Overview

The candidate.fyi Workday integration connects your Workday account with candidate.fyi, enabling seamless data synchronization.

Prerequisites

1. Security Administration access in Workday.

What candidate.fyi will need

This guide brings you through various setup activities that will occur within Workday. At the end of this, there will be the following artifacts that need to be provided back to candidate.fyi for both your sandbox and production tenant:

• ISU credentials

  • username + password

• Workday URLs

  • Human Resources Web Service URL

  • Recruiting Web Service URL

  • UI URL

  • Job Applications Report Web Service URL

  • Application Steps Report Web Service URL

  • Jobs Hiring Team Report Web Service URL

Setup

To set up the integration, complete the following steps:

Configuration 

Enable Candidate ID Display

• Task: "Edit Tenant Setup - HCM."

• Enable: “Include ID in Candidate Name.”

Obtain Workday URLS

In Workday, Search for  "Public Web Services". You will need to obtain the URL for Human Resources & Recruiting.

Human Resources 

1. Locate “Human Resources”

2. Select “Web Service” -> “View WSDL”

3. This will open a new URL. Navigate to the bottom, where it says <soapbind:address tag and copy this url where location= is

Recruiting 

(same step as Human Resources, but for recruiting)

1. Locate “Recruiting”

2. Select “Web Service” -> “View WSDL”

3. This will open a new URL. Navigate to the bottom, where it says <soapbind:address tag and copy this url where location= is

Browser URL

Copy the URL in your browser. candidate.fyi will need access to this. 

User & Permissions

Create an Integration System User (ISU)

• Steps:

• Search "Create Integration System User" in Workday.

2. Enter a unique username (e.g., ISU-candidatefyi).

3. Assign a secure password

4. Uncheck "Require New Password at Next Sign In."

5. Save the user and add it to the list of system users exempt from password expiration (via the "Maintain Password Rules" task).

Create a Security Group and Assign the ISU

Steps:

1. Search "Create Security Group."

2. Choose "User-Based Security Group (Unconstrained)."

3. Name the group (e.g., SG-candidatefyi).

4. Assign the created ISU (ISU-candidatefyi) to this group.

Configure Domain Security Policy Permissions

1. Search for "Maintain Permissions for Security Group."

2. Select the newly created security group (SG-candidatefyi) and assign the required domain permissions

Important: Business Process Permissions (Required)

In addition to domain security policies, the Integration System User (ISU) must also be assigned to the Interview Business Process steps. Without this, scheduling and feedback actions will fail even if permissions are configured correctly.

Ensure:

• Security group is added to Interview BP

• Assigned to steps: Schedule Interview, Manage Interview Feedback, Schedule Interview Team

• ISU is part of that security group

Add Security Group to Business Process Policies

1. Interview Business Process

1. Search "Edit Business Process Security Policy."

2. Select the "Interview" business process.

3. Under the "Who Can Do Action Steps in Business Process" section, add the security group (e.g., SG_candidate_fyi) to the following steps:

   • Schedule Interview

   • Manage Interview Feedback

   • Schedule Interview Team (if applicable).

2. Job Application Business Process

1. Search "Edit Business Process Security Policy."

2. Select the "Job Application" business process.

3. Under the "Who Can Do Action Steps in Business Process" section, add the security group (e.g., SG_candidate_fyi) to the following step:

   • Interview.

3. Activate pending security policy changes

1. Search for "Activate Pending Security Policy Changes" in Workday.

2. Open the task to review the list of changes associated with the security policies.

3. Carefully verify the changes to ensure all updates are aligned with the intended configuration for the integration.

4. Add a comment for internal tracking purposes, such as "Activating security policies for candidate.fyi integration."

5. Confirm the activation by selecting the "OK" or "Submit" button.

6. Wait for the system to process the updates and confirm that the activation was successful. A summary or confirmation screen should appear to validate the changes.

Custom Report Creation

You will need to create three custom reports for candidate.fyi to access relevant data from Workday. 

Job Applications Report

1. Search for "Create Custom Report":

   • Navigate to the Workday search bar and enter "Create Custom Report." Select the task to begin.

2. Enter Report Settings:

   • Report Name: cfyi job applications

   • Report Details:

     • Report Type: Advanced

     • Enable As Web Service: Check box

   • Data Source:

     • Optimized for Performance: Uncheck box

     • Data Source: Job Applications

3. Add Columns for Report

After creating the report, you will need to add the below columns to the report. Please add them exactly as shown. 

Note - for “Interview Events Secured” you will need to add an additional “Group Column Heading”

4. Add Sort

   • Navigate to the “Sort” tab and add the field “Last Job Application Update Moment” as a sort field

   • Set the “Sort Direction” to Alphabetical - Descending

5. Add Filter: 

   • Navigate to the “Filter” tab and add a filter as seen below. 

   • And/Or: And

   • Field: Last Job Application Update Moment

   • Operator: greater than

   • Comparison Value: Prompt the user for the value and ignore the filter condition if the value is blank

   • Comparison Value: Default prompt

6. Enter in prompts

   • Navigate to the “Prompts” tab and enter in the below

   • Field: Last Job Application Update Moment

   • Prompt Qualifier: Default Prompt

   • Default Type: No default value

7. Share the Report with the ISU:

   • Navigate to the “Share” tab and select “Share with specific authorized groups and users”

   • Search for and select “ISU-candidatefyi”

8. Select Ok / Save

9. Obtain and Save the RaaS URLs:

   • After you saved, search for the report and select the three little dots next to the name

   • Select Web Service -> View URLs

   • Click on WSDL

   • Navigate to the bottom where it says <soapbind:address tag and copy this url where location= is

Copy the url after location=

Application Steps Report

1. Search for "Create Custom Report":

   • Use the Workday search bar to locate and open the "Create Custom Report" task.

2. Enter Report Settings:

   • Report Name: cfyi application steps

   • Report Details

     • Report Type: Advanced

     • Enable As Web Service Check box

   • Data Source:

     • Optimized for Performance: Uncheck box

     • Data Source: Business Process Definitions

3. Add Columns for Report:

Add the below columns to the report exactly as shown

4. Add Filters:

   • Navigate to the “Filter” tab and add the filters as seen below. 

   • Business Process Type:

     • And/Or: And

     • Field: Business Process Type

     • Operator: in the selection list

     • Comparison Type: Value specified in this filter

     • Comparison Value: Job Application 

   • Last Functionally Updated:

     • Field: Last Functionally Updated

     • Operator: greater than

     • Comparison Type: Prompt the user for the value and ignore the filter condition if the value is blank

     • Comparison Value: Default Prompt

5. Enter in prompts

   • Navigate to the “Prompts” tab and enter in the below

   • Field: Last Functionally Updated

   • Prompt Qualifier: Default Prompt

   • Default Type: No default value

6. Share the Report with the ISU:

   • Navigate to the “Share” tab and select “Share with specific authorized groups and users”

   • Search for and select “ISU-candidatefyi”

7. Obtain and Save the RaaS URLs:

   • After you saved, search for the report and select the three little dots next to the name

   • Select Web Service -> View URLs

   • Click on WSDL

   • Navigate to the bottom where it says <soapbind:address tag and copy this url where location= is

Jobs Hiring Team Report

1. Search for "Create Custom Report":

• Use the Workday search bar to locate and open the "Create Custom Report" task.

2. Enter Report Settings:

• Report Name: cfyi job reqs

• Report Details:

  • Report Type: Advanced

  • Enable As Web Service: Check box

• Data Source:

  • Optimized for Performance: Uncheck box

  • Data Source: All Job Requisitions

3. Add Columns for Report

Add the below columns to the report exactly as shown

4. Add Filter:

   • Navigate to the “Filter” tab and add the filters as seen below. 

   • Last Functionally Updated:

     • Field: Last Functionally Updated

     • Operator: greater than

     • Comparison Type: Prompt the user for the value and ignore the filter condition if the value is blank

     • Comparison Value: Default Prompt

5. Enter in prompts

   • Navigate to the “Prompts” tab and enter in the below

   • Last Functionally Updated:

     • Field: Last Functionally Updated

     • Prompt Qualifier: Default Prompt

     • Default Type: No default value

   • Include Evergreen Requisitions:

     • Field: Include Evergreen Requisitions

     • Default Type: Specify default value

     • Default Value: Checked 

6. Share the Report with the ISU:

   • Navigate to the “Share” tab and select “Share with specific authorized groups and users”

   • Search for and select “ISU-candidatefyi”

8. Obtain and Save the RaaS URLs:

   • After you saved, search for the report and select the three little dots next to the name

   • Select Web Service -> View URLs

   • Click on WSDL

   • Navigate to the bottom where it says <soapbind:address tag and copy this url where location= is

Send to candidate.fyi 

Please send the following details over to candidate.fyi, for both your sandbox and production tenant. 

• ISU credentials

  • username + password

• Workday URLs

  • Human Resources Web Service URL

  • Recruiting Web Service URL

  • UI URL

  • Job Applications Report Web Service URL

  • Application Steps Report Web Service URL

  • Jobs Hiring Team Report Web Service URL