Authorize Workday

These steps are done in Workday, by one of your Workday administrators. They create an Integration System User for Cronofy and give it the access it needs to read job requisitions and candidates, and to record interviews.

Ensure your UI will display the candidate ID #

In order to use the Cronofy Browser Extension with Workday we will need to be able to determine the Candidate ID and Job Requisition IDs from the Workday app. Some tenants may be configured to hide these by default, so you will need to ensure they have been enabled to be displayed.

1. Search for and open the “Edit Tenant Setup - HCM” task in Workday.
2. Ensure the “Include ID in Candidate Name” checkbox is ticked.
3. Click “OK” and save changes if you had to enable the setting.

Create an Integration System User #

You will need to create an Integration System User which Cronofy can use to communicate with your Workday tenant.

1. Search for and open the “Create Integration System User” task in Workday.
2. Specify a username, e.g. “ISU_Cronofy”.
3. Enter a password.
4. Uncheck the “Require New Password at Next Sign In” checkbox.
5. Ensure the “Do Not Allow UI Sessions” checkbox is ticked.
6. Click “OK” to create the new Integration System User.

Depending on your tenant settings you may also need to exempt this user from password expiration:

1. Search for and open the “Maintain Password Rules” task in Workday.
2. Add the Integration System User you configured above to the “System Users exempt from password expiration” list.
3. Click “OK” to save changes.

Create and configure a Security Group #

Next you will need to create a Security Group which will grant the Integration System User access to the required APIs.

1. Search for and open the “Create Security Group” task in Workday.
2. Specify the type of “User-Based Security Group”. (Note that this type is required to later configure the Business Process Security Policies).
3. Specify a name for the Security Group, for example “Cronofy Security Group”.
4. Click “OK” to create the new Security Group.
5. Click on the action button (...) next to the security group you just created, and select “User-Based Security Group”, then “Assign Users”.
6. Select the Integration System User you created previously.
7. Click “OK” to assign the Integration System User to the Security Group.
8. Click “Done” to finish.

You will then need to configure the new Security Group to grant a number of permissions required by Cronofy to access and update candidate job applications.

1. Search for and open the “Maintain Permissions for Security Group” task in Workday
2. Select the “Maintain” operation if required.
3. Select the Security Group you created above as the “Source Security Group”.
4. Click “OK”.
5. You will then need to add the following GET and PUT operations under “Domain Security Policy Permissions”.

6. Click “OK” to save the Security Group.

Configure your Business Process Security Policies #

Once the Security Group has been configured you can then update your Business Process Security Policies to allow the Integration Security Group created earlier to update the progress of interviews.

1. Search for and open the “Edit Business Process Security Policy” task.
2. Select the “Interview” business process.
3. Find the “Who Can Do Action Steps in the Business Process” option and add the Security Group created previously to the “Manage Interview Feedback”, “Schedule Interview”, and “Schedule Interview Team” steps.

You will then need to perform similar steps for the job application business process:

1. Search for and open the “Edit Business Process Security Policy” task.
2. Select the “Job Application” business process.
3. Find the “Who Can Do Action Steps in the Business Process” option and add the Security Group created previously to the “Interview” step.

Note that you may then need to enable these changes above using the “Activate Pending Security Policy Changes” task for them to take effect within your tenant.

Configure the Business Process #

You will then need to edit the “Interview” Business Process Definition to allow the Integration Service User to push changes to candidate interviews.

The security policy above controls who is allowed to schedule an interview. The business process definition controls who Workday asks to do it. Cronofy can only record an interview when Workday has given the “Schedule Interview” step to the Integration System User, so both must be configured.

Your tenant may have more than one Interview business process definition, for example a default definition and one for each of several organizations. Workday uses the definition for the job requisition’s supervisory organization, or the default definition if that organization has none. Repeat these steps for every Interview definition that your job requisitions use.

1. Search for “bp:Interview” and open the “Interview” business process definition. (Prefixing a search with “bp:” filters the results to Business Process Definitions.)
2. Click on the action button (...) and select “Business Process” then “Edit Definition”.
3. Click “OK”.
4. Add the security group created previously to the “Group” column on the steps “Schedule Interview” and “Manage Interview Feedback”. Keep the groups that are already there, such as “Recruiter” or “Initiator”, so that your recruiting team can still act on these steps. Leave the “All” checkbox unticked.
5. Click “OK”.
6. Click “Done” to save changes.

Workday assigns a step when an interview event reaches it, so this change does not apply to candidates whose interview event has already started. To apply it to one of those candidates, use the “Move Candidate” task to move them to a new interview step, such as “Additional Interview”.

Check the configuration #

You can confirm that Workday will accept interviews from Cronofy before you schedule one.

1. Move a test candidate to an interview step.
2. Open the candidate’s job application and select the “Process History” tab.
3. Find the “Schedule Interview” row with the status “Awaiting Action”. The “Person” column shows who Workday has asked to complete the step, followed by the group in brackets.
4. Check that the Integration System User is listed, for example “ISU_Cronofy (Cronofy Security Group)”.

If only members of your recruiting team are listed, the definition used for that candidate does not include the security group on its “Schedule Interview” step. To find that definition, open the “Interview” process from the same row, click the action button (...), and select “Business Process” then “View Definition”.

When this is not configured, Workday rejects the interview with the message “You aren’t authorized to schedule an interview for this candidate and job requisition because the interview event isn’t awaiting your action.”

Next steps #

Once Workday is configured, connect Cronofy to Workday.