> ## Documentation Index > Fetch the complete documentation index at: https://docs.stackone.com/llms.txt > Use this file to discover all available pages before exploring further. # Workday Background Check > Learn how to configure and integrate Workday Background Checks with StackOne. ## Overview This guide provides step-by-step instructions for configuring and integrating Workday Background Checks with StackOne. By following these steps, you will enable background checks for candidates, ensuring that all required statuses, packages, and business processes are correctly set up in Workday. The integration automates the workflow and ensures consistent status updates. ## Partner Requirements There are no formal partnership requirements to configure and utilise the background check feature with Workday; however, you must have administrative privileges for your Workday account. ## Provider Side Setup ### Create Background Check Statuses in Workday Navigate to the Maintain Background Check Statuses page, add new statuses, and map each one to the appropriate existing value in the Maps to dropdown. Click `OK` to save and `Done` to confirm. Maintain Background Check Statuses The background check statuses will be used to update the result of the background check. Use the following mapping when creating statuses: | Background Check Status Label | Maps to | | ----------------------------- | ----------------- | | Completed | Completed | | Passed | Passed | | Initiated | Pending | | Failed | Did Not Pass | | Expired | Error | | Cancelled | No Longer Applies | Maintain Background Check Statuses From the 3-dot menu, select Edit Reference ID to modify the `Background_Check_Status_ID`. Maintain Background Check Statuses Set the Reference ID to exactly match each status label. Maintain Background Check Statuses ### Create Background Check Packages in Workday Navigate to the Maintain Background Check Packages page and add background check packages, or utilise the Create Background Check Package endpoint. These background check packages will be available during the background check submission for candidates. Maintain Assessment Tests Click `OK` to save and `Done` to confirm. ### Job Requisitions within the Supervisory Organisation in Workday These steps assume you already have a Supervisory Organisation in your Workday account. If not, please contact your administrator to create one. It is essential to create the Job Requisition under the Supervisory Organisation that will provide the system with the required security and team authority to manage the entire hiring workflow, ensuring that essential business processes (such as automatically triggering background checks) are executed properly. Navigate to your Supervisory Organisation page via global search (e.g. `org: `), View Supervisory Organisation Go to the `Staffing` tab. Ensure the Supervisory Organisation's Staffing Model is `Position Management`. SO for JR 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. If there are no jobs listed under `Positions with Open Job Requisition`, choose `Create Position` under the `Staffing` tab from the 3-dot menu. Create Job Position Complete the required fields to create a position; it will then appear in the `Positions without Job Requisition` grid. Created Job Position Navigate to `Create Job Requisition`, select your Supervisory Organisation and position, click `OK`, complete the form, then `Submit` it. Add in Position in Job Req The position will now appear in the `In Progress Requisition Actions` grid. Added in Position in Job Req Once the job requisition is approved, it appears in the `Positions with Open Job Requisition` grid. The recruiter can then assign candidates to this job requisition, which includes Background Check as a stage. Approved Job Req ### Business Process for Background Check in Workday To create a Background Check Business Process, open the 3‑dot menu beside the Supervisory Organisation name, then click `Create Business Process` under the Business Process menu. Initiate Business Process Select `Background Check` from the Business Process Type dropdown, then choose one of the following options:
* `Copy existing Definition` (to copy and create a new one from an existing or previously configured definition), * `Link existing Definition` (if one already exists), or * `None of the above` (which will prompt you to create a new one),
then click `OK`. Initiate Business Process 2 If the expected **Business Process Type**, such as `Background Check`, is not visible in the dropdown, it means that the Business Process has already been created for this Supervisory Organisation with the specified type. Enter the required details, then go to the `Business Process Steps` tab to configure the steps for the Background Check. | Order | If | Type | Specify | Optional | Group | | ----- | ------------------------------------------------------ | ----------- | -------------------------------------- | -------- | -------------------------------------------------------------------------------------------- | | a | | Initiation | | No | | | b | | Integration | | No | | | c | | Service | Document Delivery | No | | | d | Background Check Event has Package? (Workday Owned) | Action | Select Background Check Overall Status | No | HR Administrator • Manager • Manager (Unconstrained) • Recruiter • Recruiter (Unconstrained) | | e | Event is subevent of Recruiting Event? (Workday Owned) | Action | Make Background Check Decision | No | HR Administrator • Manager • Manager (Unconstrained) • Recruiter • Recruiter (Unconstrained) | You may not have the same `Group` values mentioned in the table above or in the image below. Please select the appropriate `Group` values according to your Workday account's security group configurations. Setup the Business Process Steps Click `Save`, then `Done` to confirm creation of the business process. To create an Integration System, refer to the section Integration System in Workday. Navigate to the Background Check Business Process page and click `Configure Integration System`. BP Config IS Select your Integration System and click `OK`. Select IS on Popup A pop-up appears allowing you to select the field values to be included in the payload when the `Background Check` event is triggered from Workday. Set Values for Fields **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. Open the 3-dot menu on the `integration step` (step b) and click `Maintain Redirect`. Maintain Redirect Enable the necessary actions, select the appropriate security groups, then click `OK` to save. You might have different Security Groups configurations on your Workday account. Maintain Redirect Page For the next Business Process step (step c), click `Configure Document Delivery`. BP Config IS A pop-up appears allowing you to configure the fields, including `Endpoint URL` (HTTP Address) and `External Trigger Token` (User ID). Set Values for Fields **Fill out the following information:** * **From Specific Integration Step(s):** \[Your Integration System] * **Transport Type:** \[HTTP/SSL] * **HTTP Address:** \[Endpoint URL] ```plaintext theme={null} https://api.stackone.com/external-trigger/workdayats ``` * **Web Service Invocation Type:** \[Basic Auth] * **User ID:** The `External Trigger Token` that you will receive from the StackOne Connector Hub during connection setup. To obtain the External Trigger Token, see:
• StackOne Configuration
• ATS User Enablement * **New Password / Verify Password:** Enter any temporary text (Workday requires a value, but it isn’t used). Click the `OK` button to save your configuration. ### Integration System in Workday The integration system is crucial for the Background Check process as it automates the secure transfer of candidate data to the external vendor and returns the final background check status to Workday. Search for `Create Integration System` in the global search bar. Enter the `System Name` and select the integration template `Core Connector: Background Check Order Outbound` from the dropdown. Create Integration System Click `OK` to create the Integration System. Navigate to `Configure Integration Services` from the 3-dot menu to enable the necessary services for the Background Check Order Integration. Configure Integration Services The following required services will be enabled by default: * Core Connector : Background Check Order Outbound / Core Connector: Background Check Outbound Initial Service\* * Core Connector : Background Check Order Outbound / Core Connector : Background Check Outbound Service Add Integration Services Click `OK` to save. Navigate to `Configure Integration Attributes` from the 3-dot menu to add the required attribute values. Configure Integration Attributes Select the values for the attributes as shown in the image. Add Integration Attributes Click `OK` to save.

You have successfully created the Integration System for Background Check in Workday.
You can now use this Integration System in the business process described under the `Configure the Integration System step` in Business Process for Background Check in Workday. ## StackOne Configuration Go to the ATS category on the Integrations page and enable Workday. Activate Workday 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`. Activate Workday Click `Confirm` or `Save Changes` to enable the Workday integration. This allows end users to link their accounts via the StackOne Connector Hub. Navigate to the *Webhooks* page and click the `+ Add Webhook` button to add a webhook for Workday. Create Webhook Navigate to the Events tab and enable the `Background Check Order` event. Select Webhook Event 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. ## ATS User Enablement Navigate to the *Accounts* page to link your Workday account with StackOne. Link Workday account You will receive the `External Trigger Token`, which must be entered as the User ID during the `Configure Document Delivery` step in Business Process for Background Check in Workday. External Trigger Token ## ATS User Experience After completing configuration, users will see **Background Check** as a stage in the Job Requisition workflow within the Supervisory Organisation. Background Check Stage When a candidate is moved to the **Background Check** stage, a `Background Check` button appears next to their name. Users can use this to send the background check request to the candidate. Background Button ### Send the background check request from Workday #### Move the candidate to the Background Check stage Navigate to the Job Requisitions page and select the job requisition the candidate applied to. View JR Go to the `Candidate` tab, then the `Review` sub-tab, where the candidate appears in the grid. Candidate Job Apply Select the candidate in the grid and click `Move Forward`. View JR In the pop-up, select the next stage (you may need to advance sequentially). For the Background Check stage, choose `Background Check` in both dropdown menus. Candidate Job Apply Click the `OK` button to move. In the `Background Check` tab, the candidate now appears in the Background Check stage. View JR #### Send the background check invitation to the candidate If you are the recruiter, the `Background Check` button appears next to the candidate's name. Sending Invite Select the background check package you created (see Create background check packages) from the dropdown. Send Invite Click `Submit` to trigger the webhook notification from Workday. #### See the background check integration logs Access the Process Monitor page using the global search. Set the Process Type to `Integration` and click `OK` to view all logs related to integrations. Sending Invite If you have just sent the background check request, you can view the latest logs at the top of the grid. Look for entries with a `Completed` status that correspond to your integration system name and Document Delivery requests. Send Invite If the status is marked as completed without any errors, it means the webhook notification has been successfully sent. ### What the user sees after sending the request In the Application > Screening tab, under the `Background Check History` sub‑tab, the user can view details of the background check that was sent to the candidate. Background Check Details ## ATS User Experience Customisation Use the following endpoint to update results: * Background Check: Update Result Use the following endpoint to get metadata to update the result of the background check: * [Connector Meta Information](https://docs.stackone.com/platform/api-reference/connectors/get-connector-meta-information) with the provider key `workdayats` for model `background_checks/results.update`
| Fields (when provided) | User sees in Workday | Comment | | ---------------------- | -------------------------------------------------------------------------- | --------------------------------------------- | | Result | Result 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 | |
When a user opens a candidate's application, they can navigate to the `Background Check History` sub‑tab to view background check details and results. Updated Result ## Testing Checklist ✅ **Provider Setup:** * Logged in with an Admin account. * Added background check status mappings as mentioned above. * Added background check packages as mentioned here. * Job Requisitions exist within the Supervisory Organisation whose Staffing Model is `Position Management`. * Configured the `Background Check` business process with the Integration System created. * Added order payload attribute values correctly as mentioned in the Business Process for Background Check step. * Configured the Document Delivery step with the correct `Endpoint URL` and `External Trigger Token` (User ID). See Business process steps. ✅ **StackOne Configuration:** * Selected `Background Checks` as the Integration Category. ✅ **ATS User Activation:** * Configured the Integration step in the Background Check business process by selecting the correct Integration System. * Added a valid `Endpoint URL` and `External Trigger Token` (User ID) under the Document Delivery step. ✅ **Create a Webhook:** * Added a webhook for Workday and enabled the `Background Check Order` event. * Valid webhook URL to receive background check notifications. ✅ **ATS User Experience:** * Background Check stage is available in the Job Requisition workflow. * In the *Application > Screening* tab, under the `Background Check` sub-tab, the sent background check details will be available. ✅ **Update Result:** * Success response from the update result endpoint. * Updated result details visible in Workday's UI. ## Troubleshooting
| Symptom | Likely cause | Fix | | --------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Unable to access Supervisory Organisation and Business Process. | Logged-in account is not an admin account. | Log in with an admin account. | | Unable to get `Background Check` Business Process Type to create a Business Process | A Business Process of the `Background Check` type has already been created for this Supervisory Organization. | Use the global search to find the existing Business Process (e.g., `bp: `) and edit the existing Business Process as mentioned in Business Process for Background Check step. | | Unable to search/navigate the above-mentioned navigations. | **•** Logged-in account is not an admin account.

**•** Missing permissions. | **•** Log in with an admin account.

**•** Contact your Workday administrator to grant the required permissions. | | `Background` button is not visible next to the candidate's name in the job requisition. | Logged-in user is not the recruiter or hiring manager for that job requisition. | Log in as the recruiter or hiring manager associated with the job requisition. | | Webhook notification not received. | **•** Invalid webhook configuration in StackOne.

**•** Supervisory Organisation staffing model not set to `Position Management`.

**•** Job requisition not listed under the Supervisory Organisation.

**•** `Invited` status (or matching Reference ID) not created.

**•** Document Delivery step misconfigured. | **•** Validate webhook URL and enabled events (see StackOne Configuration).

**•** Ensure staffing model is `Position Management`.

**•** Ensure job requisition appears under the Supervisory Organisation (see Job Requisitions section).

**•** Create `Invited` status (see Statuses section).

**•** Reconfigure Document Delivery (see Business Process). | | List of packages not available. | No background check packages added. | Add background check packages (see Packages section). | | Result URL shows an error. | Result URL has expired or is not publicly accessible. | Use a public or signed URL; verify CORS configuration and expiry time. |
For persistent issues, contact StackOne support with detailed error logs and configuration information.