Workday Integration FAQ

the purpose of this page is to answer some of our most frequently asked questions that come up during testing and after implementation general functionality questions i made an update to an offer can i re hire the candidate and feed the data to workday? if you’d like to make small updates to an offer after pushing the event over to workday, we would recommend adjusting the details manually within workday itself, rather than pushing the event over again from ashby if you would also like to update the offer details within ashby, please note that your updated offer may need to go through any approval and e signature processes if extensive updates are being made across the offer, you will need to cancel or rescind the hire event in workday this will then re open the position within ashby, move the candidate back to the offer stage to generate a new offer activity click view offer on the existing offer activity, then delete offer to delete the previously accepted offer from here, you can create an entirely new offer with the updated data you will need to complete the offer process again (including submitting approvals and e signatures) once complete, you can then push the hire to workday again w hy does a position appear unfilled in workday, while the corresponding opening with the same position id is marked as filled? this discrepancy occurs because when an employee is terminated, the position in workday becomes available for recruiting again however, workday's system allows positions to be refilled multiple times in ashby, each refilling is denoted by adding " 1" (or " n") to the position id thus, even though the position is unfilled in workday, the opening with the original position id may be marked as filled in ashby, indicating it's been refilled when recruiting for such positions, ashby users should select the corresponding " n" position workday updates may reflect in the corresponding " n" opening in ashby h ow do i exclude some values on the offer form? (ie only show 3 hire types even though there are more options in workday) you can remove available values by archiving them in ashby if there are more values you need to archive that you would like to keep, you can archive all of the values and then activate the ones that you want to keep screen cast 2024 05 29 at 2 40 47 pm gif testing questions h ow do we grant additional access to the ashby sandbox for testing? adding new users can be done by your team at any time to add new users, go to admin > organization setup > employees > + new (top right corner) > add new user with their email users are not notified when they are added, so you will need to let them know they have been added and they can access the sandbox support questions how can i request additional workday fields to be available in ashby? if you require additional fields, please contact our support team ( support\@ashbyhq com ) fields on jobs, openings, or employees can be synced from workday to ashby using either a workday delivered field or a calculated field on the job requisition, position, or worker business object provide the following details to facilitate the creation of the custom field in ashby workday field name title you would like to show in ashby ashby object (job, opening, or employee) field type (string, date, currency, number, boolean, single instance, multi instance) wql alias (you can find this for a calculated field on the "additional info" tab under "advanced"; on a workday delivered field, just open the field and it will be at the bottom of the page) if you need to send additional data from ashby to workday in a hire event push, support will evaluate if the field is supported in the relevant workday api, and advise on the timeline to incorporate the field if it is supported by workday functionality to request our workday integration was built to ensure as many customers can use it out of the box however, we understand that there will always be variations in needs if you would like to add the following functionality, please reach out to mailto\ support\@ashbyhq com with the request or directly to your integration partner you are in communication with please note that some of these options will not be relevant for you depending on your integration mode, so make sure you talk to your implementation partner employee data link syncing employee data, link employee id to ashby no contingent worker positions only sync workday positions that have a “employee” worker type in the “positions restriction data” section; this would exclude contingent workers workday business process custom field ability to select workday business process outside of the standard “hire an employee ” this would include change job/ contract contingent worker processes positions fields as job fields having workday position fields tie to both the ashby job and opening fields by default, workday position fields are only tied to ashby opening fields openings auto sync as open workday positions will sync as openings with a status of “open” by default, openings appear as “approved” when synced into ashby