This integration deployment guide will help you quickly and seamlessly connect and use the HighMatch integration on Workday using the Adhoc workflow method.
Summary of the Integration Flow
The diagram below shows the assessment integration flow using HighMatch on Workday. Also included is a list of:
- Outbound data (when the assessment is initiated)
- Inbound data (when the assessment is in progress)
- Inbound data (When the assessment is completed)
Summary of Steps
There are 11 steps used for configuring and testing the integration before you can request and receive HighMatch assessment results live in production from within Workday. Please begin with:
Step 1: Schedule a Call with your HighMatch Success Manager
After you meet with your HighMatch Success Manager in Step 1, you will complete Steps 2-9 in your Workday instance to configure and enable the integration.
Step 2: Create an Integration System User (ISU)
Step 3: Security Configuration
Step 4: Configure Assessment Statuses
Step 5: Create Assessment Tests in Workday
Step 6: Deploy the CLAR File using Workday Studio
Step 7: Configure Integration System
Step 8: Add Assessment Step to your Job Application Business Process
Step 9: Add HighMatch Integration to your Assess Candidate Business Process
Steps 10-11 covers how to use and test the integration.
Step 10: Test the Configurations
Step 11: View the Candidate’s Assessment Results & Report
Process Details
Step 1: Schedule a Call with your HighMatch Success Manager
To begin using the HighMatch integration on Workday, please contact your HighMatch Success Manager at support@highmatch.com and request a Requirements Discovery call.
During this call, we will discuss the implementation schedule and review at a high level the steps that need to be completed. After the call and as the configuration progresses, the following data will be shared:
During configuration, HighMatch will provide you with:
- Assessment Test IDs (discussed in Step 5)
- CLAR File (discussed in Step 6)
- Assessment Endpoint URL and related Client ID (discussed in Step 7)
During configuration, you will provide HighMatch with:
- Your preferred Workday API authentication protocol: Basic Auth, OAUTH 2.0, etc.
- ISU username and password (discussed in Step 2)
- Workday Recruiting API URL
- Test Statuses (discussed in Step 3)
During the call, we will also discuss the mechanism for sending assessment invitations to candidates. Email invitations can be sent by either Workday or HighMatch. By default, HighMatch will send email and text assessment invitations to candidates. If you prefer Workday to send assessment invitations to candidates, please let your HighMatch Success Manager know.
Step 2: Create an Integration System User (ISU)
Workday Web Service access is managed through an integration of users and security domain assignments. The Create Integration System User menu allows you to create an integration user. Start by:
- Choosing an integration system username and password for this integration login, and selecting the Do Not Allow UI Sessions box. (We recommend ISU_HighMatch for the username).
- NOTE: This login is required by HighMatch and Workday in order to authenticate the integration.
- Since HighMatch is authenticated with this username and password, it is required that a Workday administrator access the Maintain Password Rules menu and add the integration system username to the System Users exempt from password expiration field.
Step 3: Security Configuration
We recommend working with your Security Administrator to set up the Integration System Security Group for the new Integration System User. The security configuration settings differ depending on the company and its security preferences.
The integration user will need to be able to GET and PUT Assessment Data, as well as GET Candidate Data.
- Candidate Data: Assessment Results
- Candidate Data: Attachments
- Integration Event
Step 4: Configure Assessment Statuses
Once a candidate is sent an assessment invitation after entering the HighMatch step in your business process, the assessment status will be displayed in the Screening > Assessments section on the candidate’s profile. HighMatch will have predefined assessment statuses configured in Workday. These include:
- Initiate
- The candidate has been sent the assessment.
- Reference ID: Initiate
- In Progress
- The order has been placed without error.
- Reference ID: In_Progress
- Completed
- The candidate has completed the assessment.
- Reference ID: Completed
- Error
- There was an error in sending the invitation to the candidate.
- Reference ID: Error
NOTE: Make sure your reference IDs match what is listed above or there may be errors in sending status updates back to Workday. If you already have the above Assessment Statuses in your tenant, but the Reference IDs are different from the above, let your HighMatch success manager know and we can map to your IDs.
Step 5: Create Assessment Tests in Workday
You must have predefined assessment tests configured in Workday to send assessments and receive results for specific tests. Use the task Maintain Recruiting Assessment Tests to access and create your HighMatch tests.
Once your Assessment Tests are created, you can assign them to a job requisition or use them in a business process.
Your HighMatch success manager will provide you with a Reference ID for each test that you need to add to your tenant. To confirm, go to the Maintain Recruiting Assessment Tests task menu:
- You can add a new assessment or view the desired assessment to confirm the Reference ID.
- Click the Related Actions dropdown menu > Integration IDs > Click View IDs.
- Confirm the Reference ID for the assessment test matches the IDs provided by HighMatch.
- If the Reference ID does not match what was provided to you by your HighMatch success manager, you can correct this issue by clicking the Related Actions dropdown menu > Integration IDs > Edit Reference ID and editing the Reference ID.
Step 6: Deploy the CLAR File using Workday Studio
It is highly recommended that whoever is deploying this integration is aware and comfortable using Workday Studio.
Your HighMatch success manager will provide you with a CLAR file that needs to be imported into Workday Studio. You will log into your Workday Tenant through Workday Studio and deploy to your Production tenant or any tenant required for testing.
Step 7: Configure Integration System
To configure your Integration System created in Step 6, you’ll need to input your Assessment Endpoint URL and related Client ID. Your HighMatch success manager will provide you with this information. Begin by searching for the integration (Shortcut – intsys:INT_HighMatch):
- Click the Related Actions dropdown menu near the top of the menu > Integration System > Click Configure Integration Attributes.
- In the Configure Integration Attributes menu, you’ll need to enter your URL, Client ID, ISU Username and ISU Password in the Value attributes by clicking the + icon for each value to add a new row and entering your information.
- NOTE: Once you’re finished with testing and ready for production, you’ll need to set the URL, Client ID, ISU Username and ISU Password attributes to Production in the Restricted to Environment fields.
- Below the credentials is another section where you can opt in or out of sending a candidate’s Name, Phone Number, and Email. You may also opt out of logging API details in the integration log and choose defaulted first and last names if you decide not to send candidate names.
Step 9: Add Assessment Step to your Job Application Business Process
You will need to add an Assessment step to your Job Application Business Process to trigger the assessment request. If you already have an assessment business process step, you can skip this section.
Step 9: Add HighMatch Integration to your Assess Candidate Business Process
After the Assessment has been added to your Job Application Business Process, you will need to add an integration step to your Assess Candidate Business Process.
NOTE: This step needs to be after the initiation step, but BEFORE the Assess Candidate step. See below:
If you have multiple companies or multiple Assess Candidate Business Processes, you will need to do this for all of them that will be using HighMatch.
Once the Integration has been added, you will need to configure the prompts.
NOTE: You can choose a defaulted option or you can create a calculated field to add to the prompt for the Assessment Test if you have more than one option available.
Determine at Runtime Example:
Specific Assessment Example:
Now your setup is complete and it is now time to schedule a meeting with your HighMatch Success Manager to being integration testing. We will help guide you through Steps 10-11 during your meeting.
Step 10: Test the Configurations
You will want to test the configurations before deploying them into Production. Make the configuration changes in a lower tenant and connect to a HighMatch test instance. Create test candidates using the configuration as if they were real candidates and HighMatch will respond in kind.
These tests are recommended, as configuration issues can occur and are best handled first in a test environment.
Testing should be completed for each assessment, as well as making sure to create multiple candidates that will cause errors. It’s important to test for as many different types of error situations as possible to ensure error mitigation is in place.
Step 11: View the Candidate’s Assessment Results & Report
Once the candidate has completed the assessment, HighMatch will send the assessment results and the report to the Screening > Assessments section in the candidate’s profile in Workday. The following information will be displayed:
- Assessment Test (name of the assessment)
- Score (numeric score the candidate received on the assessment)
- Status (explained in step 4)
- Date (the date the assessment was completed)
- Comment (the assessment result’s label i.e. Pass or Fail. These labels can be personalized based on your preferences)
- Results URL (clicking the link takes users to a new tab with HighMatch’s detailed report of the assessment’s results)
Your integration is set up and ready to use! Please reach out to HighMatch’s Success team at support@highmatch.com if you have any questions or feedback regarding the HighMatch integration, assessments and assessment reports.