🤝 Workday | Export
SeekOut integrates with Workday, allowing you to export candidate data from SeekOut and turn it into Workday candidate profiles complete with contact information and work/education history. Candidate data can be sent to Workday as prospects or they can be attached to an existing job.
Table of contents
- Setting up the Workday Integration
- Create a new ISU account in Workday for your SeekOut integration
- Create new Security Group
- Check Reference IDs in Workday
- Check Optional Fields (Required)
- Add Permissions to Security Group
- How do I find my service endpoint?
- How do I find my tenant name?
- Exporting from SeekOut to Workday
- Additional Notes
SeekOut is a Workday Access Partner!
SeekOut integrates with Workday, allowing you to export candidate data from SeekOut and turn it into Workday candidate profiles complete with contact information and work/education history. Candidate data can be sent to Workday as prospects or they can be attached to an existing job.
This article covers how to set up your integration, as well as how to export candidate data from SeekOut to Workday.
Setting up the Workday Integration
Before You Begin
Make sure you have access to the following APIs in Workday:
Put_Candidate
Get Job Postings
Create a new Integration System User in Workday for your integration with access to the above APIs.
You will be providing your ISU username, password, service endpoint, and tenant name to SeekOut.
Create a new ISU account in Workday for your SeekOut integration
Login to Workday, search for Create Integration System User, and run the task. Enter a user name and password. Uncheck the box Require New Password at Next Sign In. Ensure that Session Timeout Minutes is set to 0. Click OK to create the new user.
Copy the username and password somewhere safe; you will be entering this into SeekOut later.
Create new Security Group
Search for Create Security Group and run the task. Select Integration System Security Group (Unconstrained) from the Type of Tenanted Security Group dropdown, and name your security group something easy to remember like seekout1way. Click OK to go to the next step.
On the next page, use the search box next to the Integration System Users field to find your username. Make sure your username is added to this box. Click OK.
Click Done on the next page to finish creating the security group.
Check Reference IDs in Workday
The integration requires two reference IDs to each have a specific value.
Login to Workday and run the Maintain Reference IDs task.
Enter Social Network Type in the Business Object field, ensure None of the above is selected, and click Ok.
On the next page, click Ok to display a list of social network types in Workday.
Ensure that the Reference ID Value field for LinkedIn reads LinkedIn. Click Ok and then Done to save your changes.
Run the Maintain Reference IDs task again.
Enter Applicant Source in the Business Object field, ensure None of the above is selected, and click Ok.
On the next page, click Ok to display a list of source types in Workday.
Ensure that the Reference ID Value field for SeekOut reads SeekOut. Click Ok and then Done to save your changes.
Check Optional Fields (Required)
The integration requires the "Type" optional field for the "Create Prospect" type to remain optional. Follow the steps below to ensure your integration is set up correctly.
Login to Workday and run the Configure Optional Fields task.
Enter Create Prospect in the "By Functional Area" field and click Ok.
Ensure the checkbox Enforce Required in Web Services for the field "Type" is unchecked.
Click Done.
Add Permissions to Security Group
There are five permissions you need to add to your security group. You'll need to repeat these steps to add them one at a time.
1. In your Workday account, search for View Security for Securable Item and run the report. A pop up will appear.
2. Enter Put Candidate in the Securable Item field and click OK. On the search results, click the three-dots next to Put Candidate (Web Service) (Web Service Task), then click Security, then View Security.
3. Click the three-dots next to Candidate Data: Job Application, then Domain Security Policy, then click Edit Permissions.
4. Scroll down to the Integration Permissions section and click the Plus + sign next to *Security Groups. Search for the seekout1way group and add it to the field. Click the checkbox under the Put column and then click OK.
5. Click Done to return to the list of policies for Put Candidate. Repeat steps 3 and 4, this time clicking the three-dots next to Prospects.
Repeat steps 2 - 4 with the following:
Search for the Get Job Postings securable item
Click the three-dots > View > View Security
Find the policy Job Postings: External
Click the three-dots > Domain Security Policy > Edit Permissions
Scroll to Integration Permissions, add the seekout1way security group, check the box under Put, and click OK.
How do I find my service endpoint?
In your Workday account, search for Public Web Services and view the report. Scroll down and click the three dots next to Recruiting: Public, then select Web Service > View WSDL. A new tab will open with an XML file.
Using the Find feature in your browser (press Ctrl + F if you are using Windows, or Cmd + F on a Mac), search for soapbind:address. Part of the URL on this line is your service endpoint.
Copy the part of the URL starting with https:// up to workday.com/ . Be sure to include the trailing slash /. Save this somewhere safe; you'll be entering it in SeekOut.
How do I find my tenant name?
Your tenant name is part of your url when you're logged into Workday. It's the text between the two forward slashes after workday.com.
Copy your tenant name, be sure not to copy the slashes or any other part of the URL. Save this somewhere safe; you'll be entering it into SeekOut.
Accessing Integrations
Click your name at the bottom left of the SeekOut dashboard, then select Integrations.
Note: Don't see the Integrations option in your menu? Contact your Customer Success Manager or support@seekout.com and ask to enable ATS integrations for your org.
On the Integrations page, click + Add a Connection to open the list of applicant tracking systems. If you've set up an integration with SeekOut before, your current integrations will be listed on this page. Click the plus sign + at the top of the page to open the ATS list.
Connecting to Workday
On the Integrations page, click + Add a Connection. Locate Workday from the list of integrations and click the Connect button.
Note: If you have set up an integration previously, click the + next to the list of integrations at the top of the page to open the Add a Connection pop-up.
On the Capabilities tab, check the box next to Export. Check Export only as Prospects if you choose not to export candidates to job pools in your ATS. Check Include Social Networks to export a candidate's social network links to your ATS. Click Confirm Choices to continue to the next step.
Review the requirements on the Permissions tab and click I'm ready.
On the Credentials tab, enter your Workday service endpoint and password. In the UserName field, enter your username, followed by @ and then your Workday tenant name.
Click Submit to save your credentials, then click Next. SeekOut will automatically attempt to verify your connection when you first set it up by exporting a test candidate as a prospect or to a job in the populated jobs list. Choose either Export as Prospect or select a job from the jobs list and click Verify. When the ‘All Good’ message appears, click Finish and ensure the test candidate has been successfully added to your ATS.
When successful, Workday will appear at the top of your Integrations page with a green check mark.
Removing the Integration
On the Integrations page, click the arrow next to a connected integration to Edit or Remove the integration from your SeekOut account.
Exporting from SeekOut to Workday
Note: Workday requires a candidate have an email address or phone number before you can export them. Ensure that you click Get Email and Get Phone on the candidate profile before exporting. Alternatively check Generate dummy email addresses for candidates from the export pop-up to skip getting their contact info.
In order to prevent duplicate records, SeekOut will skip profiles that have been previously exported to your ATS. A profile that has been exported will contain a confirmation icon and the ATS system name.
To export a previously-exported candidate to your ATS again, check the box next to Include previously exported candidate(s) when exporting.
Recommended: Export from a Project
To export all candidates in a project to Workday, go to your SeekOut project, click the Export icon and choose Export All to Workday.
Alternatively, you can export select candidates from SeekOut by clicking the box next to their profile, clicking Export and then selecting Export X to Workday. With both methods, clicking Export to Workday will cause a pop-up window will appear.
By default, profiles are exported to your ATS as prospects. To export as a candidate, use the dropdown menu to select a job posting from your ATS.
Select Include previously exported candidates if you're exporting the same candidates to your ATS again. Click the Export button to export candidates to Workday. If successful, you will see a confirmation pop-up message that says "Export Complete."
Additional Notes
Duplicate Profiles
SeekOut will prevent duplicate records by not transmitting profiles that have already been successfully exported. Profiles that have been exported will contain a confirmation icon and the ATS system name. Example: ATS: Workday.
Check the box Include previously exported candidate(s) if you're exporting the same candidates to your ATS again.
NOTE: Workday does not support a duplicate check feature through their API. Additional exports of the same candidate will result in duplicate profiles in Workday.
Workday Export Fields
First Name
Last Name
Email
Phone
Skill
Social Media
Network Name
User Name
URL
Job Applied To
Stage
Job Requisition
Work Experience
Company Name
Title
Description
Location
Start Month
Start Year
End Month
End Year
Currently Works Here
Education
School Name
First Year Attended
Last Year Attended
Grade Average
Skill
Name
Job Filtering
When setting up the integration, we will only show active job listings per the Workday API filter Show_Only_Active_Job_Postings
Note: Prospect and Candidate records for Workday only allow export of 1 contact record for phone and email fields.
What do dummy emails look like?
When you check the box "Generate dummy email addresses" before exporting to your ATS, then SeekOut will create email addresses and send them along with each candidate who doesn't already have an email associated with their SeekOut profile.
The email addresses generated by SeekOut will look similar to these examples:
no-email--352233856@seekout.example.comno-email--828794187@seekout.example.comno-email-1047659244@seekout.example.com
Other Information
SeekOut integrates with many other HR systems. If you need help setting up an integration or need assistance troubleshooting, please contact support@seekout.com.