Workday Interview Integration Deployment Guide

This guide describes the configuration steps to deploy Interviews for Workday Integration.

• Prerequisites
• Configure the Workday Studio
• Configure the Workday Tenant
• Workday - CodeSignal Interviews User Guide

Prerequisites:

1. You must have the Workday Recruiting Module enabled and in scope.

2. ‘Interview (Default Definition)’ business process must exist in the tenant.

   a. Search for ‘bp: Interview’ to check if this exists in the tenant already.

   b. If not, set up and configure the ‘Interview (Default Definition)’ Business Process in your Workday tenant using the ‘Create Business Process Definition (Default Definition)’ task.

3. Download and Install Workday Studio on your computer. 

Configure the Workday Studio

1. Import the CLAR File into Workday Studio:

   a. Download the CLAR file here.  

   b. On the Studio menu bar, select File -> Import.

   c. Select the CLAR file import wizard in the Workday folder.

   d. Click Browse and select a CLAR file to import.

   e. Click Next to display the collections and projects in the CLAR file.

   f. Select collections and projects to import from the CLAR file.

   g. Edit all project name conflicts if applicable.

   • Select a project with a name conflict.
   • Click Edit.
   • In the Project Name field, rename the project.

   h. Edit all collection name conflicts if applicable.

   • Select a collection with a name conflict.
   • Click Edit.
   • In the Collection Name field, rename the collection.

           i. Click Finish.

2. Add a Connection in Workday:

a. Select Window -> Preferences -> Workday -> Connections.

If this is not accessible, you can do the following: Go to Window -> Show View -> Cloud Explorer. Press the icon in the upper left corner of the Cloud Explorer box to open Connection Details.  

b. Click Add.

c. On the Add Connection window, consider:

• Option Description
• Name             The name of the connection.
• Group             Adds the connection to a group. (Optional)

d. In the Credentials section, specify the Tenant and select an authentication method, Basic Auth, or OAuth 2.0.

• To use OAuth 2.0 authorization, you must first register an API client 

e. Click Test Connection.

• The Studio confirms whether it can access the connection.
• The user needs to have certain permissions to deploy. Some of the valid security groups are as follows:
  1. Integration Administrator.
  2. Business Process Administrator.

 f. Example:

Deploy CLAR provided by CodeSignal to Workday Tenant using Workday Studio

1. Deploy CLAR to Workday Tenant by right-clicking on the project in Workday Studio and clicking Deploy to Workday.
2. Select the Workday environment you wish to deploy the CLAR file. Make sure the option Include source code in deployed CLAR is selected.
3. Press Next
4. Make sure your project is under the Configured section.
5. Press Finish.

Configure the Workday Tenant

1. Create and configure access for an integration system user (ISU) account.

      a. Integration System User Configuration:

• Access the Create Integration System User task and configure a Workday account for the integration.

1. Name the account as “CodeSignal_Interview_Integration_User_Step_1”.
2. Specify a password and save credentials somewhere for future use.
3. Keep the Session Timeout Minutes to the default value of zero to prevent session expiration. An expired session can cause the integration to stop before it completes.

2. Select Do Not Allow UI Sessions. This option prevents the integration system user from signing in to Workday through the UI.
   

3. Follow this step again and create an additional Integration System User named ‘CodeSignal_Interview_Integration_User_Step_2’.

4. Create Integration System Security Groups (Unconstrained).

   a. Access the ‘Create Security Group’ task and configure an Integration System Security Group for the integration.

   b. Select the type of tenanted security group to ‘Integration System Security Group (Unconstrained)’

   c. Name the group as “ISSG_CodeSignal_Interview_Integration.”

5. Select the ISUs that you created in Step 1-3 in the Integration System User box. Press OK to save.

6. Edit the Domain Security Policies.

7. To grant the security group access to the domains required by your integration, follow these steps for each domain:

   a. Domains Required:

   • Interview Integrations
   • Candidate Data: Interview Schedule
   • Candidate Data: Interview Feedback Results
   • Worker Data: Public Worker Reports
   • Person Data: Work Contact Information

   b. To add domain security policy permission. Click on the ISSG_CodeSignal_Interview_Integration related action 🡪 Security Group 🡪 Maintain Domain Permissions for Security Group

       c. Add the required domain according to their permissions.

8. Select Get, Put, View, and/or Modify based on the table in the following step.
   
    

    a. Activate Pending Security Policy Changes.

• Access the Activate Pending Security Policy Changes task.
• Describe your changes in the Comment field.
• Select the Confirm checkbox to activate your changes.

9. Access the Maintain Password Rules task. Add the integration system users to the System Users exempt from the password expiration field.
   Note: To avoid integration errors caused by expired passwords, Workday recommends that you prevent Workday passwords from expiring.

10. Assign ISU to the Integration System

• Search for ‘intsys: CodeSignal_Interview_Integration_Step2” and click into the Integration System.
• Using the Related Actions of the integration, navigate to Workday Account -> Edit.
• Select your ISU named ‘CodeSignal_Interview_Integration_User_Step_2’.
• Repeat these steps for adding the other ISU for ‘CodeSignal_Interview_Integration_Step_1’ Integration System

11. Manage Authentication Policies for API Access
    • Navigate to ‘Manage Authentication Policies’.
    • Edit the authentication policy for the environment that you are currently working in.
    • Create a new Authentication Ruleset using the Plus icon in the top left corner.
    • Provide a Rule Name.
    • Select your Integration System Security Group created above under ‘Security Group.’
    • Enter a value for ‘Authentication condition name.’
    • Choose ‘User Name Password’ for the ‘Allowed Authentication Types’ section. Press OK.
    • Navigate to ‘Activate All Pending Authentication Policy Changes’ to activate your changes.
      Note: If this is not set up correctly, it might result in issues with CodeSignal making web service calls back to Workday. If there are issues with authentication, use the ‘Signons and Attempted Signons’ report to troubleshoot the failed sign-on attempt.

12. Add CodeSignal specific fields to the integration:

    a. To enable the integration to communicate with CodeSignal, you must configure the required authentication and endpoint details.

    b. Search for the integration in the tenant by searching ‘intsys: CodeSignal_Interview_Integration_Step2’ in the search bar

c. Integration Attribute using the Related Actions of the integration system (Integration System -> Configure Integration Attributes).

c. Enter the following values provided by CodeSignal:

• Client ID (Provided by CodeSignal)
• Client Secret (Provided by CodeSignal)
• Access Token URL (Provided by CodeSignal)
• In the Base URL field (Provided by CodeSignal), enter only the base URL provided by CodeSignal, for example: https://app-staging.codesignal.dev or https://app.codesignal.com 

d. Search for the integration in the tenant by searching ‘intsys: CodeSignal_Interview_Integration_Step1’ in the search bar

e. Integration Attribute using the Related Actions of the integration system (Integration System -> Configure Integration Attributes).

f. Enter the same Base URL (Provided by CodeSignal) you entered previously at step d.

g. Access the Register External OAuth Client task.

• Navigate to the ‘Register External Oauth Client’ task.
• Find and select your integration system named ‘CodeSignal_Interview_Integration_Step1’.
• Enter these values provided by your CodeSignal contact:
  1. OAuth 2.0 Client Name 
  2. OAuth 2.0 Client ID (Provided by CodeSignal)
  3. OAuth 2.0 Client Secret (Provided by CodeSignal)
  4. Scope (Provided by CodeSignal)
  5. Authorize Endpoint URL (Provided by CodeSignal)
  6. Token Endpoint URL (Provided by CodeSignal)
• Press OK to save.
• Example:

h. Navigate to the Edit Tenant Setup - Recruiting task.

1. Select the integration system named ‘CodeSignal_Interview_Integration_Step1’ from the Web Conference Integration System prompt and save.

Edit Tenant Set Up - Recruiting

14. Building Calculated Fields

a. Build out the following calculated fields using the Create Calculated Field task using the following screenshots:

i. Field Name: CFI LRV Candidate from Interview

• Function: Lookup Related Value
• Business Object: Interview
• Lookup Field: Job Application
• Return Value: Candidate – Field Type: Self-referencing instance (Viewable from the Related Actions of the field)

ii. Field Name: CFI LRV Candidate Email for Candidate from Interview

• Function: Lookup Related Value
• Business Object: Interview
• Lookup Field: CFI LRV Candidate from Interview
• Return Value: Email

15. Business Process Configuration
    
     

a. Search for ‘bp:interview’.

b. Click into your ‘Interview (Default Definition)’.

c. Edit the business process definition using the Related Actions and navigating to Business Process -> Edit Definition. Press OK.

d. Add a new step using the Plus icon in the top left corner.

e. Type a letter for ‘Order’ that places the Schedule Interview step after the ‘Initiation’ step.

f. Select ‘Action’ in the ‘Type’ column.

g. Select Schedule Interview in the Specify column.

h. Choose a security group for the Group column that should handle the ‘Schedule Interview’ step.

i. (Optional) Populate the Due Date column.

j. Add a new step using the Plus icon in the top left corner.

k. Type a letter for ‘Order’ that places the Integration step after the Schedule Interview action step. For example, if the ‘Schedule Interview’ step is Order b, make the Integration step Order c.

l. Select Integration’ in the Type column. Press OK.

m. Hover over the magnifying glass for the Integration step and click Related Actions. Navigate to Business Process -> Maintain Redirect. Press OK. Select the Move to Next Step and Rerun and Integration check box and select the allowed security groups for redirect.

     Note: If there are no security groups in the drop-down, click Related Actions off the Business Process      Definition and navigate to Business Process Policy -> Edit. Add the desired security groups in the      Redirect Action box.

n. For the step that you just created, click Configure.

o. Select your integration system (Integration System Name: CodeSignal_Interview_Integration_Step2) and press OK.

p. Configure the Integration Criteria as follows:   

q. After configuring the integration. In the Business Process add a new step using the Plus icon in the top left corner.

r. Type a letter for ‘Order’ that places the ‘Manage Interview Feedback’ step after the ‘Integration’ step.

s. Choose Shared Participation from the Type column drop-down.

t. Choose Manage Interview Feedback from the Specify column.

u. Choose the appropriate security group(s) under the Group column.

v. Add a new step using the Plus icon in the top left corner.

w. Type a letter for ‘Order’ that places the ‘Make Interview Decision’ step after the ‘Manage Interview Feedback’ step.

x. Choose Action from the Type column drop-down.

y. Choose Make Interview Decision from the Specify column.

z.. Choose the appropriate security group(s) under the Group column.

aa. (Optional) Populate the Due Date column.

bb. Press OK to save.

cc. Hover over the magnifying glass for the ‘Make Interview Decision’ step and click on the Related Actions. Go to Business Process -> Set and set as Completion. Press OK.

Workday - CodeSignal Interviews User Guide

Schedule Interviews on Workday

1. Schedule the Interview:
   • Launch the Workday application and select the candidate you want to Interview with.

• The candidate page contains all its job applications about the candidate.

• Click the Actions drop-down and select Move Candidate.

• Click on the Move Candidate page and select Interview/Additional Interview.

• Click OK. The Schedule window is displayed.

• Click Schedule to schedule the Interview with the Candidate.

2. Sign In to the CodeSignal Account:
   • Before you generate the Interview link, ensure that you are signed in to the CodeSignal account.

• Click Sign In.

3. Generate the Interview Link:
   • Select the Include Web Conference Link check box. Note that this option will be available only if you sign in to Workday with your Recruiter account.

• Select the other fields required for your setup, and click Next.
• The Schedule Interview page is displayed with the Interviewer's information. 
• Review the time by clicking on the Interviewer information.

• Click Schedule. The Schedule Interview dialogue is displayed.

• Click OK.
• Once the timings are updated, click Next. The Proposed Interview Schedule page is displayed to confirm the Interview details.
• Click Confirm.

• The Interview link is generated as the Web Conference Link. 

• After verifying the details, click Submit.

• The Interview is scheduled for the candidate.