In this video, we will demonstrate some of JDXpert’s Workday capabilities. Here we see a job profile in Workday with just a few pieces of information: job profile name and job code.
We will use JDXpert’s API connection to update this record in real time. Though JDXpert can update most fields on this profile, for this demonstration, we will focus on the job family, job profile summary, job description, and Additional Job Description fields.
The job description and Additional Job Description fields are free form rich text enabled fields in Workday and JDXpert can format the data to be imported into these fields using basic HTML tags and the customers desired layout.
Moving to JDXpert, we can see the same job description associated with the profile in Workday.
The job description has been updated. Note the job family is set to Accounting.
On the Overview tab, the job summary has a short description entered.
This will be sent to Workday's job profile summary field.
The Essential Functions have been entered and will be sent to the job description field in Workday.
We can include or exclude any of the columns and we will send just the text columns for this demonstration. We will also append items in the Required for All Jobs section to the list in the Essential Functions block.
Moving to the Qualifications, tab we can see information entered into the Education, Work Experience, Knowledge Skills and Abilities, and Licenses and Certifications fields.
These items will be combined into a single bullet list and sent to the Additional Job Description field in Workday.
We can manually select one or more job descriptions from the Job Management grid to push to Workday using the Export via API Transfer option.
However, we also have the ability to push the job description to Workday at the end of a revision workflow process at the final approval step which we will show next.
We will select a simple one-step workflow process for this demonstration.
The green toolbar indicates that I am modifying the job description as part of a revision workflow process.
Any changes made here will be potential changes to the job description and will finalize with the final approval screen. We will make a small modification to the job summary so that we can see if this transfers over to Workday.
To finalize the changes on this step of the workflow, I will click on the Thumbs up approval icon.
Since this workflow process only used a single step, the finalizer workflow screen appears on the screen.
On this screen, we see that the option to push the new version of the job description to Workday appears if we leave the Add/Update Job Profile in Workday option checked. Then after clicking the Finalize Workflow button, the Upload Job Descriptions to Workday screen that we saw previously will appear.
After clicking the Export to Workday button, JDXpert uses a web service to send the job description data that we have included in the export to work day. The result shows OK indicating the transfer was successful.
We can now review the update of job profile in work day. We can now see the job family now shows Accounting. The Job Profile Summary shows the modification that we just made. The Job Description shows the Essential Functions list. And the Additional Job Description shows the Qualifications.
We will now look at the fields we are concerned via API.
We define the fields to be push to Workday using the EIB template shown here.
For this demonstration, we have configured the export data to the following Workday fields:
- Job Code
- Effective Date
- Job Title
- Job Profile Summary
- Job Description
- Additional Job Description
- Job Family
Depending on your needs, we can also include additional standard Workday fields as shown:
JDXpert can also download a set of reference Id tables from your Workday tenant.
After downloading your tables, we can use them as a choice list for fields on your JDXpert job template. For example, we can use your Management Level ID reference ID table as the choice list for the Management Level drop down field in JDXpert.
If you update one of the reference ID tables in Workday, you can resync the table in JDXpert. Then JDXpert will have the correct reference ID values to send back to Workday.
In addition to transferring the data to Workday by selecting one or more job descriptions manually, we can also configure an automated task to send new or updated job descriptions to Workday daily. If you have custom fields in Workday and need to send data to those fields from JDXpert, we can configure a flat file interface using a delimited report that contains those fields. Again, we can set up an automated task to generate this report and place it on to a secure FTP server for you to retrieve.
This concludes our JDXpert to Workday integration demonstration.
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