Workday integration

Updated September 25, 2024 11:55

How you can use TestGorilla assessments within the Workday ATS

The TestGorilla integration helps invite your candidates to take TestGorilla assessments from inside the Workday platform. This article explains how that works. The Workday integration is available on the Pro plan and can be enabled by users with Admin or Owner access.

Please check with Workday regarding the plan and access level needed on their side to make this work.

Approx. reading time 4 minutes

Prerequisites

Ensure you are an admin of your Workday account before starting. After logging into Workday, search for "View API Clients".

If you cannot see this menu item, you are not an admin of the Workday account.

If you do not see this menu item, figure out who your Workday Admin is and ask them to give your account sufficient permissions or to take over the integration process.

Set up the integration

The integration between Workday and TestGorilla is turned on from the inside of your TestGorilla account and setup is configured inside of Workday.

Connect the integration

You must be a TestGorilla Admin or Owner to complete this step.

From within the TestGorilla application:

Click your name in the top right corner of the browser and select the Integrations option from the drop-down menu

Locate the Workday integration and click the Enable button. Wait for the following popup to open:

Configure the integration

	Find your Workday Service URL: Click on the "Search" field at the top and enter "View API Clients" Click on the task "View API Clients" that just appeared
	At the top of the page that just appeared find and copy the "Workday REST API Endpoint".
	Enter the URL in the popup and click Continue.
	Add an integration system user (ISU): Click on the "Search" field at the top and enter "Create Integration System User" Click on the task "Create Integration System User" that just appeared
	In the dialog that just opened, enter a username and generate a secure password. You can leave the other fields untouched. At the bottom of the dialog, click "OK".

Add the ISU to your list of system users

While the newly created ISU will work for linking your Workday account, its password will expire after some time unless you add it to your list of System Users.

Search for the task "Maintain Password Rules" in the top bar:

Next, add your created ISU to the list of "System Users exempt from password expiration".

Create a security group and assign the ISU to it

	Click on the "Search" field at the top and enter "Create Security Group".
	Click the task "Create Security Group" that just appeared.
	On the page that just appeared locate the dropdown "Type of Tenanted Security Group" and select "Integration System Security Group (Unconstrained)".
	For the "Name" enter the value of the "User Name" when creating the ISU earlier (in this case it would be test_isu, but yours will be different). At the bottom of the page, click "OK".
	On the next page, go to the field "Integration System Users" and add the user you created earlier. You can do this by clicking on the field and typing in the name of the ISU (in this case "test_isu"). After that, go ahead and click "OK".

Add the required permissions to the security group

	Click on the "Search" field at the top and enter "Maintain Permission for Security Group".
	Click on the task "Maintain Permission for Security Group" that just appeared.
	In the window that just appeared, make sure you have the option "Maintain" selected. Click the field "Source Security Group", enter the name of the group (in this case test_isu), and hit enter. Then, click on the security group to select it. Click "OK".
	In the window that just appeared, you can add the permissions you want for the ISU. You can find the list of permissions needed in the connection flow. The list of permissions here is only an example. Please check your own permissions in the connection flow.
	For each permission, repeat the following process: Make sure the tab "Domain Security Policy Permissions" is selected. Click on the icon with the "+" on it.
	Click on the cell in the column "View/Modify Access". If the permission says "Get:", select "Get Only". Otherwise, select "Get and Put".
	Click on the cell in the column "Domain Security Policy", type in the name of the policy (i.e. "Integration: Build"), hit enter, and click on the item that just appeared in a list.

Activate your changes

After making any changes to your Workday security policy settings, make sure to apply those changes by executing the "Activate Pending Security Policy Changes" task. Without that, none of your changes with take effect.

	Click on the "Search" field at the top and enter "Activate Pending Security Policy Changes".
	Click on the task "Activate Pending Security Policy Changes" that just appeared.
	In the window that just appeared, add any comment for applying the changes (i.e. "Grant ISU test_isu necessary permissions for integrations") Click "OK".
	In the new window, check the box "Confirm". Click "OK".

Troubleshooting "Invalid username or password!" issues

If you are experiencing trouble logging in due to an error "Invalid username or password!", try the following:

	Search for "Manage Authentication Policies" in the top bar. Click on "Edit" next to the policy.
	Create a new "Authentication Rule" by clicking on the + in the top left. Assign the Security Group that was made earlier to this new rule, and name the rule something relevant.
	Click the + next to "Authentication Condition Name" and name it something relevant.
	Ensure that the "Allowed Authentication Types" is either set to "Specific: User Name Password", or "Any".
	Search for "Activate All Pending Authentication Policy Changes" in the top bar, then confirm the changes made.
	Enter the username and password and click on Set up Integration.

Set up assessments inside Workday

Workday doesn't allow automating the creation of assessment test packages, so they have to be created manually.

How do I set up assessment test packages?

Get the list of available assessments

To set the assessments up, you need two data points per assessment:

Assessment name
Assessment ID. To find this, go to the assessment overview page and get the ID from the URL in the address bar as shown below:

Before getting started, you should have a list of assessments with those two data points for each assessment:

Input the assessments into Workday

To add an assessment, you have to:

	Search for the task "Maintain Recruiting Assessment Tests".
	Click on the "+" button at the top left.
	Copy and paste the name of the assessment into the "Test Name" column and click "OK".
	On the next screen, hover over the magnifying glass of the newly created test and click on the three dots. Then hover over "Integration IDs" and click on "Edit Reference ID".
	On the new page, ensure you are looking at the correct assessment (you can see the name at the top). Copy and paste the ID as you find it in your list into "Reference ID Value". Click "OK".
	You will now see a confirmation page, showing the correct name and Reference ID. Unfortunately, you have to repeat this process for each package that is to be added to Workday, as there is no way to automate it at the moment.

Use the integration

After you connect and configure the integration, you can proceed to invite your candidates manually and review their results within the Workday platform.

Invite candidates

In Workday, find the job requisition.

There are two ways to easily find a job requisition:

Searching for it by name
Searching for it by ID

To search for a job requisition by name:

Log into Workday
Search for "View Job Requisition".
Type in the name of the requisition you're searching for and hit Enter. Click "OK".

To search for a job requisition by ID:

Log into Workday
Enter WID:<the WID of the job requisition> and click on it.
Click on the Candidates tab and click Assess.
Click on “Assess” and select “Pending” as the Overall Status.
Select the relevant Assessment in the “Assessment Test” list.

The candidate will receive their assessment invitation from TestGorilla within 30 minutes.

Review results

Once the candidate completes the assessment, the candidate results will be shared in the Workday Screening section on the candidate details page -> View other job application -> Comments.

The results section in Workday includes:

An overall summary of their results (score out of 100)
A link to their candidate page in TestGorilla
Anti-cheating monitor information

To view the full results, click the link in the Results URL column to open the candidate results page inside of TestGorilla.

Disable the integration

If you decide to switch ATS platforms or for some other reason no longer want to use the integration with Workday, you can disable the integration.

	In TestGorilla, click your name in the top right corner of the browser and select the Integrations option from the drop-down menu.
	Click the Disable button on the Workable integration.
	Hit Disable on the popup that appears asking you to confirm your choice.