This integration deployment guide will help you quickly and seamlessly connect Workday using the inline method with HighMatch to start using assessments inline in your application workflow.
Summary of the Integration Flow
- Workday launches the integration automatically when a candidate advances past the first application page on the external career site for jobs that require an inline assessment.
- HighMatch will display the assessment status and update the candidate’s profile if the assessment was successfully completed by the candidate or not.
- When the candidate has completed the assessment, HighMatch will post the assessment score and detailed assessment report on the candidate’s profile.
Important note on Inline Assessments: The Inline Assessments integration enables you to integrate with third-party assessment vendors to register candidates who apply for a job via an external career site. Workday provides the Inline Assessment integration template. The integration exports these fields (in a Workday-defined XML format) to the external assessment vendor:
- Assessment Test Reference (WID, ID)
- Job Application Reference (WID, ID)
- Candidate Reference (WID, ID)
- Candidate First Name
- Candidate email address
A Workday consultant or a client staff member who is familiar with setting up integrations in Workday should be assigned to the project. The consultant should review the “Concept: Inline Assessments Integration” found in the Workday Community section and configure Workday accordingly (Steps 2-6).
Summary of Steps
There are 9 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 2-7 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: Configure Integration System
Step 7: Provide HighMatch with all Details for Configuration
Steps 8-9 covers how to test and use the integration.
Step 8: Testing the inline Process
Step 9: View the Candidate’s Assessment Results & Report
Important note: Steps 2-13 is meant to provide a potential overview of the Workday (Inline Method) enabling process. These steps may not be done in this particular order, and the order could change depending on your Workday specialist. Details and requirements in each step may also change depending on your Workday setup and specific requirements.
Process Details
Step 1: Schedule a Call with your HighMatch Success Manager
To begin using the HighMatch integration using Workday’s inline method, 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 following steps that need to be completed. We recommend that your Workday specialist be present for the call and that you provide them with this guide, as they can help you enable and use the integration according to our instructions.
Step 2: Create an Integration System User (ISU)
Workday Web Service access is managed through an integration of users and security domain assignments. Go to the Create Integration System task and enter Inline Assessment at the New using Template prompt.
Security: Integration Build and Integration Configure domains in the Integration functional area.
You will need to create an API/ISU username and password with the proper permissions. Start by:
- Choose an integration system username and password for this integration login, and select the Do Not Allow UI Sessions box. (We recommend ISU_HighMatch for the username).
- NOTE: HighMatch and Workday require this login 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.
- You will need to use the same ISU user/password with the following endpoint URL when configuring the inline assessment in Workday.
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. Security configuration settings vary by company and its security preferences.
The integration user will need to be able to GET and PUT Assessment Data, as well as GET and PUT:
- Candidate Data: Assessment Results
- Candidate Data: Attachments
- Integration Event
Step 4: Configure Assessment Statuses
Once a candidate is sent an assessment invitation during the application process, the assessment status will be displayed in the Screening > Assessments section on the candidate’s profile. HighMatch will have predefined assessment statuses configured for Workday. These include
- Completed
- The candidate has completed the assessment.
- Reference ID: Completed
NOTE: Make sure your reference IDs match those listed above, or there may be errors when sending status updates back to Workday. If you already have the above Assessment Statuses in your tenant, but the Reference IDs differ from the above, let your HighMatch success manager know, and we can map them 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: Configure Integration System
To configure your Integration System, you’ll need to input this Endpoint URL and related attributes. 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.
Step 7: Provide HighMatch with all Details for Configuration
Once your Workday specialist has completed the integration’s configuration in your Workday account, please reach out to your HighMatch success manager and let them know. In this email, please provide the following details:
- Integration System User (ISU) username and password
- All Assessment Status Reference IDs
- tenantname
- Recruiting API URL
Once received, HighMatch will configure those details in our systems to enable the integration. We will reach out once this process is complete and provide you with the following information for your external career site:
- Integration User Name
- Integration Password and
- Integration End-point URL
Once Steps 1-7 are complete, it’s time to book a call with HighMatch’s success team. We will guide you through the remainder of the setup and testing process (Steps 8-9 below).
Step 8: Testing the inline Process
Once completed with Step 7, you will want to test the inline process before deploying it into Production. Start by:
- Creating a test requisition.
- On the external career site, create a candidate profile and apply to the test requisition.
- Workday launches the integration automatically when a candidate advances past the first application page on the external career site for jobs that require an inline assessment.
- Take the assessment.
- Once the assessment is completed, confirm that the status is updated to Completed.
- Review results (see Step 9).
Step 9: View the Candidate’s Assessment Results & Report
Once the candidate has completed the assessment, HighMatch will send the assessment results and the assessment 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.