Workday Integration

Prerequisites

• Security Administration Access: The Workday user setting up the integration must have Security Administration access to Workday.

• Admin Access in ModernLoop: The user must also have admin access in ModernLoop.

• Integration User Account: Best practice is to create a dedicated Integration System User (ISU) to prevent disruptions if user accounts are deactivated.

Instructions

1. Create a New ISU for ModernLoop in Workday

1. Obtain ISU Credentials:

   1. Username: ISU-ModernLoop

   2. Password: Please create your own password and save into a safe place for later use in the set up process.

2. Create ISU:

   • Search for and open "Create Integration System User."

     

   • Configure settings:

     • User Name: ISU-ModernLoop

     • Generate Random Password: ❌ Leave unchecked

     • New Password: Please use the password your team created

     • New Password Verify: Please use the password your team created

     • Require New Password at Next Sign In: ❌ Leave unchecked

     • Session Timeout Minutes: Set to 0.

   • Do Not Allow UI Sessions: ✅ Check

     

• Click OK to finalize.

2. Set up Security Group, Authentication Policy, and Security Policy

1. Create Security Group:

   1. Search for "Create Security Group" in the search bar.

   2. Configure as:

      • Type of Tenanted Security Group: User-Based Security Group (Unconstrained).

        Ensure this is a User-Based Security Group, not an Integration one.

      • Name: UBSG-ModernLoop.

   3. Click the action button (…) of the new Security Group and select: User-Based Security Group → Assign Users.

   4. Select the Integration System User from the previous step (ISU-ModernLoop)

   5. Click Done

2. Configure Domain Security Policy Permissions:

   1. Search for "Maintain Permissions for Security Group."

   2. Configure the settings:

      • Operation: Maintain

      • Source Security Group: UBSG-ModernLoop

      • Click OK

   3. Add the necessary Domain Security Policies (see section).

   

3. Activate Security Policy Changes:

   1. Search for "Activate Pending Security Policy Changes" task.

   2. Review and verify the summary of changes in the security policy, and add any comments for internal auditing purposes, such as “Setting up ModernLoop Application to automate interview scheduling and coordination while delivering the best candidate experience.”

      

   3. Click OK.

3. Set Authentication Policies

Since our Integration System User uses User Name and Password, we need to ensure User Name and Password are set as valid login strategies for its Security Group. Additionally, please make sure the user is exempt from MFA and SSO.

1. Set Authentication Policy to User Name and Password

   1. Edit authentication policies

   2. Create an Authentication Rule and add the Security Group UBSG-ModernLoop to the Rule.

   3. Configure the settings:

      • Authentication Condition Name: AC-ModernLoop

      • Authentication Conditions: Any

      • Allowed Authentication Types: Specific AND User Name Password

2. Activate the New Authentication Policy

   1. Search for and open the “Activate All Pending Authentication Policy Changes” task

   2. Review and verify the summary of changes, and add any comments for internal auditing purposes, such as “Setting up ModernLoop Application to automate interview scheduling and coordination while delivering the best candidate experience.”

   3. Check Confirm and proceed

4. Get “Web Service Endpoints” + “UI URL”

1. In Workday, search and open “Public Web Services” report

2. Hover over Recruiting services, and press action menu (…)

   • Click Web Service → View WSDL

     

   • This should open a new page, scroll all the way to the bottom, and find the <soapbind:address tag. Copy paste url the “location” field into a safe place for later use in the set up process. ex. https://abc.workday.com/ccx/service/xyz/Recruiting/v42.0

     

3. Hover over Human Resources services, and press action menu (…)

   • Click Web Service → View WSDL

     

   • This should open a new page, scroll all the way to the bottom, and find the <soapbind:address tag. Copy paste url the “location” field into a safe place for later use in the set up process. ex. https://abc.workday.com/ccx/service/xyz/Human_Resources/v42.0

     

4. Additionally, copy paste the Workday’s homepage UI URL from browser

   • We need this so we can build internal Workday links to send in employee communications

5A. Add Security Group to Business Process Security Policy

1. Navigate to Edit Business Process Security Policy

2. Select the Interview business process

   • Under the Who Can Do Action Steps in Business Process section, add the newly created Security Group (UBSG-ModernLoop) to the following steps:

     • Manage Interview Feedback

     • Schedule Interview Team

     • Schedule Interview

3. Navigate to Edit Business Process Security Policy

4. Select the Job Application business process

   • Under the Who Can Do Action Steps in Business Process section, add the newly created Security Group (UBSG-ModernLoop) to the following step:

     • Interview

5. Activate the new security policy change

5B. Allow Security Group to schedule interviews

1. Navigate to Interview Business Process Definition (search bp: Interview) → Under actions (…) → Business Process → Edit Definition → OK

   

2. Add the newly created Security Group (UBSG-ModernLoop) → to the Group column for the business process steps:

   • Schedule Interview Team (Optional) When adding the Schedule Interview Team, make sure to include it when setting up the

   • Schedule Interview

   • Manage Interview Feedback

     

6. Create Job Application Stages and Steps Custom Report

1. Search Create Custom Report. Enter details as per image and click OK.

   

2. Verify details at the top.

   

3. Enter these details in the Group column. Ensure all fields match the image exactly.

   

4. Enter these details in the Filter column. Ensure all fields match the image exactly.

   

5. In the Share column, share the report with the ISU-ModernLoop user.

   

6. In the Advanced column → Under Web Services Options → Enter these details. Ensure all fields match the image. Leave everything else as is.

   

7. Click OK to save the report. Ignore any alerts.

8. Run the report to verify. It should look like this.

   

9. Press action menu (…) next to Job Application Stages and Steps at the top of the page.

10. Select Web Service -> View URLs

11. Find the WSDL hyperlink and either:

    • Select the action menu (…) next to it, and click copy url, and send to the ML team.

    • Click the WSDL link, copy the “Report” URL at the bottom of the page, and send to the ML team.

      

7. Create Interview Events Custom Report

1. Search Create Custom Report. Enter details as per image and click OK.

   

2. Verify details at the top and click OK.

   

3. Enter these details in the Group column. Ensure all fields match the image.

   

4. Enter these details in the Filter column. Ensure all fields match the image.

   

5. Enter these details in the Prompts column. Ensure all fields match the image.

   

6. In the Share column, share the report with the ISU-ModernLoop user.

   

7. In the Advanced column → Under Web Services Options → Enter these details. Ensure all fields match the image. Leave everything else as is.

   

8. Click OK to save the report. Ignore any alerts.

9. Run the report to verify. Leave Workday ID input blank. It should look like this.

   

10. Similar to Step 7, press action menu (…) next to Interview Events at the top of the page.

11. Select Web Service -> View URLs

12. Find the WSDL hyperlink and either:

    • Select the action menu (…) next to it, and click copy url, and send to the ML team.

    • Click the WSDL link, copy the “Report” URL at the bottom of the page, and send to the ML team.

      

8. Chrome Extension Support

For our extension to work with Workday, we need to have the candidate id included in the candidate's name. This allows us quickly sync applications.

• SearchEdit Tenant Setup - HCM

• Under IDs, enable Include ID in Candidate Name and click OK.

  

9. Enabling Questionnaires

• Search Configure Optional Fields → Select Functional Area Interview

  

• Add the following rows and ensure Criteria is set to Require For All. Do not select Enable required in web services . Leave remaining fields blank.

  • Questionnaires (Manage Interview Feedback)

  • Questionnaires (Schedule Interview)

  

• All configured Questionnaires should be Interview type.

• NOTE: You will be able to create interviews without any scorecard when scheduling via ModernLoop.

10. Providing System Timezone

• Navigate to Edit Tenant Setup - System → Time Zone Configuration

  

• Provide the value set in the Default Timezone section

Complete Integration in ModernLoop

1. Go to https://app.modernloop.io/login and sign into your ModernLoop account

2. Navigate to Integrations

   

3. Click Connect next to Workday in the Applicant Tracking System section

   

4. Input the following information and click Save

   • Integration System (ISU) info

     • ISU username

     • Password

   • Primary URLs

     • Web Services URL

     • UI URL

   • Reporting-as-a-service URLs

     • Interviews

     • Job applications

   • Tenant timezone

   

Permissions & Privacy

When syncing Workday “Job Requisitions” and “Workers”, we additionally sync the “Supervisory Org” and/or “Cost Center” that the job or worker belong to. That data is used in ModernLoop to enforce Workday permissions. We only display Jobs (and by extension, Candidates/Applications) to the ModernLoop User if they are also part of the same Supervisory Org or Cost Center as that job. If the ModernLoop User (and corresponding Workday “Worker”) are not part of a matching Supervisory Org or Cost Center, then that Job and any related data will be inaccessible to them in ModernLoop.

• Data Use: ModernLoop syncs "Supervisory Org" and "Cost Center" information to enforce permissions, ensuring users only access data relevant to their role.

• Data Visibility: Jobs, candidates, and related data are accessible only if users share the same Supervisory Org or Cost Center.

Domain Security Policies

These are the permissions required for the ModernLoop Workday integration.