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Workday integration

Forward your new hires from Tellent Recruitee to Workday

Updated over 2 weeks ago

Do you use Workday to manage your onboarding and other HR processes? With this integration, you can send new hires to Workday from your Tellent Recruitee account with only a few clicks.

If the Workday integration isn’t enabled in your account yet, please follow the instructions under Setting up the integration first.

Send new hires to Workday

  1. Go to the hired candidate's profile. Open the dropdown menu ("..." icon) and choose Send to Workday

2. Complete the required and optional data in the form.

💡 Tip: Add the International Phone Code as a number, without the "+" sign. For instance, for Germany phone numbers enter 49.

3. You can send additional information by clicking "Optional fields"

4. The candidate's profile will now have a Workday badge so you and your team members can see whether a profile has already been sent to Workday.

5. In Workday you can find the candidate by searching for their name in the main search bar using the People filter.

Setting up the integration

⚠️ Important: Please make sure to reserve 30-60 minutes of deep focus work to complete the setup in a complete manner.

The integration setup will require switching between steps in Workday and the connection flow in Tellent Recruitee. This walkthrough will indicate the optimal places for switching contexts.

In Tellent Recruitee:

To enable this integration, follow the steps below. Your role in Tellent Recruitee must have the Manage integrations permission.

1. Go to Marketplace > Categories > HRIS and select Workday to Integrate.

2. Read the information and confirm by clicking Accept and integrate. This will open the connection flow.

3. Read the information about the required data for the integration setup and confirm by clicking Continue.

In Workday:

Prerequisites

Please carefully read the following to make sure you are able to complete the setup:

  • Ensure you are an admin of your Workday account before starting.

    1. After logging into Workday, search for "View API Clients"

    2. If you can not see this menu item, you are not an admin of the Workday account. Ask your Workday Admin is and ask them to give your account sufficient permissions or to take over the integration process.
      ​

      Workday_find_Service_URL.png

Overview

Fundamentally, there are 3 main steps you have to complete to set up the integration:

1. You have to create a new integration system user and security group for that user

2. You have to assign the required permissions to the security group and activate the changes

3. You have to generate a new API client.

The rest of this document is a step-by-step walkthrough of everything you need to know and do to set up the integration.

Find your Workday Service URL

  1. Click on the "Search" field at the top and enter "View API Clients"

  2. Click on the task "View API Clients" that just appeared

    Workday_find_Service_URL.png

  3. At the top of the page that just appeared find and copy the "Workday REST API Endpoint".
    The URL should follow the following schema: https://{domain}/ccx/api/v1/{tenant}

    Workday_see_Service_URL.png

  4. Switch to the Tellent Recruitee connection flow

In Tellent Recruitee:

  1. Enter the Workday REST API Endpoint URL in the provided space:

2. Click Continue

3. Switch to Workday

In Workday:

Add an integration system user (ISU)

  1. Click on the "Search" field at the top and enter "Create Integration System User"

  2. Click on the task "Create Integration System User" that just appeared

    Workday_create_ISU.png

  3. In the dialog that just opened, enter a username and generate a secure password.
    ​

💡 Tip: For security reasons, we recommend checking the box "Do Not Allow UI Sessions". You can leave the other fields untouched.

4. At the bottom of the dialog, click "OK"

Create a security group and assign the ISU to it

  1. Click on the "Search" field at the top and enter "Create Security Group"

  2. Click the task "Create Security Group" that just appeared

    Workday_create_security_group.png

  3. On the page that just appeared locate the dropdown "Type of Tenanted Security Group" and select "Integration System Security Group (Unconstrained)"

  4. For the "Name" enter the value of the "User Name" when creating the ISU earlier (in this case it would be test_isu, but yours will be different)

  5. At the bottom of the page, click "OK"

    Workday_configure_security_group.png

  6. On the next page, the only thing you have to do is go to the field "Integration System Users" and add the user you created earlier. You can do this by clicking on the field and typing in the name of the ISU (in this case "test_isu").

  7. After that, click "OK"

    Workday_edit_security_group.png

Add the required permissions to the security group

  1. Click on the "Search" field at the top and enter "Maintain Permission for Security Group"

  2. Click on the task "Maintain Permission for Security Group" that just appeared

    Workday_maintain_permissions_of_security_gruop.png

  3. In the window that just appeared, make sure you have the option "Maintain" selected

  4. Click the field "Source Security Group", enter the name of the group (in this case test_isu) and hit enter. Then click on the security group to select it.

  5. Click "OK"

    Workday_select_security_group_to_maintain.png

  6. In the window that just appeared, you can add the permissions for the ISU. Switch to the Tellent Recruitee connection flow. Below is an example list of permissions:

⚠️ Important: This list of permissions might be adjusted. Please double check the expected permissions in the connection flow.

Workday and Tellent Recruitee:

For each permission, repeat the following process:
​

  1. Make sure the tab "Domain Security Policy Permissions" is selected

  2. Click on the icon with the "+" on it

    Workday_add_new_domain_security_permission.png

  3. As you're setting up the integration, you will be shown an exact list of permissions to grant to the security group (step 6 in here). Below you can see an example - the permissions will vary in your case:

    SCR-20250707-kdjr.png

    Enter them into the table as follows:

    • The first part is for the column "View/Modify Access". Select the value (e.g. "Get Only") from the dropdown.

    • The second part is for the column "Domain Security Policy". Type in the name of the policy (e.g. "Manage: Location"), hit enter and click on the item that just appeared in a list.

  4. Switch to the Tellent Recruitee connection flow and click Continue

  5. Switch to Workday

In Workday:

Activate your changes

After making any changes to your Workday security policy settings, make sure to apply those changes by executing the "Activate Pending Security Policy Changes" task. Without that, none of your changes will take effect.

  1. Click on the "Search" field at the top and enter "Activate Pending Security Policy Changes"

  2. Click on the task "Activate Pending Security Policy Changes" that just appeared

    Workday_activate_pending_security_changes_task.png

  3. In the window that just appeared, add any comment for applying the changes (i.e. "Grant ISU test_isu necessary permissions for integrations")

  4. Click "OK"

    Workday_activate_pending_security_task_comment.png

  5. In the new window, check the box "Confirm" and click "OK".

    Workday_activate_pending_security_policy_changes_confirm.png

Workday and Tellent Recruitee:

Create an API client

  1. Click on the "Search" field at the top and enter "Register API Client for Integrations"

  2. Click on the task "Register API Client for Integrations" that just appeared

    Workday_create_API_client_task.png

  3. In the window that just appeared, enter a "Client Name", i.e. "test_isu API client"

  4. Make sure the option "Non-Expiring Refresh Tokens" is turned on

  5. Switch to the Tellent Recruitee connection flow. For the field "Scope (Functional Areas)", enter the values that are displayed to you within the connection flow:

⚠️ Important: This list of scopes might be adjusted. Please double check the expected scopes in the connection flow.

6. Click "OK"

7. In the new window, copy the Client ID and Client Secret for later use, then do not click "Done"

⚠️ Important: Save both values in a secure place (e.g. password manager) - it is not possible to retrieve the Client Secret after this point.

8. Still on the same page, click the three dots at the top, then "API Client" > "Manage Refresh Tokens for Integrations"

Workday_create_API_client_find_manage_refresh_token.png

9. In the new window, enter the name of the ISU that you created earlier

10. Click "OK"

Workday_create_API_client_refresh_token_for_ISU.png

11. In the new window, check the box for "Generate New Refresh Token"

12. Click "OK"

Workday_create_API_client_confirm_regenerate_refresh_token.png

13. In the new window, copy the refresh token and store it in a secure place

Workday_create_API_client_show_refresh_token.png

14. Switch to the Tellent Recruitee connection flow:

In Tellent Recruitee:

  1. Enter the Client ID, Client secret and Refresh token in the provided spaces

2. Click Continue

3. Follow the steps described in the connection flow:

4. After completing the steps, click "Set up integration"

5. Tellent Recruitee and Workday are now integrated.

💡 Tip: Wait up to 15 minutes after the "Success" screen for the integration to complete the setup behind the scenes.

6. Under Settings, you can select who can view and send profiles to Workday, and remove the integration.

Troubleshooting "Invalid username or password!" issues

If you are experiencing trouble logging in due to an error "Invalid username or password!", try the following:

  1. Search for "Manage Authentication Policies" in the top bar.

  2. Click on "Edit" next to the policy

  3. Create a new "Authentication Rule" by clicking on the + in the top left

  4. Assign the Security Group that was made earlier to this new rule, and name the rule something relevant.

  5. Click the + next to "Authentication Condition Name", name it something relevant.

  6. Ensure that the "Allowed Authentication Types" is either set to "Specific: User Name Password", or "Any".

  7. Finally, search for "Activate All Pending Authentication Policy Changes" in the top bar, then confirm the changes made.

What personal data does Recruitee send to Workday?

Tellent Recruitee sends the candidate’s first name, last name, email address, address (city, country and postal code) to Workday.

Additional, optional fields can be sent: country region, phone number and type.

📌 Recruitee does not save any personal data from Workday

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