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The setup guide provides step by step guidelines and instructions on connecting the Workday account with the Harver that will allows you to invite candidates to an assessment and see the candidate results in the Workday.

Before setting up the integrations, check the Integration Guidelines and Integration FAQs to make sure you have all necessary information and configurations ready in Harver Platform.

In this Guide

  1. Instructions before enabling Integrations
  2. Harver Integration Configuration Steps
  3. Workday Integration Configuration Steps
    1. Integration System User (ISU) Creation
    2. Security Configuration
    3. Integration System Creation
    4. Assessment Tests
    5. Business Process Configuration (Workflow Step)
    6. Multiphase Configurations
    7. Assessment Status
      1. Overall Status
      2. Assessment Test Status
    8. Job Requisition Configuration
    9. Evergreen Requisitions
    10. Internal Candidates
  4. Inviting Candidate for Harver Assessment
    1. Inline flow
    2. Adhoc Flow
  5. Candidate progress & results
    1. Single Assessment Results
    2. Multiphase Assessment Results
  6. Validating Integration Setup
  7. Additional Questions/Support


Instructions before enabling Integrations

  1. The requisitions in Workday ATS and vacancies in Harver are configured.
  2. You should have API Endpoint, ISU Username (i.e., ISU_Harver) and ISU Password in order to configure it in Harver. The steps to create credentials in Workday are mentioned below in Workday Integration Configuration Steps.
  3. Candidate Return URL:
    1. What: Incase of Inline workflow, the return URL is provided by Workday which redirects the candidate back to workday to submit their application.
    2. If its not clicked then assessment will not be completed.
    3. Where to configure: The applicant return URL is configured in the Harver Platform End Page to make it dynamic to make sure at end of the assessment, candidate can be redirected to Workday to complete the application. See End Page for more details.

Harver Integration Configuration Steps

Login to Harver platform to perform below steps. You must be a Harver Admin to be able to complete all these step.

  1. In Harver platform, go to Integration Menu tab and clicks Add new integrations. Select the Workday Marketplace and clicks Add Integrations.Add Integration_Dropdown 14.png
  2. This will start configuring the integration and progress will be shown. Once completed, click on Continue to Overview. Setup Progress (9).png
  3. In General Overview, select the Integration patterns that you intend to support i.e.
    1. ATS First Inline
    2. ATS First Ad-Hoc General Section_Select Pattern (8).png
  4. Then click Credentials in the left navigation menu, and go to;
    1. Harver to ATS tab to configure;
      1. Base URL: Provided by the workday
      2. Username, is the ISU (Integration System User) Username, generated in Workday.
      3. Password, is the ISU (Integration System User) password, generated in Workday.
      4. Redirect URL: Used only for inline flow, to redirect the candidate back to workday to complete the inline assessment application.

        See section Integration System User (ISU) Creation in Workday integration configuration section for instructions to generate Username and Password in Workday

        Credentials_Harver to ATS.png

    2. Go to ATS to Harver tab that contains username and password to be configured later in workday when doing configuration steps in Harver; Credentials_ATS to Harver.png
  5. Next click on ATS to Harver menu in the left navigation menu to enable the toggle for internal candidates i.e. this will allow prioritizing the internal candidate for any position internally over external candidates by sending the invite email using the company official email.

    See Workday Internal Candidates section for more details

    Email for Internal Candidates.png

  6. Next, click the Harver to ATS menu in the left navigation menu to configure the mapping for the overall statuses. Make sure in workday, you have the equivalent overall status reference ID. Click Edit Configurations;
    1. Enable Application Status and map the In Progress and Completed status with Workday for outbound messages. This should sync with Workday. Harver to ATS_App Status.png
    2. Enable the toggle for activating the matching test statuses. Ensure that the test status reference ID are configured in workday. Harver to ATS_Matching Label.png
    3. Enable the Matching Score to send Harver overall score to ATS. Harver to ATS_Matching Score.png
    4. Enable the matching indicator to send the key matching indicator name and label to the comment field in workday. Harver to ATS_Matching Indicator.png
  7. Then in same Harver to ATS section, click reports tab to configure the setup for the reports link that would be sent to the ATS. Options are;
    1. Read Only Candidate Detail Page as URL
    2. Signed Report as URL
    3. Candidate Detail Page as URL Reports (3).png
  8. Once all steps and configurations are completed, go back to General section in the left navigation menu and enable the integration using toggle. General Section_Activate (8).png

If enabling integration fails, error will be shown. Please fix particular issue to enable the integrations successfully.

Note that incase you want to discontinue with ATS or disable integration due to some reason, same configuration toggle is used to disable the integration with ATS.

Workday Integration Configuration Steps

The enablement of integration between Workday and Harver will require the following configuration changes in the customer’s Workday tenant: Following the following steps:

Integration System User (ISU) Creation

Workday Web Service access is managed through an integration user and security domain assignments. The Create Integration System User task allows you to create an integration user. The Domain Security Policies for Functional Area report will allow you to view/update domains for your newly created integration user. Domain security policy changes are not activated until you run the Activate Pending Security Policy Changes task. Workday Community Help documentation will provide details on this step. This Workday Community article describes the steps for creating an Integration System User.

It's important to follow all steps within this article, to ensure the integration is configured properly.

  1. Set the integration system user username to ISU_Harver and select the Do Not Allow UI Sessions box. Once created, these need to be configured in Harver Credentials configurations. image-20240317-211945.png
  2. As Harver will authenticate with a username and password, it is required that a Workday administrator access the Maintain Password Rules task and add the integration system user to the System Users exempt from password expiration field. image-20240317-212015.png

Once ISU user is created, go back to Harver integration configuration and configure it in Harver Credentials → Harver to ATS section.

Security Configuration

When setting up the Domain Security Policy for the new Integration System User, refer to the Configurable Security Policy for the list of Workday Domains that are required to invoke Harver assessments.

Integration System Creation

This configuration step is for clients using the inline flow only.

  1. Set the integration system name to Harver Assessment, integration type set Recruiting and use the Inline Assessment template. image-20240317-212222.png
  2. After creating the integration system, follow these steps:
    1. Navigate to the Integration System sub-menu
    2. Click on Configure Integration Attributes. image-20240317-212256.png
  3. Set each integration attribute by clicking the plus sign (“+”) to add a row. image-20240317-212328.png
  • Username – Copy from Harver Credentials Section
  • Password – Copy from Harver Credentials Section
  • Endpoint – Input the value get from Harver
  • Assessment Status – Set it to Pending
  • Document Retention Policy – set the value to any value
  • Click OK

image-20240317-212505.png

Assessment Tests

For each Harver vacancy, unique Assessment Test will be required in Workday. To add an assessment test:

  • Search for and launch the task Maintain Recruiting Assessment Tests.
  • Click the + sign to add a row
  • Enter the test name
  • For inline flow only, select Harver Inline Assessment in the Integration Types field
  • Click OK

After the assessment test is created, edit the assessment test reference ID by going to the Harver assessment > click the related actions icon on the left of the assessment > Integrations ID > click Edit Reference ID: image-20240317-212707.png

A Harver Integration Specialist will provide the vacancy ID for each assessment test which need to be a part of the assessment test reference ID in Workday. These IDs will be provided for testing environments versus production environments – they cannot be reused across Workday tenants.

The assessment IDs formats are;

  1. Inline flow assessment reference ID format: VacancyID e.g., 63fecdcf83eaad0007233539image-20240317-212843.png
  2. Email Invite Adhoc flow assessment reference ID format: HARVER_PX_VacancyID
    1. The prefix HARVER_PX must match the corresponding workflow step reference ID (see next business process configurations section)
    2. HARVER_P should be all uppercase
    3. X would be an integer number (1, 2, etc.)
    4. VacancyID would be the Harver Vacancy ID e.g. HARVER_P1_63fecdcf83eaad0007233539 image-20240317-213026.png

Business Process Configuration (Workflow Step)

The steps below are for the email invite adhoc flow. It is assumed that the required assessments have been created before performing the following steps.

  1. Find and edit the Job Application Business Process Configuration used by your Harver requisitions (search for business process: job application)image-20240317-213146.png
  2. Go to the stage where you want to configure the Harver Assessment (e.g. Review stage)
  3. Under Possible Next Steps, click the + icon to add a step.
    1. Under the Specify field, select Assessment.
    2. Select the Group (i.e., Recruiter)
    3. Under the Step Label Override, input the Harver assessment name – this label will be displayed in the drop down menu when moving a candidate to a specific step of the business process. image-20240317-213218.png
  4. If you just added the step, you need to wait until the next day before you can edit the reference ID. The workflow step reference ID must use the same prefix that is used in the assessment test reference ID. image-20240317-213304.png

Multiphase Configurations

  1. In Workday you can configure multiple assessments on the job requisition so that the candidate can be invited to take additional Harver assessments throughout the workflow.
  2. Multiphase supports:
    1. A combination of inline flow and email invite adhoc flow
    2. Multiple email invite adhocs only
  3. To configure for multiphase, repeat the above instructions of Business Process Configurations section for any other stages where the Harver assessment will be placed.
  4. Each workflow step reference ID must be unique and match the same prefix that is used in the corresponding assessment test reference ID. For example, if the workflow step reference ID is HARVER_P1, then the corresponding assessment test reference ID should be HARVER_P1_63fecdcf83eaad0007233539.

Assessment Status

For sending assessment statuses back for a specific assessment test, pre-defined assessment statuses must be configured in Workday Recruiting.

The Set Up: Recruiting domain access is required to view this setup table.

  1. Use the Maintain Assessment Statuses task to ensure the following statuses exist in your Workday tenant and use the Maintain Reference IDs task or the related actions off an assessment status to access the integration reference ID needed within the web service response.
  2. The process to configure the Overall Statuses and Assessment Test Statuses are the same, except for the checkboxes. Here are the steps:
    1. Search for and launch the task Maintain Assessment Statuses
    2. Click the plus + sign to add a row
    3. Enter the status names
    4. Select the respective checkbox
    5. After repeating the steps for all statuses, click OK image-20240317-213517.png

Overall Status

  • For Harver In Progress: Reference ID: Harver_In_Progress
  • For Harver Completed: Reference ID: Harver_Completed

Make sure to select the Overall Status checkbox and do not select “Test Status” checkbox

Assessment Test Status

The Harver Integration Specialist will provide the corresponding statuses labels since we need to match the matching profile labels in the Harver platform. Here are some examples:

  • For Great Fit: Reference ID: Harver_Great_Fit
  • For Good Fit: Reference ID: Harver_Good_Fit
  • For Poor Fit: Reference ID: Harver_Poor_Fit

Make sure to select the Test Status checkbox and do not select the “Overall Status” checkbox

Job Requisition Configuration

Assessment tests only need to be added for requisitions that leverage the Harver integration. On the requisition, ensure the correct Harver assessment test is selected.

  1. For Inline flow – Assessment must be selected in the Inline Assessment Test field, and only one assessment should be selected
  2. For Email Invite Adhoc flow – Assessment must be selected in the Default Assessment Tests field
  3. If and for using multiphase, the additional assessments must be selected in the Default Assessment Tests field

Evergreen Requisitions

Evergreen requisitions are supported so depending on the flow, the Harver assessment must be selected in the Inline Assessment Test field or the Default Assessment Tests field on the requisition.

Clients must give the Harver ISU permissions to the following security policies within Workday:

  • Get for Manage Evergreen Requisition domain: Evergreen Reporting domain policy
  • Get for Manage Evergreen Requisition domain: Link Evergreen and Job Requisition domain policy

Internal Candidates

This is only supported for the email invite adhoc flow.

  1. Internal candidates are supported but workers are required to have a candidate profile, as the integration will use the email attached to the candidate profile.
  2. Harver obtains the email addresses of external candidates through the Get_Candidates API in Workday. However, internal candidates in Workday may follow a separate application process and their applicant profiles are treated separately by recruiters.
  3. As a result, to obtain internal candidate email addresses, (i.e., the applicant’s work email address vs. the personal/home email address, Harver must call a different API called Get_Applicants.
  4. Enable the internal candidates toggle in Harver Integration Configuration. When toggled on, this feature will enable the Applicant email to be prioritized over the Candidate email if available. This enables the invitation email to be sent to an internal candidate’s work email address rather than the personal/external email address.
  5. Clients must give the Harver ISU permissions to the following security policies within Workday:
    1. Get and Put for Manage Pre-Hire Process domain: Manage Pre-Hires domain policy
    2. View and Get for Pre-Hire Data: Contact Information domain policy

Note: If an applicant was a former worker/returning employee, then this feature would not work for these applicants because the invite email would go to their former work email address and not their personal email address. Also, their former work email address would most likely be deactivated, which would cause the invite email to bounce.

Inviting Candidate for Harver Assessment

Inline flow

  1. A candidate goes through the job application and is presented with a link to the assessment. image-20240317-214200.png
  2. The candidate clicks the link and is redirected to Harver to take the assessment. image-20240317-214232.png
  3. After the candidate completes the assessment and clicks the submit button in Harver, the candidate is redirected back to Workday to finish the application process. image-20240317-214327.png
  4. Harver sends assessment results to the Screening section of the candidate’s profile in Workday. image-20240317-214345.png
  5. If the job requisition has multiple Harver assessments (multiphase), the recruiter would move the candidate to the workflow step corresponding to the additional assessment and steps 2 to 4 are repeated.

Adhoc Flow

  1. A candidate completes the initial job application.image-20240317-214439.png
  2. Recruiter moves the candidate to the corresponding Harver assessment workflow step. image-20240317-214509.png
  3. The candidate receives an email from Harver and clicks the link to take the assessment. image-20240317-214559.png
  4. After the candidate completes the assessment, Harver sends the results to the Screening section of the candidate’s profile in Workday. image-20240317-214620.png
  5. If the job requisition has multiple Harver assessments, steps 2 to 4 are repeated

Candidate progress & results

Harver sends assessment results to the Screening section of the candidate’s profile in Workday:

  1. Overall Status (i.e., In Progress, Completed)
  2. Inline Assessment (i.e., Yes) – for inline flow only
  3. Score (overall matching score – numeric value)
  4. Status (i.e., Great Fit, Good Fit, Poor Fit)
  5. Comment (key matching indicators results)
  6. Results URL (clicking link takes user to Harver to candidate details page)

Single Assessment Results

image-20240317-201244.png

Multiphase Assessment Results

image-20240317-201618.png

Validating Integration Setup

Please take a moment to ensure your Integration setup was configured successfully. We recommend you complete the following steps:

  1. Create a test Job Requisition for a position that will leverage an assessment.
  2. Add the appropriate Harver Job assessment to the test requisition.
  3. Complete a candidate application, including the assessment.
    1. Confirm the candidate experience.
  4. Review results on hiring dashboard in your ATS and confirm you see the following:
    1. Assessment Recommendation.
    2. Link or access to the full report details.

Additional Questions/Support

For any additional queries, please contact support team at support@Harver.com

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