This integration allows Entelo customers to export prospect or candidate data from Entelo directly into
Workday. Through the integration, Workday users can get detailed resume data on the prospects or
candidates they’ve sourced through Entelo.
In order to achieve this objective, Entelo must be able to retrieve a list of available job requisitions from
Workday, and write a candidate data into Workday, using standard web services provided by Workday.
At a high level, Entelo will import into Workday data fields related to a person’s resume including fields such as:
● Full Name
● Work History
● Email Address
● Social Links
Note that some prospects or candidates only have a few of the fields listed above.
The integration is triggered by the user via the Entelo platform. Once the integration is enabled, users will
have the ability to click on the “Export to Workday” button on an Entelo profile page, which will trigger an
import into Workday of that specific profile.
The integration cycle runs once per candidate import. A typical recruiter might import between 1 and 10
candidates per day into Workday from Entelo.
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Transport Protocols & Authentication
All web service calls to the Workday web service from Entelo are invoked using the Workday integration user credentials setup on the Entelo platform. All such requests are made using https to ensure that the transport is secure. Once Workday receives the request it authenticates the credentials for the integration user, verifies that the user has the appropriate security for the web service before allowing the request to be processed.
If the credentials are not correct or the integration user does not have appropriate security then Workday would send back an error message in the response indicating that the request was rejected, and Entelo will display an error to the user, telling the user that the export has failed.
Creating the Integration System User
An Integration System User (ISU) is required for this integration. This user must have specific security groups assigned to it (see below). Entelo will connect to Workday as this user in order to send and receive the necessary information.
- Create ISU
- Define username, password, and other attributes:
Creating the Integration Security Group (ISG)
Next create a security group for the above user, which will allow you to govern what data Entelo can
read/write to Workday.
- Create ISG
- Associate the new security group with the ISU created earlier
Associating Domains with Security Groups
You can now associate following Domain Security Policies with your SG:
|Operation||Domain Security Policy||Domain Security Policies Inheriting Permission||Functional Areas|
|GET, PUT||Job Requisition Data||Pre-Hire Process|
|GET, PUT||Candidate Data: Job
|Candidate Data: Assessment Results
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
- In Workday search for "Maintain Permissions for Security Group"
- Click on the 2nd result
- On the "Maintain Permissions for Security Group" page, under operation select the option "Maintain", and under "Source Security Group" find the Security Group you created for the integration.
- Press "OK"
- On the next page, you will see Domain Security Policy Permissions, you will need to click the "+" sign twice to add the 2 permissions in the above spreadsheet.
- Please, add the above data from the spreadsheet to the boxes in Workday. Normally all you need to do is add the Operation (View/Modify Access) and Domain Security Policies Inheriting Permission (Domain Security Policy)
- Click "OK", and then "Done"
It is our recommended process to test this integration with a Workday test tenant first so you might need to create an ISU for the test tenant and then the 2nd ISU for the production tenant.
NOTE: When making any Security Policy Changes in Workday you need to Activate them. You can do this by Searching "Activate Pending Security Policy Changes" in Workday, clicking on the first result, and activating it from there.
Retrieving the Workday Web Services (WWS) WSDL
The ISU account created above will be used to request data from and send data to your Workday tenant via its WWS endpoint. The location of your WWS endpoint (along with other metadata) is defined in your WSDL. The following Workday Community document shows how to find the address of your WSDL, which needs to be provided to Entelo along with your ISU credentials:
- In Workday, search for "Public Web Services" and click on the first result.
- Hover over the Web Service named Recruiting (Public) until you see the 3 dots.
- Click the 3 dots, Web Service > View WSDL
- On the page that opens, scroll to the very bottom, and look for the link after <soapbind:address location=", copy that link and add ?wsdl to the end of it, if it is not already there.
- We recommend validating the WSDL URL by visiting it in your browser. You should see an XML file similar to the following:
Creating an Applicant Source ID
- Search for Maintain Recruiting Sources
- Click on the Maintain Recruiting Sources task
- Click the + button under the number of items at the top to add a new row
- Set the Name of the row to "Entelo"
- In the row, click the + button to the right of the Inactive column to add a new source for the row
- Enter "Entelo" for the Source
- Click the OK button at the bottom to update the recruiting sources
Finding the Recruiting Source ID
You will need to find the ID of the recruiting source that you just created so that it can be used in Entelo API calls. After clicking OK in the last of the steps outlined above, you should now see all of your recruiting sources listed, including the new Entelo recruiting source.
- Hover your mouse over the Entelo recruiting source. An ellipses button should appear
- Click on the button, and a popup will appear. On the right side of the popup, it should read "Recruiting Source Category Entelo." Under it, you'll
see "Recruiting Source Entelo." Click on the blue Entelo link next to the Recruiting Source to view the recruiting source
- On the Entelo recruiting source page, click Actions > Integration IDs > View IDs
- The next screen will display a table with two columns: Type and ID. Look for the row with the Applicant_Source_ID type, and copy the value in the ID column of that row. That is the Integration ID you should use for Entelo.
Our Customer Success team is happy to complete the Entelo side of the integration for you. You can also
complete the integration yourself using the following instructions.
1. Sign in to entelo.com as an organization admin.
2. Navigate to the dropdown menu at the top right corner of the navbar. Select “Organization
Management” and click on the “Integrations” link on the next page.
3. On the Integrations page, select “Add Workday”, which should take you to the following screen where
you can add in the ISU that you’ve created:
4. Go to “Custom settings” link in the “Manage Integration” page, and input 3 pieces of information:
a. WSDL URL
b. Applicant Source ID
c. A default email address, which Entelo will use for candidate imports whenever the email
address is not available.
5. Click “Save”
Customer/User Acceptance Testing
Any Entelo user familiar with the platform can perform the following integration test. We recommend testing this integration in your test tenant before integrating into your production tenant. A simple and sufficient test sequence is:
- Sign in to Entelo using your Entelo credentials (entelo.com)
- Perform a candidate search on Entelo
- Select a profile from the Entelo search result page and export the profile to Workday
a. To export, click to view the profile, then in the “Actions” dropdown, click the “Export to
Workday” button, and select an appropriate Workday job to export to
b. If you do not see the “Export to Workday” button, you might not have configured the
integration properly. In that case, you can reach out to Entelo’s Customer Success team.
- Find and view the candidate directly in Workday to confirm that the export was successful
- Repeat steps a. to d. with a different Entelo profile to further verify the integration
Once you've confirmed that the exports are successful, update your Entelo configuration with your
production Workday tenant.
Workday recommends performing user acceptance tests in either an implementation or Sandbox tenant.
Preview tenants are NOT recommended as they are subject to frequent changes and may include
functionality not available in Production.
We do not collect candidate information from Workday.
|Reference / Location||Description|
|Creating a Recruiting WSDL||A Workday document describing the process of
creating a Recruiting WSDL for this integration
(Section Retrieving the WWS WSDL).
|Adding Entelo as a recruiting source in Workday||An Entelo document that describes the process of
generating an Applicant Source ID.
Frequently Asked Questions
Do I need to configure this integration for all users in my organization?
No, the integration only needs to be configured once and all users in our organization can benefit from it.
How many users can I support with this integration?
There are no limits to the number of users that can be supported on this integration.
Why am I not seeing the “Export to Workday” button on an Entelo profile?
If this is the first time configuring the integration, you might be missing some configuration fields, so the integration is not set up properly.
If the integration has worked in the past but is no longer working, it is likely an issue with the ISU credentials. Check to see if you’ve changed the password for the ISU and input the new password in Entelo.
How do I export a profile as a prospect versus a candidate?
To export a profile as a prospect, select the “General Export” option in this confirmation screen that should show up when you click on the “Export to Workday” button.
How often are the job requisitions updated on Entelo?
We automatically pull job requisitions from Workday 4 times a day (every 6 hours) but you can trigger a manual refresh by clicking the “Refresh job list” link in the export confirmation screen seen above.