The following steps will walk you through integrating your Workday ATS with Karat. This integration will enable you to:
- Invite candidates to their Karat interview from within Workday
- Get Karat status updates in Workday
- Enable Karat to align the scoring bar based on onsite outcomes
- Automatically align Candidate States on the Karat Platform with Candidate States in Workday.
Setup in Workday (unconstrained access)
Perform the following tasks in your Workday Tenant
1. Create Integration System User
2. Create Security Group
Workday supports restricting access through Domain Security Policies as well as Constrained Security Groups. Security policies grant access to specific data types while Constrained Security Groups Provide limit access to those data types based on segment.
Karat recommends using Unconstrained. Constrained Security Groups should be used if the there is a desire to explicitly restrict Karat's access to a subset of candidates, applications, and job requisitions.
Unconstrained
Constrained
The security group type must be Integration System Security Group (constrained)
Workday allows for multiple Job Requisitions to be chosen in the Organizations field. This causes workday to restrict the data requests can get through this security group to only candidates, job applications and assessment tests related to the selected job requisitions
Bellow is an example of what the Organizations field should look like when selecting job requisitions:
After this, save the security group.
3. Maintain Permissions for Security Group
Some tenants require explicitly add Get and Put access to the Domain Security Policy: Candidate Data: Assessment Results. If it is available to add be sure to include it.
4. Activate Pending Security Policy Changes
5. Register API Client for Integrations
Ensure to match the configuration above.
Note the Client ID and Client Secret
6. View API Clients
Note
- The URL prefix of the Token/Rest endpoint
- in this example: https://impl-services1.wd12.myworkday.com
- Your Tenant name (this may also be retrieved from the current url in the browser)
- in this example: karat_dpt1
7. Manage Refresh Tokens for Integrations (from View API Clients)
Note the Refresh Token
Add API Configuration to the Karat Platform
In previous steps we created
- Client ID
- Client Secret
- Base URL
- Tenant Name
- Refresh Token
Create a Workday Ats Integration in Karat
You must be an Admin to complete these actions.
Settings → Ats Integrations
Configure the Integration Settings
Paste the settings into the form and save it.
For assessCandidateReferencePrefix you may use any prefix you chose, we recommend KARAT_ROLE_ .
For doNotPursueAssessmentStatusId, reviewAssessmentStatusId, inviteAssessmentStatusId, fastTrackAssessmentStatusId add the Recruiting Assessment Status that the Karat Recommendation should map to. The Reference ID's can be found in the Workday tenant by running the View Reference IDs task for the Recruiting Assessment Status business object. If new Statuses need to be created that can be done with the Maintain Assessment Statuses task.
If you do not wish to configure these, we recommend the following mapping given that these Assessment Status exists.
| Setting | Reference Id |
| fastTrackAssessmentStatusId | Pass |
| inviteAssessmentStatusId | Pass |
| reviewAssessmentStatusId | Fail |
| doNotPursueAssessmentStatusId | Fail |
Setup Stage Mappings
On the Stage Mapping tab
- click Retrieve New Stages
- if this request fails, then there is an issue with the setup/permissions.
- Map the Workday Stages to Karat Stages
- the screenshot shows what we recommend for the default Stages Workday includes
Using the Integration
Add the Karat Assessment Role to your Workday Assessment Tests
Maintain Recruiting Assessment Tests
An Assessment Test must be created for each Karat Role
Maintain Reference IDs
Update the reference ID's of the Karat Assessment test to be {assessCandidateReferencePrefix}{Role ID}. We recommend something like KARAT_ROLE_ for the assessCandidateReferencePrefix so that the reference ids look like KARAT_ROLE_12345
Role Id's can be retrieved from the URL of the Role when viewing in Karat
Add Default Assessment Test to Job Requisition
Edit Job Requisition
Send a Karat Assessment Invite to a Candidate
Karat poll's Workday for candidates in Assessment stage for Job Requisitions with a Karat Default Assessment Test. Any Candidates found will be invited to Karat Assessments.
Workday Assessment Test Result Field Population
Status and results will be posted on the Assessment Test Result as a Candidate's Karat assessment progresses. The tables below are examples and can be used as starting point.
Assessment Test Status
- Karat Recommendation: Once the candidate has completed their Karat interview and the results have been published, the integration will add the Karat recommendation to this field. (ie Do not pursue, Requires further review, Invite to next round, Fast track)
| Karat Recommendation | Assessment Test Result Status | Config Key in Karat Integrations Settings |
| Fast Track | Pass | fastTrackAssessmentStatusId |
| Invite to Next Round | Pass | inviteAssessmentStatusId |
| Requires Further Review | Fail | reviewAssessmentStatusId |
| Do Not Pursue | Fail | doNotPursueAssessmentStatusId |
- Candidacy Status: This status reflects more granular statuses before the Karat Recommendation is issued. They are not required to have a unique status. For simplicity Karat recommends mapping them all to incomplete unless you have a
| Karat Status | Assessment Test Result Status | Config Key in Karat Integrations Settings |
| Scheduling | Incomplete | schedulingAssessmentStatusId |
| Scheduled | Incomplete | scheduledAssessmentStatusId |
| Cancelled | Incomplete | cancelledAssessmentStatusId |
- Integrity Review Status: when an interview's integrity is flagged Karat will apply mappings to
| Karat Status | Assessment Test Result Status | Config Key in Karat Integrations Settings |
| Integrity Review Required | Integrity Review Required | integrityReviewRequiredAssessmentStatusId |
| Confirmed Integrity Violation | Fail | confirmedIntegrityViolationAssessmentStatusId |
| Confirmed No Integrity Violation | Use Karat Recommendation | confirmedNoIntegrityViolationAssessmentStatusId |
Assessment Test Date
The date the Result/Recommendation is posted
Assessment Test Result Score
tbd
Assessment Test Comment
Karat Status: This field notates the most recent candidate status from the Karat Platform. You will see notifications here like, scheduled, rescheduled, cancelled, redo requested, etc.
Karat Summary: Once the candidate has completed their Karat interview and the results have been published, the integration will add an abbreviated version of the candidate's recommendation and scoring.
Assessment Test URL
Karat Result URL: Once the results have been added to Workday, the integration will also post the Karat Result URL. This allows your team easy access to the full Karat results and video of the interview.
Optional Additional Configurations & Guides
Removing the Assessment Decision BP task
Type "business process definitions" in the search bar and select the first result
Search for the row whose Business Process Type is Assess Candidate
Click on the three buttons next to the Assess Candidate (Default Definition) item
Navigate to Business Process > Edit Definition as seen below
You will be taken to a new screen with an Edit Business Process Definition Modal.
Click on the okay button without making any changes:
Find the Make Assessment Decision action on the table and hit the Remove Row (minus sign enclosed by a circle) row button on the first column
Finally, hit the okay button.
Candidates Bulk Management
Bulk Invite (moving to assessment stage)
To invite multiple candidates to a karat assessment search for the View Job Requisition report and select the job requisition in the modal:
In the candidate pipeline select the review or the screen stage, for the example below, the review stage will be selected:
Click on candidate actions:
This will open the Review Candidates page:
Select the candidates that should be invited to the karat assessment and click on Move Forward:
In the modal search for the Assessment stage on the Move Selected Candidates to Next Stage dropdown and click on the OK button:
Back on the View Job Requisition Report the candidates will now be on the assessment stage:
To check the state of the assessments go to the Candidates tab on the View Job Requisition report and click on the Compare Candidate Assessments subtab:
The assessments won't immediately be available in this view. Karat will populate this view hourly.
Bulk decline (disposition)
Go to the View Job Requisition Report to view the candidate pipeline:
Click on the assessment stage and then on the Candidate Actions button:
In the review candidates page select the candidates to be declined and click on the decline button:
Select an option in the Disposition Reason dropdown on the top to apply it to all of the candidates or select a different one for each candidate and click on the OK button:
The candidates will no longer be in the candidate pipeline: