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Verifile Workday Integration

This document provides guidance on how to set up the Verifile integration in Workday.

TABLE OF CONTENTS

• Import Background Check Packages
  • Adding Package EIB
  • Running EIB
  • Outdated Template Model Alert
• Background Check Custom Fields
  • Adding Custom List EIB
  • Running EIB
  • Outdated Template Model Alert
  • Building Custom Object for Worker
  • Building Custom Object for Pre-hire
  • Adding Custom Object Credential
• Background Check Core
  • Step 6
  • Step 13
• Check Cancellation
  • Create Custom Report
  • Create Outbound EIB
  • Running EIB
  • Outdated Template Model Alert

Import Background Check Packages

This section outlines setting up Workday to import packages from the Verifile system. This is done using the Inbound EIB for Put Background Check Packages.

Before starting you will need:

• User Id and Password for the Verifile API (provided by Verifile)

Adding Package EIB

1. Open the Workday system and type 'Create EIB' into the top search bar.
2. Select the 'Create EIB' task.
3. Give the EIB an appropriate name like 'Verifile Background Packages (EIB)' and select Inbound as the direction of EIB.

4. Click Next on the General Settings page.

5. On the Get Data page:

• Select 'REST URL' for the Retrieval Method
• Add 'https://hub.verifileconnect.co.uk/api/v1/workday/packages' as the Rest Endpoint
• Add the User Id and Password provided by Verifile

6. On the Transform tab, select 'Template Model' as the transformation type and use the 'Put Background Check Package' as the Template Model.

7. Click Next on the deliver tab and OK on the review and submit tab.

Running EIB

You can run the EIB on a schedule (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Outdated Template Model Alert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 errors says go to TemplateModel and then Generate Default Template Model.

Background Check Custom Fields

This section outlines how to set up the custom fields that Verifile requires. These include:

• DBS Job Role
• DBS Purpose Of Check
• DBS Employment Sectors
• Sub Accounts

For this we need to create a set of inbound EIB in Workday to create custom lists and then we use these to build a custom object.

Before starting you will need:

• User Id and Password for the Verifile API (provided by Verifile)

Adding Custom List EIB

1. Open the Workday system and type 'Create EIB' into the top search bar.
2. Select the 'Create EIB' task.
3. Give the EIB a useful name like 'Verifile Custom Lists (EIB)' and select Inbound as the direction of EIB.

4. Click Next on the General Settings page.

5. On the Get Data page:

• Select 'REST URL' for the Retrieval Method
• Add 'https://hub.verifileconnect.co.uk/api/v1/workday/customlists' as the Rest Endpoint
• Add the User Id and Password provided by Verifile.

6. On the Transform tab, select 'Template Model' as the transformation type and use the 'Put Custom List' as the Template Model.

7. Click Next on the deliver tab and OK on the review and submit tab.

Running EIB

You can run the EIB on a schedule (maximum frequency of every 24 hours), or run it when Verifile DBS Job Roles 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 says, go to TemplateModel and then Generate Default Template Model.

Building Custom Object for Worker

Next, we need to build the custom object to house these custom lists. Make sure you have run the EIB above at least once or you will not be able to add the custom lists.

1. In the top search bar search 'Create Custom Object'.
2. Select the 'Create Custom Object' task.
3. Give the custom object a name and select Worker as the Workday Object and click OK.

4.           In the wizard set the Web Service Alias as 'verifileCustomFields'.

5.           Add a set of fields as shown in the table below.

6. When it asks you to add a Security Domain, add the four below:

• Personal Data: Personal Data
• Personal Data: Personal Information
• Self-Service: Personal Data
• Self-Service: Personal Information

When you navigate to a worker, you should now see the custom fields under the Job>Additional Data.

Building Custom Object for Pre-hire

Next, we need to build the same custom object but this time for the prehire process. Make sure you have run the EIB above at least once or you will not be able to add the custom lists.

1. In the top search bar search 'Create Custom Object'.
2. Select the 'Create Custom Object' task.
3. Give the custom object a name and select Pre-Hire as the Workday Object and click OK.

4.           In the wizard set the Web Service Alias as 'verifileCustomFieldsPreHire'.

5.           Add a set of fields as shown in the table below.

6. When it asks you to add a Security Domain, add the four below:

• Pre-Hire Personal Data
• Pre-Hire Personal Data: Personal Information

When you navigate to a prehire, you should now see the custom fields under the Additional Data>View All.

Adding Custom Object Credential

Now the custom object is created, API access will need to be granted to allow Verifile to retrieve data from these fields.

1. In the top bar Search 'Register API Client for Integrations'.
2. Select the 'Register API Client for Integrations' Task.
3. Give the API client a name and select 'Personal Data' and 'Pre-Hire Process' as the scope.

4.           Click Ok and you will be redirected to the Api client.

5.           Make a note of the Client Id and Client Secret.

6.           Go to the related actions and select API Client>Manage Refresh Tokens for Integration.

7.           Select a Workday account you wish to assign the token to and click OK.

8.           On the next page tick 'Generate new Refresh Token' and click OK.

9.           After redirecting make a note of the Refresh Token.

Provide Details to Verifile

You will now need to provide the Client Id, Client Secret and Refresh Token to Verifile.

Please also provide the base rest URL for your tenant. If you do not know how to find this, follow the guide below:

1. In the top search bar search 'View API Clients'.
2. Open the View API Clients Report.
3. Make a note of the Workday REST API Endpoint.

Background Check Core

The Verifile documentation outlines key differences from the standard background check core Workday integration. Please use the Workday documentation Steps: Set Up Core Connector: Background Check Order Integrations and Verifile documentation together.

Step 6

On step 6 of the Workday documentation, an option is available to add a delivery method. Use the details below to connect the background core outbound service into Verifile.

• Select 'HTTPS/SSL' for the Transport Method
• Add 'https://hub.verifileconnect.co.uk/api/v1/workday/order' as the HTTP Address
• Basic Auth as Web Service Invocation Type
• Add the User Id and Password provided by Verifile.

Step 13

On step 13 of the Workday documentation, an option is available to add a retrieval method. Use the details below to connect the background core inbound service into Verifile.

• Select 'REST' for the Transport Method
• Add 'https://hub.verifileconnect.co.uk/api/v1/workday/update' as the Rest Endpoint
• Add the User Id and Password provided by Verifile.

Check Cancellation

The "No longer applies" background check status can be used to cancel the Verifile background check order. This is done using a custom report which is sent to Verifile.

Create Custom Report

1. Go to the top search box and search 'Create Custom Report'.
2. Click the 'Create Custom Report' task.
3. Fill out the custom report details as shown below and click OK.

4.           Add columns and groupings as shown below.

5.           Add the filter below.

6.           Finally add a web service from the advanced tab.

Create Outbound EIB

1. Open the Workday system and type 'Create EIB' into the top search bar.
2. Select the 'Create EIB' task.
3. Give the EIB a useful name like 'Verifile Check Cancellation (EIB)' and select Outbound as the direction of EIB.

4.           Click Next on the General Settings page.

5.           On the Get Data page select the custom report we created above.

6.           Click Next on the transformation page.

7.           On the Deliver Page:

• Select 'REST URL' for the Retrieval Method
• Add 'https://hub.verifileconnect.co.uk/api/v1/workday/cancellation' as the HTTP Address
• Add the User Id and Password provided by Verifile.

8. Click Next on the deliver tab and OK on the review and submit tab.

Running EIB

You can run the EIB on a schedule (maximum frequency of every 1 hour) or launch it as and when you need.

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 errors says go to TemplateModel and then Generate Default Template Model.

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