Workday Integration - Contact Import

Overview

The Workday integration leverages Workday's RaaS (reports-as-a-service) functionality to allow your team to import Applicants and Prospects into Cadence. Importing contact data requires the creation of a Integration Systems User and a Report in Workday.

In order to import data, a web-enabled custom report must be set up in Workday.

The Report must contain at a minimum:

Contact ID
First name
Last name
Mobile number
Last Modified On

Additional fields can be brought in from Workday and can be mapped in the Custom Fields section of the import settings page.

Note: Workday must be enabled by Mongoose before you'll see it as an option. Please reach out to your CSM or Mongoose Support if you'd like Workday enabled.

Setup in Workday - Integration System User

An Integration System User must be created in Workday in order to utilize this integration.

The following permissions should be given to the user:

Manage: Student Applicant
Manage: Student Prospect domains

Please consult Workday's documentation for specifics about how to configure your Integration System User.

Setup in Workday - Custom Report and Data

The integration leverages Workday's RaaS (reports-as-a-service) functionality to allow your team to import Applicants and Prospects into Cadence. In order to import data, a web-enabled custom report must be set up in Workday.

Create a web-enabled custom report and include all the records/fields you want on it. We recommend including only a subgroup of records (e.g., only those opted in, only those you want to text) in the report.
Required Cadence system fields must be included in the report: Contact Id (unique identifier of your choosing), First Name, Last Name, Mobile Number.
Opt-out status and user assignment can optionally be included in your report
Up to 25 additional custom fields can be included in your report; note that the fields you will map to the Application ID and the Recruitment ID in the export step will need to be included in the 25 custom fields.

Configuring your Import Settings

Within Cadence, navigate to your Admin team drop down on the left navigation>Workday Integration

To begin configuring the Workday configuration, click "Import Settings" on the Imports tab:

Import "Settings"

First, on the "Settings" tab enter your Workday Integrations Systems User information and Workday Report URL here:

Notifications

Optionally, a notification email can be sent to one or more individuals every time an import runs. The email includes the results of the import (total, success, and error records). If there are any errors, there will be a file attached to the email showing which records had an error and what caused it.

Click "Save".

Import Source

On the "Import Source" tab, Admins are able to configure the import schedule and set up and manage field mappings

The integration can automatically run an import up to four times per day and you can utilize as many or as few of the times as your team needs.

The following times are available:

Overnight 3am-5am
Morning 10am-12pm
Afternoon 2pm-4pm
Evening 6pm-8pm

Imports are a create/update process, meaning that if your Report includes a record that has not been previously imported, the record will be added to your team's data in Cadence. If the record already exists in Cadence, it will simply be updated with the most recent information from your report.

Field Mapping

The field mapping section covers all potential fields that can be included in your data imports.
For all field mappings, you will see two columns: Group Name and Workday Field.

Group Name: In the left column you can put your Workday Group Name if it applies. The Workday Group Name is optional.

Workday Field: Type in your Workday field name to map it to the corresponding Cadence field.

Required Fields

The following fields are a set of required standard fields that must be mapped in the import and included in your Report.

Optional Fields

Optional fields that you can import from your Workday Report are User ID, Last Modified On, and Opted-out information.

UserID - UserID is the field that indicates the staff member the contact is assigned to. It is optional and can be left blank. If blank, the Send as assigned user and Send to my assigned contacts only functions will not be usable in Cadence.

Last Modified On - Last modified On is only needed to be mapped if selecting more than one time of day for imports. Last Modified On looks to the last modified date and time to know what changes have occurred since the last import. Last modified on will not be shown on the contact record. It is only for import functionality

Opted Out - While this field is optional, as a best practice, we highly recommend that you map this field so you know what the texting preference is for a contact.

Custom Fields

If you have any additional custom field data from Workday that you'd like to bring into Cadence, you can select and map those as part of your import. Please make sure any additional custom fields are also added to your Report.

You can add new fields (25 custom fields are available), edit existing fields or remove (delete) any fields you no longer need.

Click "Save" when complete.

Import Log

The import log is where you will see when imports happened and look into successful and errored imports. You can also run an import and import all records at any time.

To continue to the next step of configuring the integration, click the following link: Exports