Recruitment to HR
Jobvite to Workday integration: Jobvite's new hire file as pre-hires in Workday
With an integration between Jobvite and Workday, every hire in Jobvite's new hire file becomes a pre-hire in Workday, after which the hire starts with start date, requisition, department and location. Jobvite delivers hires as a standard CSV file on an SFTP server and does not adapt that file per customer; KoppelHet collects it, translates the values and puts them in Workday.
What the integration does
Organisations that recruit in Jobvite and use Workday as their HR system receive hires as a CSV file from Jobvite. Someone has to collect that file, convert it and process it in Workday, and if that is skipped once, only the manager notices on the first working day that nothing is ready.
- Jobvite places a new hire file on its own SFTP server according to schedule.
- KoppelHet collects the file, decrypts it if it is encrypted and reads every line.
- Per line KoppelHet looks at the hire type and whether the candidate was processed before.
- A new hire or rehire becomes a pre-hire with a hire in Workday; an internal transfer goes to HR as a notice.
- Workday runs its own approvals. Lines that Workday rejects are shown with the reason in the KoppelHet platform.
What to watch for with Jobvite and Workday
- Jobvite's standard HR integration is a CSV file with hires that Jobvite places on its own SFTP server. Jobvite does not change that file for extra fields, a different order or transformations. Anything Workday needs differently, KoppelHet does after collecting it.
- The new hire file distinguishes new hires, rehires and internal transfers. Only the first two become a hire in Workday. An internal transfer is a job change of an existing worker in Workday; KoppelHet prepares it as a notice for HR, and it can be added later as an extension.
- Custom fields only appear in the file if they are enabled for the data feed in Jobvite, and custom fields from Jobvite's onboarding module never do. We therefore put the Workday position ID as a custom field on the requisition, with the data feed enabled.
- Next to the new hire file, Jobvite has an onboarding export with social security number and date of birth, built for the US SSN. We do not use it for Dutch hires; the BSN goes into Workday or payroll, not from the recruitment system.
- Jobvite can also import departments, locations and requisitions from the HR system, if that is in the order. If they come from Workday, the new hire file contains the same values as Workday and the lookup table stays small.
- A file can contain the same hire again, for example after a correction in Jobvite. KoppelHet remembers which applications already have a pre-hire in Workday and updates it instead of creating a second person.
- The file can be encrypted with PGP. KoppelHet only decrypts it in memory and keeps no copy after processing, so candidate data does not stay in an extra place.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why a file and not the Jobvite API?
The file is the route Jobvite itself describes for HR systems. API keys are requested from Jobvite support. If the organisation already works with the API, KoppelHet can use it.
How quickly does a hire reach Workday?
As fast as the schedule of the Jobvite export. With a daily file that is the next day; for a start date weeks later that is well in time.
Are approvals in Workday skipped?
No. KoppelHet starts the hire; the approvals you configured still apply.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Jobvite Standard CSV Flat File Integration - New Hire Export (New Hire, Rehire and Internal Transfer) with fields from candidate, application, requisition and custom fields marked as Data Feed; no onboarding custom fields. CSV through an SFTP server hosted by Jobvite, optionally PGP encrypted; the customer (here KoppelHet) collects it. Imports for requisitions, employees, departments, locations and categories according to the order form.
- Workday through the Staffing web service with an Integration System User. Put_Applicant creates or updates the pre-hire; Hire_Employee hires the pre-hire into a position, headcount or job through the Hire Employee business process.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Jobvite | Field in Workday | Notes |
|---|---|---|
Kandidaat- en sollicitatie-ID uit het bestand | External_Integration_ID_Data | A line that returns in a later file is not processed again |
Voornaam en achternaam | Legal_Name_Data | Name prefix according to the Dutch name format |
E-mail en telefoon | Email_Address_Data en Phone_Data (privé) | |
Startdatum | Hire_Date | |
Eigen requisitionveld met Workday-positienummer | Position_Reference | Only if the field is enabled for the data feed |
Afdeling en locatie van de requisition | Supervisory organization en Location_Reference | |
Soort aanname (nieuw, rehire, overstap) | Hire_Employee of melding aan HR |
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