Workday Background Check

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Overview

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Partner Requirements

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Provider Side Setup

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Create Background Check Statuses in Workday

1

Create background check statuses

Navigate to the Maintain Background Check Statuses page, add new statuses and map them to the existing values in the Maps to dropdown. Click the OK button to save and the Done button to confirm.

Ensure you add all the statuses as follows, with their respective mappings:

Please follow the mapping below to add and map statuses

The following background check statuses will be used to update the result of the background check.

Background Check Status Label		Maps to
Completed		Completed
Passed		Passed
Pending		Pending
Failed		Did Not Pass
Expired		Error
Cancelled		No Longer Applies

2

Edit Reference IDs of the background check statuses

Go to Edit Reference ID under Action Menu to edit Background_Check_Status_ID

The Reference ID should be the same as the label of the statuses.

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Create Background Check Packages in Workday

1

Create Background Check Packages

Navigate to the Maintain Background Check Packages page, add a background check package, or you can utilise the Create Background Check Package endpoint.

These background check packages will be available during the background check submission for candidates.

Click the OK button to save and the Done button to confirm.

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Job Requisitions within the Supervisory Organisation in Workday

1

Listed Job Requisitions

Navigate to your Supervisory Organisation page and go to the Staffing tab.

Ensure the Supervisory Organisation’s Staffing Model is Position Management.

Under the Positions with Open Job Requisition grid, you will find the list of Job Requisitions that support sending notifications for the Background Check via the Integration System.

2

No Listed Job Requisitions

If there are no jobs listed under Positions with Open Job Requisition, find Create Position under the Staffing tab in the three-dot menu.

Fill in the required details to create a position. It will then appear in the Positions without Job Requisition grid.

Navigate to Create Job Requisition, select your Supervisory Organisation and position, click OK, complete the Job Requisition form, and then Submit it.

The position will now appear in the In Progress Requisition Actions grid.

Once the job requisition is approved, it will appear in the Positions with Open Job Requisition grid and will be enabled to send notifications.

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Update Background Check Business Process in Workday

1

Select to update the Integration System

Navigate to the Background Check Business Process page and click the Configure Integration System button.

Select Your Integration System as the integration and click OK.

2

Edit payload attribute values

A pop-up will appear, allowing you to select the values for the fields to be included in the payload request when the Background Check event is triggered from Workday.

Fill out the following information:

• Background Check ID: [Background Check Business Process]
• As Of Entry Moment: [Current Moment (DateTime)]

Submission Date and Workflow State should be left empty.

Click OK to save your configuration.

3

Select to update the Document Delivery

In the next business process step, click on the Configure Document Delivery button.

4

Add values in required fields

The pop-up will appear, allowing you to select the values for the fields, including the configuration regarding Endpoint URL as HTTP Address and External Trigger Token as User ID.

Fill out the following information:

• From Specific Integration Step(s): [Your Integration System]
• Transport Type: [HTTP/SSL]
• HTTP Address: [Endpoint URL]

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https://api.stackone.com/external-trigger/workdayats

• Web Service Invocation Type: [Basic Auth]
• User ID: External Trigger Token that you will receive from the StackOne Connector Hub during the connection setup.
  To obtain the External Trigger Token, follow these steps:

  • StackOne Configuration
  • ATS User Enablement
• New Password/Verify Password: You can enter any text here as this is a required field in Workday.

Click the OK button to save your configuration.

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Stackone Configuration

1

Enable Workday in StackOne

Go to the ATS category on the Integrations page and enable Workday.

2

Complete the configuration form

Complete the required fields in the Workday - Configuration modal:

• Authentication Type - Select one of the authentication types, e.g. Basic Authentication.
• Integration Category - Select Background Checks.
  

Click Confirm or Save Changes to enable the Workday integration. This allows end-users to link their accounts via the StackOne Connector Hub.

3

Create a Webhook

Linking a Workday account from the StackOne Connector Hub is optional for creating a Workday webhook for the Background Check Order event.

Navigate to the Webhooks page and click the + Add Webhook button to add a webhook for Workday.

4

Select webhook event

Navigate to the Events tab and enable the Background Check Order event from the grid.

Click the Save button to save the webhook.

To test the background check webhook with your Workday Sandbox account, see the ATS User Enablement section.

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ATS User Enablement

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ATS User Experience

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Send the test to the candidate from Workday

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Move Candidate to the Background Check Stage in Workday

1

Go to the Job Requisition

Navigate to the Job Requisitions page by selecting the same Job Requisition from the pop-up for which the candidate has applied.

Navigate to the Candidate tab and select the Review tab, where the candidate will be displayed in the grid.

2

Move Candidate from Review to Background Check stage

Select the candidate in the grid and click the Move Forward button.

3

Select Background Check from the dropdown

In the pop-up, select the next stage, which may be the Background Check stage, or you may have to move stages one at a time. For the Background Check stage, choose Background Check in both dropdown menus.

Click the OK button to move.

4

Candidate Moved to the Background Check Stage

If you go to the Background Check tab, the candidate will now be in the Background Check stage.

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Send the background check invitation to the candidate

1

Submit background check as a Recruiter

If you are the recruiter, you should see the Background Check button next to the candidate’s name.

2

Send the Background Check Invitation

Please select the Background Check Package that you have created above from the dropdown menu.

Click the Submit button to receive the webhook notification from Workday.

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User will see after test has been sent

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ATS User Experience Customisation

1

Update the result via the Unified API

Use the following endpoints to update the results:

• Background Check Update Result

Use the following endpoint to get metadata to update the result of the background check:

• Connector Meta Information with the provider key workdayats for model background_checks/results.update

Condition	User sees in Workday	Comment
Result Status	Result status will be displayed within the grid’s Overall Status column	Result enum values from Meta API result field
Submission Date	Submission date will be displayed within the grid’s Status Date column
Result URL	Result URL will be displayed within the grid’s Results URL column

2

How will background check results be shown to the user in Workday?

When a user opens a candidate’s application, they can navigate to the Background Check History sub-tab within the application to view the background check details and results.

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Testing Checklist

• Logged in with an Admin account.
• Added background check status mappings as mentioned above.
• Added background check packages as mentioned here.
• Job Requisitions are within the Supervisory Organisation with the Staffing Model as Position Management.
• Configured the Background Check Business Process with the Integration System that will be created manually.
• Added order payload attribute values with the correct Background Check ID.
• Configured the Document Delivery step with the correct Endpoint URL and External Trigger Token as User ID. Please refer to these steps.

• Selected Background Checks as the Integration Category.

• Ensure you configured the Integration step under the Background Check Business Process by selecting the correct Integration System name from the Configure Integration System pop-up.
• Ensure you added a valid Endpoint URL and External Trigger Token as User ID under the Document Delivery step configurations.

• Added a webhook for Workday and enabled it with events such as: Background Check Order.
• Valid webhook URL to receive background check notifications.

• Background Check stage is available in the Job Requisition workflow.
• Invited status, or a status with Invited as the Reference ID, is available to select on the Background Check pop-up when clicking the Background button.
• In the Application > Screening tab, under the Background Check sub-tab, the sent background check details will be available.

• Success response from the update result endpoint.
• Updated result details visible in Workday’s UI.

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Troubleshooting