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 how are new hire phone numbers pulled from ashby into workday? the new hire's phone number is pulled from the summary section of the candidate's profile in ashby if there isn't a country code attached to the phone number, then we will fall back to a us country code as a default when parsing it 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 show workday custom fields on all jobs and/or openings by default, workday synced fields are only available on jobs and openings which are synced from workday however, you can allow the workday fields to display on all jobs or openings (even if they were created in ashby) this allows your recruiting team to add data in the correct workday format on jobs and/or openings so you can access it for reporting and defautling values later on in the offer stage map cost centers to teams we can sync your cost center hierarchy into the teams/departments list in ashby if the workday integration is creating jobs automatically, this will allow the team to be automatically assigned based on the cost center from the job req it also means your team/department list is automatically updated when new cost centers are added, which means you don't have to manually manage a separate list of teams/departments in ashby map locations from workday we can sync your locaiton hierarcny into the locations list in ashby if the workday integration is creating jobs automatically, this will allow the location to be automatically assigned based on the primary location from the job req it also means your locations list is automatically updated when new locations are added, which means you don't have to manually manage a separate list of locations in ashby sync recruiting sources from workday you can pull in the recruiting source data from workday and map it in ashby so that when the pre hire is created, the source can be populated with a source recognized by workday (for example, referrals) sync employee business title as job title in ashby some customers would prefer the employee's job title to be sourced from the business title field in workday instead of the position title we can enable this feature so the workday business title will be synced into the job title field on the employee in ashby skip sending phone number and/or social links to workday by default, ashby will attempt to send the phone number and social links from the candidate profile onto the pre hire profile in workday if you don't want this information sent from the candidate profile, we can disable the automatic integration of these fields automatically create confidential jobs this feature allows you to use a recruiting instruction called confidential which will create the job in ashby as a confidential one automatically map job roles from workday when ashby is syncing jobs from workday job reqs, we can map the hiring manager and/or recruiter assigned on the job req automatically into the hiring team role on the job in ashby auto complete business process steps by default, ashby will follow your defined business process flow in workday for the relevant staffing events (hire, change job, contract contingent worker) however, we can set instructions to auto complete or auto skip certain steps in the business process under defined conditions to further automate the process and prevent a person from having to click submit or skip buttons in workday to advance the process the most common requests are always auto complete the propose compensation and change organization assignment steps auto complete the stock grant and one time payment steps if there is a stock grant or otp in the offer auto skip the stock grant and one time payment steps if there is not a stock grant or otp in the offer