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How to send ATS data from Workday through SFTP
How to send ATS data from Workday through SFTP
Updated over a week ago

Disclaimer: Merge is rolling out SFTP in beta for select platforms. If you opt-into this feature we will maintain close support and communication but please expect bugs as we partner to improve this feature for you.

Overview

SFTP (Secure File Transfer Protocol) is a secure and private service for sending files another over the internet. You can send data directly from Workday using SFTP, this method utilizes the full file and deletes rows that are not present in each transfer.

Step 1a: Create a Candidates custom report

*You may skip this step if you don't need to share Candidate data.

In your Workday tenant, search and click the task 'Create Custom Report'.

Then enter the following report details.

  1. Report Name is Candidate_Report.csv

  2. Report Type is "Advanced"

  3. Check Enable As Web Service

  4. Data Source is "Find Candidates"

Press OK

Add fields you wish to send in the table under Columns. If you would like share only a subset of your candidates, you can use 'Filter' to define the criteria.

​
We support these fields that DON'T require any changes to Column Heading Override XML Alias:

Business Object: External or Internal Candidate

  • Candidate ID

  • First Name

  • Last Name

  • Company - Current

  • Job Title - Current

  • Created Moment

  • Last Candidate Update Moment

  • Candidate Confirmed Opt-In Email Status

Business Object: Candidate Job Applications

  • Confidential Candidate


Since we will be pulling data from different objects (External or Internal Candidate & Candidate Job Applications) Workday requires Group Column Headings:

Business Object: Candidate Job Applications (leave Group Column Heading XML Alias as generated default value)


Pressing the OK button on the bottom left of the page will generate Alerts but you can bypass the warnings by pressing OK a second time.

Under the Advanced tab, make sure that the Temporary Report is unchecked.

Click the 'OK' to save the report. You can test your report data by clicking the 'Run' button.

If you would like to edit the report later, search and click 'Edit Custom Report,' then click 'edit' under 'Actions.'

Step 1b: Create an Applications custom report

*You may skip this step if you don't need to share Application data.

In your Workday tenant, search and click the task 'Create Custom Report'.

Then enter the following report details.

  1. Report Name is Applications_Report.csv

  2. Report Type is "Advanced"

  3. Check Enable As Web Service

  4. Data Source is "Job Applications"

Press OK

Add fields you wish to send in the table under Columns. If you would like share only a subset of your candidates, you can use 'Filter' to define the criteria.

The only required field to add is Employee ID. Please also update the Column Heading Override XML Alias to "employee_id" (capitalization matters).
​
​We support these fields that DON'T require any changes to Column Heading Override XML Alias:

Business Object: Job Application

  • Candidate ID

  • Created On

  • Source

  • Candidate Stage

  • Disposition Reason as Text

  • Last Job Application Update Moment

We also support these fields that DO require any changes to Column Heading Override XML Alias:

Business Object: Job Application

  • Workday ID

    • Update Column Heading Override XML Alias to "application_id"

Business Object: Job Profile

  • Workday ID

    • Update Column Heading Override XML Alias to "job_id"

Business Object: Referred by

  • Workday ID

    • Update Column Heading Override XML Alias to "referred_by"

Business Object: Candidate Stage

  • Workday ID

    • Update Column Heading Override XML Alias to "stage_id"

Business Object: Disposition Reason

  • Workday ID

    • Update Column Heading Override XML Alias to "reject_reason_id"


Since we will be pulling data from different objects (Candidate Stage/Disposition Reason/Disposition Stage/Job Profile/Referred By) Workday requires Group Column Headings:

You may leave Group Column Heading XML Alias as the generated default value

Business Object:

  • Candidate Job Applications

  • Disposition Reason

  • Disposition Stage

  • Job Profile

  • Referred By'


Pressing the OK button on the bottom left of the page will generate Alerts but you can bypass the warnings by pressing OK a second time.

Go to the Advanced tab and make sure that the Temporary Report is unchecked.

Click the 'OK' to save the report. You can test your report data by clicking the 'Run' button. If you would like to edit the report later, search and click 'Edit Custom Report,' then click 'edit' under 'Actions.'


Step 2: Generate SSH key

Search for and click the task 'Create x509 Private Key Pair'. Then give the key pair a name that is easy to search later, enter description if needed, and click 'OK'.

Workday will generate two keys (as shown in the screenshot below): a 'Public Key' and a 'RSA-SSH Formatted Key.' Copy the 'Public Key' starting with "-----BEGIN CERTIFICATE-----" and ending with "----END CERTIFICATE-----".

Now paste the Public Key into the Link modal.


Step 3: Send your report on a chosen schedule

In your Workday tenant, search and click 'Create EIB'.

Fill out 'Name' field and select 'Outbound'

You will need to create an EIB for each report that you need to send.

On the next page, click 'Get Data' on the left side menu. in the 'Custom Report' field enter the report(s) you created in Step 1

Click Details and set the alternative output format to CSV, then click 'Next'

Click 'Transform' on the left side menu, and in the 'Transformation Type' field, select 'None'

Click 'Deliver' on the left side menu then fill out the information with what is provided in the Linking modal

  • Delivery Method: SFTP

  • Authentication Method: SSH Authentication

  • SSH Authentication Key Pair: select the Key Pair that you configured above

  • File Name depends on what report you are sending

    • Candidate_Report.csv - if sending candidates report

    • Applications_Report.csv - if sending applications report

The following information is provided in your Linking modal

  • SFTP Address

  • Directory

  • User Id

Make sure to click Done in the Link modal before moving onto the next step!

After reviewing the 'Summary' page, click 'OK'

On the EIB Integration screen, click the 'Actions' button located in the header. On the dropdown menu, select 'Integration' and then 'Launch' to send the file to the SFTP address configured in the EIB.

We recommend you choose Daily Recurrence, but you can select any frequency that suits your use case.


Step 4: Connection complete

You're done! Make sure to click Finish to connect your account.

Once the connection has been established, we will verify that the report has been properly formatted. From there, your data will be sync'ed on the schedule that you configured through Workday.

Note: we accept files up to 250MB

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