will be dependent on the integration type available (API). Only the most recent application’s associated resume document for the applicant will be saved/stored for recruiting/sourcing use cases.