GreenHouse to Workday

Connected Systems

• Greenhouse (Source)
• Workato (Middleware)
• Platypus (Middleware)
• Slack (Notifications)
• Denomas (Error Handling)
• Workday (Destination)

Summary

Sync newly hired employees from Greenhouse to Workday, taking care of any data mapping that needs to happen and sending out slack notifiactions on success or error.

For in depth information on this integration please view the workato documentation and the greenhouse controller documentation.

Sequence

sequenceDiagram
    participant Greenhouse
    participant Workato
    participant Platypus
    participant Workday
    participant Slack
    participant Denomas

    Greenhouse ->> Workato :webhook
    Workato ->> Platypus :POST /greenhouse/new-hire
    critical Hire the Employee
        Platypus ->> Workday :Get Position Data
        Workday -->> Platypus :Workday Position Data
        Platypus ->> Workday :Get Current Greenhouse Workers
        Workday -->> Platypus :Current Workers in Greenhouse Report
        alt Worker Exists in Report
            alt Worker Is Not Active or a Future Hire
                Platypus ->> Workday :Get applicants
                Workday -->> Platypus :Applicant found by Id
            end
            Platypus ->> Workday :Get Greenhosue Pre Hire
            Workday -->> Platypus :Pre Hire found By Id
        end
        alt Not a Pre Hire
            Platypus ->> Workday :Get Former Workers
            Workday -->> Platypus :Former Worker Data
        end
        Platypus ->> Workday :Put Applicant Into System
        Workday -->> Platypus :Applicant Data and ID
        Platypus ->> Workday :Hire Employee
        Workday -->> Platypus :New Employee Id
        Platypus ->> Slack :Notification of a Successful Hire
    option An exception happens from Workday
        Platypus ->> Slack :Error Notification that something went wrong
        Platypus ->> Denomas :Create incident of a failure
    end

Error Handling

When an exception happens during the sync hiring process, a notification is sent to Slack on the #peopleops-alerts-private channel and to Denomas at the automated incidents project.

The following errors can be thrown inside the process and are handled accordingly

• InternalApplicantError: thrown when the application’s source is ‘Internal Applicant’ meaning they should be updated manually
• NotFoundPositionError: thrown when the position ID we were given does not exist. The position ID is the same as P-candidate.id
• ExistingWorkerError: thrown when we attempt to hire a worker that alrady exists, which is either current or a future hire.
• FormerWorkerError: thrown when a new hire is a former worker from before January 1 2022, tracked by candidate id and email
• IncompleteHireError: thrown when Workday returns a value that does not have an employee ID

If any of the above errors are thrown, manual intervention is necessary inside workday to help ease the process along.

If an error that is not an instance of the above errors is thrown, the message to Slack mentions that an Integrations Engineer should look at the logs on both sides of the process.

Data Model

erDiagram
  "Greenhouse Employee" ||--|| "Workday Employee" : "Maps to"

The below fields are written by their API names in dot notation.

Greenhouse Field	Workday Field
opening.finance_id.value	Hire_Employee_Data.Edit_Custom_IDs_Sub_Proccess.Custom_Identification_Data[].Custom_ID[].Custom_ID_Data.ID
opening.type.value	Hire_Employee_Data.Hire_Employee_Event_Data.Employee_Type_Reference
credited_to.email	Applicant_Data.Recruiting_Data.Applicant_Comments
credited_to.employee_id	Applicant_Data.Recruiting_Data.Referred_by_Worker_Reference[].ID[].$value
credited_to.employee_id	Applicant_Data.Recruiting_Data.Applicant_Comments
credited_to.name	Applicant_Data.Recruiting_Data.Applicant_Comments
candiate.id	Applicant_Data.Applicant_ID
candiate.id	Request_Reference.Position_Reference[].ID[].$value
candidate.first_name	Applicant_Data.Personal_Data.Legal_Name_Data.Name_Detail_Data.First_Name
candidate.last_name	Applicant_Data.Personal_Data.Legal_Name_Data.Name_Detail_Data.Last_Name
candidate.email_addresses[].value	Applicant_Data.Personal_Data.Contact_Data.Email_Address_Data
candidate.attachments[].filename	Worker_Document_Data.Filename
candidate.nickname.value	Applicant_Data.Personal_Data.Name_Data.Preferred_Name_Data.Name_Detail_Data.First_Name
candidate.preferred_last_name_surname.value	Applicant_Data.Personal_Data.Name_Data.Preferred_Name_Data.Name_Detail_Data.Last_Name
offer.starts_at	Hire_Employee_Data.Hire_Date
offer.starts_at	Hire_Employee_Data.Request_One_Time_Payment_Sub_Process.Effective_Date
offer.starts_at	Request_One_Time_Payment_Sub_Process.Request_One_Time_Payment_Data[].Scheduled_Payment_Date
offer.bonus_percent.value	Hire_Employee_Data.Propose_Compensation_for_Hire_Sub_Process.Propose_Compensation_for_Hire_Data.Bonus_Plan_Data.Bonus_Plan_Sub_Data[].Individual_Target_Percent
offer.bonus_type.type	Hire_Employee_Data.Propose_Compensation_for_Hire_Sub_Process.Propose_Compensation_for_Hire_Data.Bonus_Plan_Data.Bonus_Plan_Sub_Data[].Bonus_Plan_Reference.ID[].$value
offer.country.value	Hire_Employee_Data.Propose_Compensation_for_Hire_Sub_Process.Propose_Compensation_for_Hire_Data.Bonus_Plan_Data.Bonus_Plan_Sub_Data[].Bonus_Plan_Reference.ID[].$value
offer.country.external_id	Applicant_Data.Personal_Data.Name_Data.Legal_Name_Data.Name_Detail_Data.Country_Reference.ID[].$value
offer.country.external_id	Applicant_Data.Personal_Data.Name_Data.Legal_Name_Data.Name_Detail_Data.Country_Reference.ID[].$value
offer.currency.value.unit	Hire_Employee_Data.Propose_Compensatoin_for_Hire_Sub_Process.Propose_Compensation_for_Hire_Data.Pay_Plan_Data.Pay_Plan_Sub_Data[].Currency_Reference.ID[].$value
offer.currency.value.ammount	Hire_Employee_Data.Propose_Compensation_for_Hire_Sub_Process.Propose_Compensation_for_Hire_Data.Pay_Plan_Data.Pay_Plan_Sub_Data[].Amount
offer.cost_center.external_id	Hire_Employee_Data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Cost_Center_Assignments_Reference[].ID[].$value
offer.employment_type.type	Hire_Employee_Data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Cost_Center_Assignments_Reference[].ID[].$value
offer.entity.type	Hire_Employee_Data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Cost_Center_Assignments_Reference[].ID[].$value
offer.entity.external_id	Hire_Employee_Data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Company_assignments_Reference[].ID[].$value
offer.job_specialty.external_id	Hire_Employee_Data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Custom_Organization_Assignment_Data[].Custom_Organization_Assignment_Reference.ID[].$value
offer.locality.external_id	Hire_Employee_Data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Custom_Organization_Assignment_Data[].Custom_Organization_Assignment_Reference.ID[].$value
offer.per_year_or_per_hour.value	Hire_Employee_Data.Hire_Employee_Event_Data.Position_Details.Pay_Rate_Type_Reference
offer.per_year_or_per_hour.value	Hire_Employee_Data.Hire_Employee_Event_Data.Position_Details.Pay_Rate_Type_Reference
offer.per_year_or_per_hour.value	Hire_Employee_Data.Proposal_Compensation_for_HIre_Sub_Process.Propose_Compensation_for_Hire_Data.Pay_Plan_Data.Pay_Plan_Sub_Data[].Frequency_Reference.ID[].$value
offer.rsu__value.value	Hire_Employee_Data.Request_Stock_Grant_Sub_Process.Request_Stock_Grant_Data.Individual_Stock_Grant[].Grant_Amount
offer.sales_geo_differential.external_id	Hire_employee_data.Edit_Assign_Organization_Sub_Process.Position_Organization_Assignments_Data.Custom_Organization_Assignment_Data[].Custom_Organization_Assignment_Reference.ID[].$value
offer.signing_bonus.value.unit	Hire_Employee_Data.Request_One_Time_Payment_Sub_Process.Request_One_Time_Payment_Data[].Currency_Reference.ID[].$value
offer.signing_bonus.value.amount	Hire_Employee_Data.Request_One_Time_Payment_Sub_Process.Request_One_Time_Payment_Data[].Amount
offer.state_province.value	Hire_Employee_Data.Hire_Employee_Data.Position_Details.Location_Refernce

Secutity Components

1. Greenhouse use swebhooks with Workato via a secured channel
2. Workato calls to Platypus using OAuth credentials saved in Workato
3. Platypus calls to Workday via authenticated SOAP operations
4. Platypus calls to Slack via API credentials
5. Platypus calls to Denomas via Denomas Access Tokens and a Bot Account
6. All connections are made via HTTPS

Data Classification

This integration handles and stores Orange Data (Personal data)

Environments

Environments	Greenhouse	Workato	Platypus	Workday	Slack	Denomas
Production	Production	Production	Production	Production	Production	Production
Development	sandbox	Dev	Development	sandbox	dev-sandbox	prod