TABLE OF CONTENTS
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 |
| STEP 1: RSA Setup | Establish the secure authentication between Workday and Verifile, ensuring that data can be exchanged safely between both systems. |
| STEP 2: Create Packages - Use credentials provided by Verifile | Use the credentials provided by Verifile to retrieve and configure the background screening packages that will be available for ordering from Workday. |
| STEP 3: Background Check Core | Configure the Workday background check framework, including when screenings are initiated, how requests are sent to Verifile, and how statuses and results are returned and displayed within Workday. |
Bellow 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 a RSA-SSH Formatted Key for use with the SFTP key authentication.
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.
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 3 days. 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 the Verifile Tech Support Team. Only our team with the link can read the message. Safely and easily.
Verifile initial setup
When Verifile has received the information above, we will start the integration setup. Expect receive from Verifile Username, Password and SFTP Server for the SFTP.
2. 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.
- 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.
Note: Workday has a 50-character limit on package names.
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.
3. 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.
- Configure the Core Connector: Background Check Order Outbound integration.
- In the (Optional) integration services, configure Core Connector: Background Check Outbound Delivery
- Follow the instructions Set Up Integration Delivery
a. On step 6 of the Workday documentation Set Up Integration Delivery, an option is available to add a delivery method. Use the details below to connect the background core outbound service into 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:
- On step 13 of the Workday documentation at Set Up Integration Retrieval, an option is available to add a retrieval method. Use the details below to connect the background core inbound service into 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:
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 the Verifile Client Services Team.
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
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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