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How to set up the integration with Workday

Jason Brown
Jason Brown
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Configuring Workday

Before connecting Spark Hire and Workday, we'll need to make sure that the correct permissions are enabled. Below are some detailed steps for granting permissions. 

Step One: Create an Integration System User (ISU)

  1. In your Workday portal, log into the Workday tenant.
  2. In the Search field, type Create Integration System User.

    Create integration system user.png

  3. Select the Create Integration System User task.

    Create integration system user - 2.png

  4. On the Create Integration System User page, in the Account Information section, enter a user name, and enter and confirm a password.
  5. Click OK.
  • Due to xml encoding, "&", "<", and ">" cannot be included in the password.
  • Ensure Require New Password at Next Sign In is NOT checked.
  • You'll want to add this user to the list of System Users to make sure the password doesn't expire.

Step Two: Create a Security Group and Assign an Integration System User

Now, add this Integration System User to a Security Group:

  1. In the Search field, type Create Security Group.

    Create security group.png

  2. Select the Create Security Group task.
  3. Click OK.
  4. On the Create Security Group page, from the Type of Tenanted Security Group pull-down menu, select Integration System Security Group (Unconstrained).
  5. In the Name field, enter a name.
  6. Click OK.
  7. On the Edit Integration System Security Group (Unconstrained) page, in the Name field, enter the same name you entered when creating the ISU in the first section.

    Edit integration system security group.png
  8. Click OK.

Step Three: Configure Domain Security Policy Permissions

  1. In the Search field, type Maintain Permissions for Security Group

    Maintain permissions for security group.png
  2. Make sure the Operation is Maintain, and the Source Security Group is the same as the security group that was assigned in Step 2.

    Maintain permissions for security group - 2.png

  3. Add the corresponding Domain Security Policy with GET and PUT operation:


Domain security policy permissions.png

Operation

Domain Security Policy

Functional Areas

Get Only

Worker Data: Public Worker Reports

Staffing

Get Only

Worker Data: Workers

Staffing

Get Only

Worker Data: All Positions

Staffing

Get Only

Worker Data: Current Staffing Information

Staffing

Get Only

Job Requisition Data

Pre-Hire Process

Get Only

Worker Data: Employment Data

Staffing

Get Only

Worker Data: Organization Information

Staffing

Get Only

Manage Pre-Hire Process: Manage Pre-Hires

Pre-Hire Process

Get and Put

Manage Pre-Hire Data

Pre-Hire Process

Get and Put

Candidate Data: Edit Job Application

Recruiting

Get and Put

Job Requisitions for Recruiting

Recruiting

Get and Put

Candidate Data: Personal Information

Recruiting

Get and Put

Set Up: Pre-Hire Process

Pre-Hire Process

Get and Put

Candidate Data: Other Information

Recruiting

Get and Put

Manage Pre-Hire Process

Pre-Hire Process

View and Modify

Candidate Data: Other Information

Recruiting

Get and Put

Candidate Data: Job Application

Recruiting

Get and Put

Move Candidate

Recruiting

Get and Put

Prospects

Recruiting

Talent Pipeline

Get

Manage: Evergreen Requisitions

Consolidated Candidate Pool

Evergreen Reporting

Link Evergreen and Job Requisitions

Step Four: Activate Security Policy Changes

  1. In the search bar, type "Activate Pending Security Policy Changes" to view a summary of the changes in the security policy that needs to be approved.

    Activate pending security policy changes.png

  2. Add any relevant comments on the window that pops up
  3. Confirm the changes in order to accept the changes that are being made.

    Domain security policies.png

Step Five: Validate Authentication Policy is Sufficient

Check the Manage Authentication Policies section to ensure the ISU you created is added to a policy that can access the necessary domains. It should not be restricted to only the "SAML" Allowed Authentication Types – if this is the case, you can create a new Authentication Policy with a "User Name Password" Allowed Authentication Type.

  1. Editing Authentication Policies

    Authentication policy.png

  2. Create an Authentication Rule, and add the Security Group to the Rule

    Authentication rule.png

  3. Make sure the Allowed Authentication Types is set to specific User Name Password or set to Any

    Authentication condition.png

Step Six: Activate All Pending Authentication Policy Changes

  1. In the search bar type, Activate All Pending Authentication Policy Changes

    Activate authentication policy.png

  2. Proceed to the next screen, and confirm the changes. This will save the Authentication Policy that was just created.

    Pending authentication policy changes.png

Step Seven: Obtain the Web Services Endpoint for Workday Tenant

We'll need access to your specific Workday web services endpoint:

  1. Search in Workday for Public Web Services.

    Public web services.png

  2. Open Public Web Services Report.
  3. Hover over Recruiting and click the three dots to access the menu. If you are integrating with your Workday ATS, please find Recruiting instead and access that menu.
  4. Click Web Services > View WSDL.
  5. Navigate to the bottom of the page that opens and you'll find the host.
  6. Copy everything until you see /service. This should look something like https://wd5-services1.myworkday.com/ccx.

    Workday tenant name.png

Connect Workday and Spark Hire

Step One: Configure the connection

When all of the steps above are completed, you're ready to connect Workday and Spark Hire.

  1. Log in to Spark Hire and go to Settings > Integrations > Workday
  2. Click Configure Workday.
  3. After clicking the button, a prompt will appear. Click Continue.

    Workday Connect.png

  4. Next, you'll be asked to enter the following information:
  • Workday Web Services Endpoint URL (from Step Seven).
  • User ID: Enter the Integration System User name for the user created in Step One.
  • Password: Enter the Integration System User password for the user created in Step One.
  • Workday Tenant Name: Enter your Workday Tenant name
    • Example: If you sign in at https://wd5-services1.workday.com/acme, enter acme


  • The password used cannot contain an "&" or "<", ">"signs.
  • Please make sure to exempt the ISU Account from MFA and SSO

Step Two: Configure the Stage

  1. Go to Settings > Integrations > Workday > Configure > Stage
  2. Choose the Stage in Workday that you'd like to use to trigger the interview creation on Spark Hire. 
  3. Click Save Stave.

Workday Stage.png

Step Three: Configure Interview Packages

  1. Go to Settings > Integrations > Workday > Configure > Interview Packages
  2. Choose a Spark Hire Job, a Workday Job, a Spark Hire Interview Question Set, and a Relative Deadline.
  3. Click Add Package.
  4. Now, when you move a candidate to the Workday Stage you specified in Step Two for the Workday Job associated with the package, the Spark Hire Interview Question Set will be used to create an interview on Spark Hire.

Workday Interview Package.png

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