TABLE OF CONTENTS
- Introduction
- How to set up
- End-to-End Recruitment Journey
- Roles and Responsibilities
- Phase 1: Establish Secure Connectivity
- Phase 2: Package Synchronisation
- Phase 3: Configure the Workday Background Check Integration
- Phase 4: Screening Progress Updates
- Status Mapping
- Phase 5: Results and Completion
- Testing and User Acceptance
- Support and Troubleshooting
- Place Order
- Background Check Results
- Cancel Order
Introduction
Workday simplifies hiring by integrating directly with Verifile. Background check results flow back into Workday automatically. This saves time for recruiters and centralises all insights in one place, ensuring a faster, more compliant hiring process.
You'll find an overview of the process below.
- Integration Set-up explains the steps to set up the integration.
- Place Order outlines the order creation journey, tracking progress and necessary adjustments.
- Background Check Results covers the end of the process, including accessing the final report.
[Click images to expand]
How to set up
Let's set up the integration. The Verifile Workday Connector enables organisations to request, manage and monitor background screening directly within Workday.
Once implemented, recruiters can initiate screening requests from Workday, track progress throughout the screening journey, and receive final screening outcomes without moving between multiple platforms.
The integration is designed around Workday’s standard Background Check framework, creating a familiar experience for recruiters while allowing Verifile to manage the underlying screening process.
How the Integration Works
The integration consists of three automated processes that work together to provide an end-to-end screening experience.
- Package Synchronisation: Verifile publishes screening packages, which are made available within Workday for recruiter selection.
- Order Creation: When a recruiter requests a background check, Workday automatically creates a screening order with Verifile.
- Status and Results Updates: As screening progresses, Verifile returns status updates and final outcomes to Workday, ensuring recruiters have visibility of each request.
Together, these processes create a seamless experience from order creation through to screening completion.
End-to-End Recruitment Journey
The typical screening journey follows the process below:
- A recruiter selects a Verifile screening package in Workday.
- Workday submits the screening request to Verifile.
- Verifile sends an invitation to the candidate.
- The candidate provides the required information and documentation.
- Verifile performs the requested screening checks.
- Progress updates are returned to Workday.
- Screening is completed.
- Final results are made available to the recruiter.
This process is largely automated, reducing manual administration and improving visibility throughout the hiring process.
Roles and Responsibilities
Customer Responsibilities
Customers are responsible for:
- Configuring their Workday environment.
- Managing internal Workday resources.
- Defining recruitment process workflows.
- Executing testing activities.
- Completing User Acceptance Testing.
- Approving production deployment.
Verifile recommends a Workday specialist consultant be engaged in the setup to speed-up.
Verifile Responsibilities
Verifile is responsible for:
- Providing onboarding guidance.
- Establishing connectivity requirements.
- Publishing screening packages.
- Processing screening requests.
- Returning status updates.
- Returning screening outcomes.
- Supporting implementation and testing activities.
Successful implementation requires collaboration between both teams throughout the project. This is also the reason to not share a timeline, because this is an implementation that depends from customer side.
Phase 1: Establish Secure Connectivity
The first stage of implementation is establishing secure communication between Workday and Verifile.
Your Workday team will generate the necessary security credentials and provide them securely to Verifile. Once validated, Verifile will provision the connectivity details required to support the integration.
This connectivity is used to:
- Receive screening package information.
- Submit screening requests.
- Receive status updates.
- Receive screening results.
Verifile's implementation team will support customers throughout this stage and confirm when connectivity has been successfully established.
RSA Key Setup
This step needs to be completed inside Workday platform. Follow the guide shown here: Create a RSA-SSH Formatted Key for use with the SFTP key authentication.
The key will look similar like this:
---- BEGIN SSH2 PUBLIC KEY ----
AAAAB3NzaC1yc2EAAAADAQABAAABAQCDFhGHa2D+aIyDDFLTrIo6JltlKKXuWLFjMUbjGlx8
YbwYnrjorb17D+UDfwzCuxOQ/H6puRT2aNMN1rWPg/V82wKfQ9DlztxhKq8FcnKdAESnuGDt
+6OidKzsoXz6ExczgiaubvrplxdHQ0TQrqZOYGdC/1KisrXFBh+FX13DQ9FLJn6wpPv69kV2
bSCub9YjXNfhjm+0fWPuahwbTENXHZUYuWpXYNt92NtBgAjM0h54tET28c8zmuW+dSBAh7id
CAqqpDt30uPvfg79FJ1/9VYeMxD7MKgRDFzeK8ixPWXXLs2R/rXRq95e9FMtzW5M7k1jE2yd
hk/uIKSv6/U1
---- END SSH2 PUBLIC KEY ----
Send Your Details to Verifile via PrivateBin
PrivateBin is a free website that lets you send messages privately and securely. The message disappears after a while, and only people with the link can see it. For every step highlighted previously, it will importantly send all information via PrivateBin.
- Go to the PrivateBin website and type your setup information into the big empty box in the middle of the page.
- At "Expires" option, select the maximum quantity days allowed. This means how long the message should stay online. After this time, the message will automatically disappear.
- Click at “Create” option. This creates your message and encrypts it (makes it secure).
- Copy the link that appears, it is the only way to see the message.
- Share the link with Verifile support team. Only our team with the link can read the message. Safe and easily.
Verifile initial setup
When Verifile has received the information above, we will start the integration set up. Expect receive from Verifile Username, Password and SFTP Server for the SFTP.
Success Criteria
Connectivity is considered complete when:
- Secure communication has been established.
- Credentials have been exchanged successfully.
- Test connectivity has been validated.
Phase 2: Package Synchronisation
Purpose
Before recruiters can order background checks, Workday must first receive the list of available Verifile screening packages.
Package synchronisation ensures that recruiters always have access to the latest packages approved for use by the organisation.
Once configured, package updates can be maintained automatically without manual intervention.
Customer Activities
Your Workday team will configure the standard package import process using information supplied by Verifile.
Verifile will support testing to ensure packages are successfully imported and visible to recruiters.
Import Background Check Packages
This is done using an Inbound EIB (Enterprise Interface Builders) for Put Background Check Packages. You will need the Username, Password and SFTP Server for the Verifile SFTP (provided by Verifile).
Adding Package EIB
- Open the Workday system and type 'Create EIB' into the top search bar.
- Select the 'Create EIB' task.
- Give the EIB an appropriate name, such as 'Verifile Background Packages (EIB)', and select 'Inbound' as the direction of the EIB.
- Click 'Next' on the 'General Settings' page.
- On the Get Data page:
- Select 'SFTP' for the Retrieval Method
- Add 'sftp://' and the SFTP server that you have been provided as the SFTP address
- Add the User ID and Password supplied by Verifile.
- Tick 'Delete After Retrieval' in advanced settings.
- Set the Directory and File name as shown below.
- On the Transform tab, select 'Template Model' as the transformation type and use the 'Put Background Check Package' as the Template Model. Use template model V45.0; no adjustments are needed.
- Click 'Next' on the Deliver tab and 'OK' on the Review and Submit tab.
Running EIB
You can set up a schedule to run the EIB (with a maximum frequency of every 24 hours) or run it when Verifile packages are updated.
Outdated Template Model Alert
Sometimes, when creating an EIB, you can get the error below on the View Integration System page.
If this happens, scroll down the page to the Transformation-related actions and, as the error indicates, navigate to Template Model and then Generate Default Template Model.
Validation Criteria
This stage is complete when:
- Verifile screening packages are displayed within Workday.
- Recruiters can select packages during the hiring process.
- Package information remains synchronised between both platforms.
Important Consideration
Workday applies limitations to 50-character limit package naming and display conventions. Customers should review imported packages during testing and confirm that package names appear as expected.
Phase 3: Configure the Workday Background Check Integration
Purpose
Verifile uses Workday's standard Background Check framework. As a result, customers should follow the standard Workday guidance for creating and configuring Background Check integrations.
The Verifile connector extends this framework by providing secure connectivity, package synchronisation, order processing, status updates, and screening results through Verifile's integration platform.
The implementation consists of two integration flows:
- Outbound Order Integration, which sends screening requests from Workday to Verifile.
- Inbound Status and Results Integration, which returns screening progress and final outcomes from Verifile to Workday.
Configure the Outbound Order Integration
The outbound integration is responsible for creating screening requests in Verifile whenever a recruiter initiates a background check within Workday.
Once configured, Workday automatically sends the relevant candidate information and selected screening package to Verifile, where the screening process begins.
Customers should follow the standard Workday documentation for configuring the Background Check Order Outbound integration and associated delivery configuration.
As part of this setup, Verifile will provide the connectivity details required to establish secure communication between both platforms.
Validation Criteria
The outbound integration is considered successfully configured when:
- A screening request initiated within Workday is successfully received by Verifile.
- A screening order is created automatically.
- The candidate receives a screening invitation from Verifile.
Configure the Inbound Status and Results Integration
The inbound integration enables Workday to receive screening updates throughout the candidate journey.
As screening progresses, Verifile publishes status updates which are automatically made available to Workday. Once screening is complete, final outcomes and report information are also returned.
Customers should follow the standard Workday documentation for configuring the Background Check Order Inbound integration and associated retrieval configuration.
Verifile will provide the required connectivity details and support validation activities during implementation.
Validation Criteria
The inbound integration is considered successfully configured when:
- Screening progress updates are visible within Workday.
- Updates are associated with the correct candidate record.
- Completed screenings are reflected correctly within Workday.
- Final outcomes are available to recruiters.
Add Background Check Steps to Your Recruitment Process
Once the integrations have been configured, customers should determine where background screening should occur within their recruitment process.
Verifile does not require any custom workflow steps or special process mappings beyond the standard Workday Background Check framework.
Most organisations choose to initiate screening after an offer has been accepted or during the pre-hire stage; however, the exact positioning should reflect the customer's internal hiring process and compliance requirements.
Validation Criteria
The business process configuration is considered complete when:
- Recruiters can initiate background screening at the intended stage of the hiring process.
- Screening requests are automatically sent to Verifile.
- Recruiters can monitor progress and completion directly within Workday.
Verifile-Specific Configuration
The standard Workday setup remains largely unchanged. During implementation, Verifile will provide:
- Secure connectivity details
- Authentication credentials
- Package synchronisation configuration
- Order submission configuration
- Status and results retrieval configuration
No custom status mapping or additional Workday business process configuration is typically required beyond the standard Workday Background Check framework.
Candidate Experience
After an order is submitted:
- Verifile creates the screening request.
- The candidate receives an invitation email.
- The candidate accesses the Verifile screening portal.
- Required information and documents are provided.
- Screening activities begin automatically.
Recruiters can continue managing the recruitment process while screening progresses in the background.
Validation Criteria
Order creation is considered successful when:
- Screening requests are successfully received by Verifile.
- Candidate invitations are generated.
- Candidate information is received accurately.
Phase 4: Screening Progress Updates
Purpose
During the screening process, Verifile automatically sends updates back to Workday.
This enables recruiters to monitor screening activity without accessing a separate system and provides visibility into screening progress throughout the hiring journey.
Configure Status Updates
- Inbound Integration - Core Connector: Background Check Order Inbound
This integration imports screening updates generated by Verifile.
- Retrieval Method: SFTP
- Directory: updates/
- Additional Setting: Delete After Retrieval = Enabled
Business Process Configuration
Customers define when the background screening process should begin.
Common trigger points include:
- Offer Accepted
- Pre-Hire
- New Hire Processing
Verifile does not prescribe a specific workflow. The configuration should align with the customer's recruitment process.
Status Mapping
The Workday connector intentionally simplifies screening progress into standard Workday statuses.
Workday Status | Meaning |
PENDING | Screening in progress |
COMPLETED | Screening complete |
NO_LONGER_APPLIES | Screening cancelled |
Important
Detailed Verifile operational statuses such as:
- Awaiting Candidate Entry
- Information Required
- Employer Contacted
- Processing
- Quality Checking
are intentionally mapped to: PENDING
This ensures compatibility with the standard Workday Background Check framework.
What Recruiters Will See
Recruiters will see the overall status of a screening request and whether screening is:
- In progress
- Completed
- Cancelled
This approach provides a simplified and consistent view within Workday while Verifile manages the detailed operational workflow behind the scenes.
Validation Criteria
This phase is considered successful when:
- Status updates appear correctly within Workday.
- Updates are associated with the correct candidate record.
- Screening progress can be monitored throughout the process.
Phase 5: Results and Completion
Purpose
When all screening activities have been completed, Verifile publishes the final outcome and makes the screening report available.
Workday is updated automatically, allowing recruiters to identify completed screenings and continue with downstream hiring activities.
Validation Criteria
The completion process should be considered successful when:
- Screening reaches a completed status within Workday.
- Final screening outcomes are visible.
- Screening reports are accessible where configured.
To ensure the integration is fully validated, customers should test the complete journey from order creation through to final completion.
Testing and User Acceptance
Before production deployment, customers should perform end-to-end testing to validate the complete integration workflow.
Testing should include:
Package Validation
- Screening packages are available within Workday.
- Recruiters can select the correct packages.
Order Validation
- Screening requests are successfully submitted.
- Candidate invitations are received.
Progress Validation
- Status updates are returned correctly.
- Candidate records remain synchronised.
Completion Validation
- Screening reaches completion successfully.
- Final outcomes are returned.
- Reports are accessible where applicable.
Successful completion of end-to-end testing is recommended before approving the integration for production use.
Support and Troubleshooting
Should assistance be required during implementation or testing, customers should provide as much information as possible, including:
- Workday environment
- Candidate reference (where applicable)
- Date and time of the issue
- Relevant screenshots
- Relevant integration or process logs
Providing detailed information at the point of raising a support request helps accelerate investigation and resolution.
Please review the table below that can suggest where you could face issues:
Problem | Likely Cause |
Package not imported | EIB configuration |
Order not received | Outbound connector |
Candidate not invited | Order creation issue |
Status not updating | Inbound connector |
Report unavailable | Completion not received |
Workday knowledge base includes helpful articles to assist with setting up the integration and using the Workday platform. You can access the knowledge base here. Please note that an account is needed to access the Workday platform.
Place Order
To place an order, go to the Candidate´s Profile, and the 'Actions' option, and select Start Background Check.
- Select the package and Submit Order.
This process may be different depending on how you have configured the integration.
An email will be sent to the candidate from Verifile to initiate the verification process. It’s essential to clearly inform the candidate that Verifile will contact them.
The candidate will need to provide personal information and complete the necessary steps through the Verifile candidate portal.
Workday knowledge base includes helpful articles to assist with setting up the integration and using the Workday platform. You can access the knowledge base here. Please note that an account is needed to access the Workday platform.
Background Check Results
After all checks have been completed, the order will have a status of Completed and the Verifile final report can be accessed within Workday. You will need a Verifile system log in or SSO (single sign-on) access to the Verifile system to access the final report.
To find this at Workday Dashboard, a section called Awaiting your Action will be displayed with the last background checks. Select the corresponding Candidate´s Profile, and in the "Background" section, you can check details. In the Results URL, click on the link to access the Verifile Report, which will be provided.
Another way to find out is start searching for the Candidate´s Profile at the search bar on the top, go to Actions option and select View Background Check.
This process may be different depending on how you have configured the integration.
Tracking Progress
To review the updates, navigate to the Workday Dashboard, and a section called 'Awaiting Your Action' will be displayed, showing the latest background checks.
Select the corresponding Candidate´s Profile, and in the "Background" section, you can check details, and there you can follow the updates.
Another way, as mentioned, to find out is to start searching for the Candidate Profile at the search bar at the top, go to the Actions option and select View Background Check.
This process may be different depending on how you have configured the integration.
The check statuses are mapped between Verifile and Workday as follows:
Workday Status | Meaning |
PENDING | Screening in progress |
COMPLETED | Screening complete |
NO_LONGER_APPLIES | Screening cancelled |
Cancel Order
It isn't possible to make changes to the Verifile order already placed. If you need any assistance, please reach out to your Verifile support contact. Once the order has been cancelled by Verifile, the updated status at Workday will be No longer applies.
Workday knowledge base includes helpful articles to assist with setting up the integration and using the Workday platform. You can access the knowledge base here. Please note that an account is needed to access the Workday platform.Need help?
Live Chat is available on the right, and you can self-serve via our Client Support Portal.
Call us at +44 (0) 1234 339 350 (Monday to Friday, 8:30 a.m. to 5:30 p.m. U.K. time).
Email service@verifile.co.uk.
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