Enabling the Workday ATS Connector
To begin enabling the Workday ATS integration, search for “Create Integration System User”
Once you’ve done so, complete the following fields:
- New Password
- New Password (Verify)
Click OK, check the information on the next page and select Done.
Create security group
You have to link the user to a security group.
There are two ways for linking the user with a security group
- A - Assign the user to a security group already generated;
- B - Create a security group and then assign users
A - Assign the user to a security group
B - Create a security group
Go to “create security group” and fill out the fields according to the following:
- Type of tenants security group, please select the “Integration System Security Group (Unconstrained)” option;
- Name, please call the security group “Crosschq”. Remember you will need to search for the security group later.
Then, select “OK”. You will be redirected to the next page, where you have to search for the user you want to link with the security group.
Click “Context type” and select the user created in the last step, then click “OK”. Once you’ve clicked "OK" you will have generated a security group with a user linked to it.
Configuring security group data access and permission
Find the domain
Search for the “Domain Security Policies for Functional Area” task within the search field.
Fill out the “Functional Area” field with the “Recruiting” option, then click “OK”.
Once you’ve clicked “OK” you will be redirected to the next page.
Within the Recruiting domain details, you will be able to configure the permissions for the security group you’ve created before.
You have to add the following permissions to the security group:
- Candidate Data: Assessment Results
- Candidate Data: Attachments
- Candidate Data: Bundle Resumes
- Candidate Data: Edit Job Application
- Job Requisition Data
- Job Requisitions for Recruiting
- Person Data: Work Address
- Person Data: Work Instant Messenger
- Person Data: Work Phone
- Person Data: Work Web Address
- Worker Data: All Positions
The following process must be repeated for each individual security permission:1) Select the permission
*note: the image shows the candidate Data: Assessment Results permission
2) Select “edit permissions” for the security group.
3) Add the security group you have created before to the permission.
Important: Set GET and PUT permissions. An alert asking to check if these checkboxes are selected will prompt.
4) For changes to be effective you will have to complete the Activate Pending Security Policy Changes task.
Once you’ve linked the security group with the permission, search for “Activate Pending Security Policy Changes” within the search field and click “OK”. This process will save the modifications.
Click “OK” again.
After this step is completed, let your Crosschq support representative know the following information and they will enable the integration. Email email@example.com with the following information:
- ATS tenant
- ATS username
- ATS password
With the required information, our team will establish the connectors and the Workday integration will be enabled within Crosschq.
The next step will be to create the following Assessment Statuses for Crosschq.
First, search “Maintain Assessment Statuses”
Next, to create an assessment status, click on the plus sign and complete the following fields for each status:
- Assessment Status Name
- Check Overall Status
- Check Test Status
Select OK, and then click the link below to make sure the status is working. Repeat the process for all of the statuses below.
Please create all of the following statuses:
- Crosschq Send Invite ID: Crosschq_Send_Invite
- Crosschq Sent - ID:Crosschq_Sent
- Crosschq Assigning - ID: Crosschq_Assigning
- Crosschq Concluded - ID: Crosschq_Concluded
- Crosschq Canceled - ID: Crosschq_Canceled
- Crosschq Completed - ID:Crosschq_Completed
- Crosschq Declined - ID: Crosschq_Declined
- Crosschq Invited - ID: Crosschq_Invite
On the next page, you must edit the reference ID of each assessment status as the last step. Make sure the reference ID is the exact status from the list above. (Paste only the information after the semi colon.)
Next, you will want to create the templates for Workday within Crosschq.
Within the Crosschq Organization Settings, scroll down to the Templates section. Click the Edit/Create Templates link to create templates to determine the type of references you would like to collect on each type of job requisition. This will then take you to the Templates section of Crosschq where you can build out the desired reference templates for your ATS. Select Create New Template. Enter the required information such as template name, add in an ATS Tag which will be used to connect the template to the job req in Workday, and create a description of the template.
Within the Request Settings section, add in the position, select the appropriate survey, and configure the number, and type of references you want to be associated with this request. Please note that the relationship type can either be specified or you can select any relationship type and let the candidate determine the type of reference. Additionally, you can add customized notes to each specific reference request i.e., "Please provide a manager reference from X company."
Finally, you can create custom emails or text messages associated with each template by filling out the custom notifications section. When you are done, select Create Template and this will automatically be linked to your ATS.
At any point, if you need to edit or delete a template select the three dots next to the template and you can manage from there.
Repeat these steps for all of the templates necessary.
To complete this process you will need to then create your Crosschq templates within Workday, proceed with the following:
- Navigate to Workday and search for “Maintain Recruiting Assessment Tests”
- Create the assessments in Workday using the “Name” for the template in Crosschq.
- After creating the inline assessment, click on the three dots button to the right of the search to apply the tag from Crosschq
The Assessment name should be the same as the Template in Crosschq.
Then copy and paste the ATS tag field value from the Crosschq template into the reference ID field for the Inline Assessment, and repeat the steps above for each template. Both the Template Name and ATS tag in Crosschq should match the Assessment Name and Reference ID field in in the Inline Assessment in Workday.
Sending a Crosschq Request from Workday:The candidate must create an account and apply to a job within Workday https://crosschq-dpt1.wd2.myworkdayjobs-impl.com/en-US/External
When the candidate has completed their application, the recruiter will be able to locate them within Workday.
To get started, the client must find the candidate in Workday Recruiting.
Click on “Find Candidates”
Search the Candidate
Click on Actions from Job Application, and click on Move Candidate
Check Move Forward and select “Assessment” and click OK
Click on Assess to select the Survey Template
Within the Overall Status, you should select “Crosschq Sent Invite”, and on the Assessment Test you should select the Survey Template that applies to the job you are hiring for, in this case, “Software Developer”.
Note: The Survey Template "Software Developer" must be previously created in Crosschq within the templates section.
From here you will be able to track the status of the Crosschq request until it is completed. Once complete, you will be able to view the Crosschq Report.