Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

How to integrate with Workday for ATS data

A step by step guide detailing how to set up an integration between Ravio and Workday for ATS data.

Prerequisites

Make sure that you are an Admin in your company’s Workday account before starting this process.

This can be validated by checking whether you can see the ‘View API Clients’ menu item in the search bar.

If you do not see this, please reach out to your Workday Admin who can grant you the required credentials to complete the integration.

Integration Process Overview

Step by Step Instructions

Estimated overall setup time for this integration is 45 minutes.

Step 1 - Identify your Workday Service URL

Navigate to the ‘View API Clients’ menu item mentioned above.

At the top of the page find and copy the Workday REST API Endpoint. The URL should follow the schema: https://{domain}/ccx/api/v1/{tenant}. Then add these details into the Ravio onboarding flow.

Step 2 - Add an integration system user (ISU)

Navigate to the Create Integration Service User task via the search bar.

In the following dialog enter a username and a secure password, then select OK. The other fields can be ignored.

The next step is to add the ISU to your list of System Users to ensure that the password does not expire. This is highly recommended as otherwise the integration will fail periodically as the credentials will become out of date.

Navigate to the Maintain Password Rules task in the search bar. Add your created ISU to the list of System Users exempt from password expiration.

Step 3 - Create a Security Group and assign your ISU

Navigate to the Create Security Group task in the search bar.

On the window that appears enter the following details:

  • Type of Tenanted Security Group = Integration System Security Group (Unconstrained)
  • Name = test_isu (this is an example, name this however you please)

Then click OK.

On the next page, the only detail that needs updating is adding your newly created user to the Integration System Users field.

Step 4 - Add the required permissions to the security group

Navigate to the Maintain Permission for Security Group in the search bar.

In the window that appears enter the below details and click OK:

  • Operation = Maintain
  • Source Security Group = test_isu (or the name of your newly created security group)

The next step is to add the below permissions to this security group.

  • Get Only: Manage: Location
  • Get Only: Candidate Data: Job Application
  • Get Only: Candidate Data: Offer Details
  • Get Only: Recruiting Agency Careers
  • Get Only: Integration Build
  • Get Only: Job Requisition Data
  • Get Only: Manage: Evergreen Requisitions
  • Get Only: Staffing Actions: Job Requisition Role Assignment
  • Get Only: Worker Data: Public Worker Reports
  • Get Only: Job Postings
  • Get Only: Job Postings: External
  • Get Only: Job Postings: Internal

You can find how to do this in the toggle heading below.

How do I add a permission to my security group?

For each permission named above, repeat the following process.

Make sure the tab Domain Security Policy Permissions is selected and click the + icon.

Click on the cell in the column View/Modify Access and select Get Only.

Click on the cell in the column Domain Security Policy and add the name of the permission (e.g. Manage: Location) and hit enter.

Step 5 - 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 Changes task. Nothing will take effect unless this task is run.

Search for the Activate Pending Security Changes task in the search bar

In the window that appears make sure to add a descriptive comment (e.g. “Grant ISU test_isu necessary permissions for integrations”) then click OK, then on the next page make sure to tick the Confirm checkbox before clicking OK and activating the changes.

The final step is to add the ISU details into the Ravio onboarding flow.

Step 6 - Create an API client

Navigate to the task Register API Client for Integrations.

In the window that appears enter the below details then click OK.

  • Client Name = test_isu API client (example)

  • Non-Expiring Refresh Tokens = Yes

    • Recruiting
    • Tenant Non-Configurable
    • Organizations and Roles
    • Integration
    • Pre-Hire Process
    • Staffing
    • Contact Information

      Scope (Functional Areas) =


On the next page, copy the Client ID and Client Secret and save them somewhere secure for future use. Don’t click Done!

On the same page click the three dots at the top, then API Client > Manage Refresh Tokens for Integrations. In the new window, enter the name of the ISU that you created earlier. On the next page check the box for Generate New Refresh Token.

Copy the generated refresh token and store that for later use.

Step 7 - Create a custom report for Offers

Steps 7 to 10 are required is because Workday’s API does not include an endpoint to read offer details. To enable this, we need to create a custom report to export offer data.

Navigate to the Create Custom Report task in the search bar, and enter the below details in the window that appears. Then select OK.

  • Report Name: Ravio_Offers (this can be anything)

  • Report Type: Advanced

  • Enable as Web Service: Yes

  • Optimized for Performance: No

  • Data Source: Job Applications

Step 8 - Add the Relevant Columns to your Custom report

In the Columns tab, add the following rows to your report.

  • Application ID

    • Business Object: Job Application
    • Field: Workday ID
    • Column Heading Override XML Alias: Application_ID

  • Hired

    • Business Object: Job Application
    • Field: Hired
    • Column Heading Override XML Alias: Hired

  • Offer Stage

    • Business Object: Job Application
    • Field: Offer Stage
    • Column Heading Override XML Alias: Offer_Stage

  • Offer Completed

    • Business Object: Job Application
    • Field: Offer Event - Completed
    • Column Heading Override XML Alias: Offer_Completed

  • Hire Stage

    • Business Object: Job Application
    • Field: Hire Stage
    • Column Heading Override XML Alias: Hire_Stage

  • Candidate Start Date

    • Business Object: Job Application
    • Field: Candidate Start Date

  • Job Posting Start Date

    • Business Object: Job Application
    • Field: Job Posting Start Date
    • Column Heading Override XML Alias: Job_Start_Date

Step 9 - Add the Correct Filters to your Report

In the Filter tab, add the following rose to your report

  • Offer Stage

    • And/Or: Or
    • Field: Offer Stage
    • Operator: equal to
    • Comparison Type: Value specified in this filter
    • Comparison Value: Checked

  • Hire Stage

    • And/Or: Or
    • Field: Hire Stage
    • Operator: equal to
    • Comparison Type: Value specified in this filter
    • Comparison Value: Checked

  • Hired

    • And/Or: Or
    • Field: Hired
    • Operator: equal to
    • Comparison Type: Value specified in this filter
    • Comparison Value: Checked

Step 10 - Share your Report and Get the Custom Report URL

In the Share tab, make sure the below settings are enabled

  • Report Definition Sharing Options: Share with specific authorized groups and users
  • Authorized Groups: test_isu (replace with the name of the earlier created Security Group)
  • Authorized Users: test_isu (replace with the name of the earlier created ISU)

In the Advanced tab, ensure that the report has Enable as a Web Service checked (In Web Services Options).

To get the Custom Report’s URL, click on the three dots (related actions) next to your report’s name. Navigate to Web Service > View URLs.

Right click on the JSON Link, and press Copy URL. Then paste this URL into the Ravio connection workflow.