TABLE OF CONTENTS
- Introduction
- How to set up
- Ongoing Support
- Place Order
- Background Check Results
- Tracking Progress
- 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.
Connecting Workday is a specific process that should be aligned step-by-step. The integration is built and maintained by our team and is free to our customers.
The process consists of the following steps: the overall process and corresponding expected results for each step are explained.
| # | Step | Expected Result |
| 1 | RSA Setup | Share the RSA formatted version of the key with Verifile |
| 2 | Verifile stage 1 | Initial set-up |
| 3 | Create Packages Use the credentials provided by Verifile | Internal actions taken by Verifile to organise the structure |
| 4 | Background Check Custom Fields Use Inbound EIB from the previous step to create custom lists. Also, the credentials provided by Verifile (SFTP username and password as well as the SFTP Server) | Provide the Client ID, Client Secret and Refresh Token to Verifile. Please also provide the base rest URL for your tenant |
| 5 | Verifile stage 2 | Final set-up |
| 6 | Background Check Core | Understand and apply key differences from the standard background check core Workday integration. |
| 7 | Check Cancelation | Create an Outbound EIB and run it properly. |
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 short time, and only those with the link can view it.
For every step highlighted previously, it will send all information via PrivateBin.
- Go to the PrivateBin website and type your setup information into the large empty box in the middle of the page.
- At the "Expires" option, select 1 day. This means how long the message should stay online. After this time, the message will automatically disappear.
- Click on the “Create” option. This creates your message and encrypts it (makes it secure).
- Please copy the link that appears; it is the only way to see the message.
- Share the link with Verifile support contact. Only our team with the link can read the message. Safely and easily.
You may prefer to use your own secure message transfer platform.
Below you will find information on the steps to set up the integration:
1. RSA Key Setup
This step needs to be completed inside the Workday platform, as shown below:
- Follow the guide shown here: Create an X.509 Private Key Pair
- This document outlines how to create an X.509 private key.
The key will look something 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 ----
You need to share this key with Verifile. You can use PrivateBin.
2. Verifile initial setup
When Verifile has received the information above, we will start the integration setup.
3. Import Background Check Packages
It´s time to set up Workday to import packages from the Verifile system. 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.
1. 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.
2. 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.
4. Create Custom Fields
Next, it´s time to set up the custom fields at Workday. 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. You will need the Username, Password and SFTP Server for the Verifile SFTP (provided by Verifile).
Adding Custom List EIB
- Open the Workday system and type 'Create EIB' into the top search bar.
- Select the 'Create EIB' task.
- Give the EIB a useful name, such as '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 '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 provided by Verifile.
- Tick Delete After Retrieval in advanced settings.
- Set the Directory and File name as shown below.
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 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 a 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.
- In the top search bar, search 'Create Custom Object'.
- Select the 'Create Custom Object' task.
- 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.
Label | Web Alias | Field Type |
Verifile Sub Account | verifileSubCompany | Verifile Sub Company |
DBS Job Role (required for standard / enhanced DBS) | dbsJobRole | DBS Job Role |
Job Title (required for basic DBS) | dbsJobTitle | Text |
DBS Employment Sector (required for basic DBS) | dbsEmploymentSector | DBS Employment Sector |
DBS Purpose Of Check (required for basic DBS) | dbsPurposeOfCheck | DBS Purpose Of Check |
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 pre-hire process. Make sure you have run the EIB above at least once, or you will not be able to add the custom lists.
- In the top search bar search 'Create Custom Object'.
- Select the 'Create Custom Object' task.
- Give the custom object a name and select Pre-Hire as the Workday Object and click OK.
- In the wizard set the Web Service Alias as 'verifileCustomFieldsPreHire'.
- Add a set of fields as shown in the table below.
Label | Web Alias | Field Type |
Verifile Sub Account | verifileSubCompany | Verifile Sub Company |
DBS Job Role (required for standard / enhanced DBS) | dbsJobRole | DBS Job Role |
Job Title (required for basic DBS) | dbsJobTitle | Text |
DBS Employment Sector (required for basic DBS) | dbsEmploymentSector | DBS Employment Sector |
DBS Purpose Of Check (required for basic DBS) | dbsPurposeOfCheck | DBS Purpose Of Check |
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 pre-hire, you should now see the custom fields under the Additional Data > View All.
Adding Custom Object Credential
Now that the custom object is created, API access will need to be granted to allow Verifile to retrieve data from these fields.
- In the top bar Search 'Register API Client for Integrations'.
- Select the 'Register API Client for Integrations' Task.
- 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 IDClient Id and Client Secret.
6. Go to the related actions ellipsis 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 now need to provide the following to Verifile. You can use PrivateBin.
- Client ID
- Client Secret
- Refresh Token
- Base REST URL
- Endpoint URL
- Tenant name
Verifile needs API access to call the /api/customObject/v2/{{WorkdayTenant}}/customObjects endpoint. Access is needed for prehire and worker.
You can find this information by following the guide below:
- In the top search bar, search 'View API Clients'.
- Open the View API Clients Report.
- Make a note of the Workday REST API Endpoint.
5. Verifile final setup
When Verifile has received the information above, we will finish the integration setup.
6. Background Check Core Integration
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 together with the Verifile explanation below.
Step 2 (from the link above)
Background check outbound delivery - follow the instructions in step 6 below.
Background check file sequence generator - there is no requirement to enable this.
Integration document retention - there is no requirement to enable this.
Step 6 (from the link above)
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 to Verifile.
- 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 provided by Verifile.
- Set the directory and file path as shown below
- Select Temp files.
This is the integration business process definition with added delivery:
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 to Verifile.
- 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 provided by Verifile.
- Tick Delete After Retrieval in advanced settings.
- Set the directory and file path as shown below.
For the Workday documentation, Add Integration Steps to Background Check Business Process; no mapping or other action is required. This is an example background check business process definition:
7. 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
- Go to the top search box and search 'Create Custom Report'.
- Click the 'Create Custom Report' task.
- 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
- Open the Workday system and type 'Create EIB' into the top search bar.
- Select the 'Create EIB' task.
- Give the EIB a useful name like 'Verifile Check Cancellation (EIB)
- Outbound as the direction of EIB.
5. Click Next on the General Settings page.
6. On the Get Data page, select the custom report we created above.
7. Click Next on the transformation page.
8. On the Deliver 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 provided by Verifile.
- Tick Use Temp File.
- Set the directory and file path as shown below.
9. Click Next on the deliver tab and then 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 error says, navigate to Template Model and then Generate Default Template Model.
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.Ongoing Support
This integration typically runs smoothly with very little ongoing maintenance. If anything goes wrong (e.g., issues placing orders), Verifile will investigate and support you accordingly.
For questions or assistance during setup, feel free to reach out to your Verifile support contact.
Place Order
To place an order, start searching for the Candidate´s Profile in the search bar at the top.
At the Job option on the left side and in the top menu, select 'More' and go to 'Additional Data'.
- Check the Verifile Custom Fields section and click on 'Edit' at the bottom, and make sure all fields are correct. Click 'OK' option, and then finish with 'Done' at the bottom.
- Go back 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 | Verifile |
Pending | Awaiting candidate entry Application Information required Processing Quality Checking |
Completed | Completed |
No Longer Applies | Cancelled |
Passed | Not used by the Verifile integration. |
Did Not Pass | Not used by the Verifile integration. |
Cancel Order
To cancel an order, search for the Candidate Profile in the search bar at the top, go to the Actions option and select View Background Check. Update the background check status to No longer applies. The order will be cancelled on the Verifile system.
If the order has been cancelled on the Verifile system, Workday will be updated to show the background check status of 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.
We regularly update this content to ensure its accuracy and usefulness. If something doesn’t look right, click the feedback button below and let us know.
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article