Workday Background Check

Learn how to configure and integrate Workday Background Checks with StackOne.

Overview

This guide provides step-by-step instructions for configuring and integrating Workday Background Checks with StackOne. By following these steps, you will enable a seamless background check process for candidates, ensuring that all required statuses, packages, and business processes are correctly set up in Workday. The integration streamlines the workflow and ensures consistent status updates.

Partner Requirements

There are no formal partnership requirements to configure and utilise the background check feature with Workday; however, you must have administrative privileges for your Workday account.

Provider Side Setup

Create Background Check Statuses in Workday

1. Create background check statuses

   Navigate to the Maintain Background Check Statuses page, add new statuses, and map each one to the appropriate existing value in the Maps to dropdown. Click OK to save and Done to confirm.

   

   The background check statuses will be used to update the result of the background check.

   Use the following mapping when creating statuses:

   Background Check Status Label	Maps to
   Completed	Completed
   Passed	Passed
   Initiated	Pending
   Failed	Did Not Pass
   Expired	Error
   Cancelled	No Longer Applies

   
2. Edit reference IDs for the background check statuses

   From the 3-dot menu, select Edit Reference ID to modify the Background_Check_Status_ID.

   

   Set the Reference ID to exactly match each status label.

   

Create Background Check Packages in Workday

1. Create background check packages

   Navigate to the Maintain Background Check Packages page and add background check packages, or utilise the Create Background Check Package endpoint.

   These background check packages will be available during the background check submission for candidates.

   

   Click OK to save and Done to confirm.

Job Requisitions within the Supervisory Organisation in Workday

These steps assume you already have a Supervisory Organisation in your Workday account. If not, please contact your administrator to create one.

It is essential to create the Job Requisition under the Supervisory Organisation that will provide the system with the required security and team authority to manage the entire hiring workflow, ensuring that essential business processes — such as automatically triggering background checks — are executed properly.

1. Listed Job Requisitions

   Navigate to your Supervisory Organisation page via global search (e.g. org: <your-org-name>),

   

   Go to the Staffing tab.

   Ensure the Supervisory Organisation’s Staffing Model is Position Management.

   

   Under the Positions with Open Job Requisition grid, you will find the list of job requisitions that support sending notifications for the background check via the Integration System.

2. No listed Job Requisitions

   If there are no jobs listed under Positions with Open Job Requisition, choose Create Position under the Staffing tab from the 3-dot menu.

   

   Complete the required fields to create a position; it will then appear in the Positions without Job Requisition grid.

   

   Navigate to Create Job Requisition, select your Supervisory Organisation and position, click OK, complete the form, then Submit it.

   

   The position will now appear in the In Progress Requisition Actions grid.

   

   Once the job requisition is approved, it appears in the Positions with Open Job Requisition grid. The recruiter can then assign candidates to this job requisition, which includes Background Check as a stage.

   

Business Process for Background Check in Workday

1. Create the Business Process for Background Check

   To create a Background Check Business Process, open the 3‑dot menu beside the Supervisory Organisation name, then click Create Business Process under the Business Process menu.

   

   Select Background Check from the Business Process Type dropdown, then choose one of the following options:
   

   • Copy existing Definition (to copy and create a new one from an existing or previously configured definition),
   • Link existing Definition (if one already exists), or
   • None of the above (which will prompt you to create a new one),
     then click OK.

   

   If the expected Business Process Type, such as Background Check, is not visible in the dropdown, it means that the Business Process has already been created for this Supervisory Organisation with the specified type.

   Enter the required details, then go to the Business Process Steps tab to configure the steps for the Background Check.

   Order	If	Type	Specify	Optional	Group
   a		Initiation		No
   b		Integration		No
   c		Service	Document Delivery	No
   d	Background Check Event has Package? (Workday Owned)	Action	Select Background Check Overall Status	No	HR Administrator • Manager • Manager (Unconstrained) • Recruiter • Recruiter (Unconstrained)
   e	Event is subevent of Recruiting Event? (Workday Owned)	Action	Make Background Check Decision	No	HR Administrator • Manager • Manager (Unconstrained) • Recruiter • Recruiter (Unconstrained)

   You may not have the same Group values mentioned in the table above or in the image below. Please select the appropriate Group values according to your Workday account’s security group configurations.

   

   Click Save, then Done to confirm creation of the business process.

2. Configure the Integration System step

   To create an Integration System, refer to the section Integration System in Workday.

   Navigate to the Background Check Business Process page and click Configure Integration System.

   

   Select your Integration System and click OK.

   
3. Edit payload attribute values

   A pop-up appears allowing you to select the field values to be included in the payload when the Background Check event is triggered from Workday.

   

   Fill out the following information:

   • Background Check ID: [Background Check Business Process]
   • As Of Entry Moment: [Current Moment (DateTime)]

   Submission Date and Workflow State should be left empty.

   Click OK to save your configuration.

4. Configure Maintain Redirect for the Integration step

   Open the 3-dot menu on the integration step (step b) and click Maintain Redirect.

   

   Enable the necessary actions, select the appropriate security groups, then click OK to save.

   You might have different Security Groups configurations on your Workday account.

   
5. Configure the Document Delivery step

   For the next Business Process step (step c), click Configure Document Delivery.

   
6. Add values in required fields

   A pop-up appears allowing you to configure the fields, including Endpoint URL (HTTP Address) and External Trigger Token (User ID).

   

   Fill out the following information:

   • From Specific Integration Step(s): [Your Integration System]

   • Transport Type: [HTTP/SSL]

   • HTTP Address: [Endpoint URL]

     https://api.stackone.com/external-trigger/workdayats
     

   • Web Service Invocation Type: [Basic Auth]

   • User ID: The External Trigger Token that you will receive from the StackOne Connector Hub during connection setup.

     To obtain the External Trigger Token, see:
     • StackOne Configuration
     • ATS User Enablement

   • New Password / Verify Password: Enter any temporary text (Workday requires a value, but it isn’t used).

   Click the OK button to save your configuration.

Integration System in Workday

1. Create Integration System

   The integration system is crucial for the Background Check process as it automates the secure transfer of candidate data to the external vendor and returns the final background check status to Workday.

   Search for Create Integration System in the global search bar. Enter the System Name and select the integration template Core Connector: Background Check Order Outbound from the dropdown.

   

   Click OK to create the Integration System.

2. Configure Integration Services

   Navigate to Configure Integration Services from the 3-dot menu to enable the necessary services for the Background Check Order Integration.

   

   Enable the following Integration Services:

   • Core Connector: Background Check Order Outbound / Core Connector: Background Check Outbound Delivery

   • Core Connector: Background Check Order Outbound / Core Connector: Background Check Outbound File Sequence Generator

   • Core Connector: Background Check Order Outbound / Integration Document Retention

     
3. Configure Integration Attributes

   Navigate to Configure Integration Attributes from the 3-dot menu to add the required attribute values.

   

   Select the values for the attributes as shown in the image.

   

   Click OK to save.

4. Configure Integration Sequence Generator

   Navigate to Configure Integration Sequence Generator from the 3-dot menu to configure the sequence generator.

   

   Enter the required values as shown in the image and click OK to save.

   

   You have successfully created the Integration System for Background Check in Workday.
   
   You can now use this Integration System in the business process described under the Configure the Integration System step in Business Process for Background Check in Workday.

StackOne Configuration

1. Enable Workday in StackOne

   Go to the ATS category on the Integrations page and enable Workday.

   
2. Complete the configuration form

   Complete the required fields in the Workday – Configuration modal:

   • Authentication Type - Select one of the authentication types, e.g. Basic Authentication.

   • Integration Category - Select Background Checks.

     

   Click Confirm or Save Changes to enable the Workday integration. This allows end users to link their accounts via the StackOne Connector Hub.

3. Create a webhook

   Navigate to the Webhooks page and click the + Add Webhook button to add a webhook for Workday.

   
4. Select webhook event

   Navigate to the Events tab and enable the Background Check Order event.

   

   Click the Save button to save the webhook.

   To test the background check webhook with your Workday Sandbox account, see the ATS User Enablement section.

ATS User Enablement

Navigate to the Accounts page to link your Workday account with StackOne.

You will receive the External Trigger Token, which must be entered as the User ID during the Configure Document Delivery step in Business Process for Background Check in Workday.

ATS User Experience

After completing configuration, users will see Background Check as a stage in the Job Requisition workflow within the Supervisory Organisation.

When a candidate is moved to the Background Check stage, a Background Check button appears next to their name. Users can use this to send the background check request to the candidate.

Send the background check request from Workday

Move the candidate to the Background Check stage

1. Open the Job Requisition

   Navigate to the Job Requisitions page and select the job requisition the candidate applied to.

   

   Go to the Candidate tab, then the Review sub-tab, where the candidate appears in the grid.

   
2. Move candidate from Review to Background Check

   Select the candidate in the grid and click Move Forward.

   
3. Select Background Check from the dropdown

   In the pop-up, select the next stage (you may need to advance sequentially). For the Background Check stage, choose Background Check in both dropdown menus.

   

   Click the OK button to move.

4. Candidate moved to the Background Check stage

   In the Background Check tab, the candidate now appears in the Background Check stage.

   

Send the background check invitation to the candidate

1. Submit background check as a recruiter

   If you are the recruiter, the Background Check button appears next to the candidate’s name.

   
2. Send the Background Check invitation

   Select the background check package you created (see Create background check packages) from the dropdown.

   

   Click Submit to trigger the webhook notification from Workday.

See the background check integration logs

1. Go to the Process Monitor

   Access the Process Monitor page using the global search. Set the Process Type to Integration and click OK to view all logs related to integrations.

   

   If you have just sent the background check request, you can view the latest logs at the top of the grid. Look for entries with a Completed status that correspond to your integration system name and Document Delivery requests.

   

   If the status is marked as completed without any errors, it means the webhook notification has been successfully sent.

What the user sees after sending the request

In the Application > Screening tab, under the Background Check History sub‑tab, the user can view details of the background check that was sent to the candidate.

ATS User Experience Customisation

1. Update the result via the Unified API

   Use the following endpoint to update results:

   • Background Check: Update Result

   Use the following endpoint to get metadata to update the result of the background check:

   • Connector Meta Information with the provider key workdayats for model background_checks/results.update

   Fields (when provided)	User sees in Workday	Comment
   Result	Result will be displayed within the grid’s Overall Status column	Result enum values from Meta API result field
   Submission Date	Submission date will be displayed within the grid’s Status Date column
   Result URL	Result URL will be displayed within the grid’s Results URL column

2. How results appear in Workday

   When a user opens a candidate’s application, they can navigate to the Background Check History sub‑tab to view background check details and results.

   

Testing Checklist

✅ Provider Setup:

• Logged in with an Admin account.
• Added background check status mappings as mentioned above.
• Added background check packages as mentioned here.
• Job Requisitions exist within the Supervisory Organisation whose Staffing Model is Position Management.
• Configured the Background Check business process with the Integration System created.
• Added order payload attribute values correctly as mentioned in the Business Process for Background Check step.
• Configured the Document Delivery step with the correct Endpoint URL and External Trigger Token (User ID). See Business process steps.

✅ StackOne Configuration:

• Selected Background Checks as the Integration Category.

✅ ATS User Activation:

• Configured the Integration step in the Background Check business process by selecting the correct Integration System.
• Added a valid Endpoint URL and External Trigger Token (User ID) under the Document Delivery step.

✅ Create a Webhook:

• Added a webhook for Workday and enabled the Background Check Order event.
• Valid webhook URL to receive background check notifications.

✅ ATS User Experience:

• Background Check stage is available in the Job Requisition workflow.
• In the Application > Screening tab, under the Background Check sub-tab, the sent background check details will be available.

✅ Update Result:

• Success response from the update result endpoint.
• Updated result details visible in Workday’s UI.

Troubleshooting

Symptom	Likely cause	Fix
Unable to access Supervisory Organisation and Business Process.	Logged-in account is not an admin account.	Log in with an admin account.
Unable to get Background Check Business Process Type to create a Business Process	A Business Process of the Background Check type has already been created for this Supervisory Organization.	Use the global search to find the existing Business Process (e.g., bp: <your-bp-name>) and edit the existing Business Process as mentioned in Business Process for Background Check step.
Unable to search/navigate the above-mentioned navigations.	• Logged-in account is not an admin account. • Missing permissions.	• Log in with an admin account. • Contact your Workday administrator to grant the required permissions.
Background button is not visible next to the candidate’s name in the job requisition.	Logged-in user is not the recruiter or hiring manager for that job requisition.	Log in as the recruiter or hiring manager associated with the job requisition.
Webhook notification not received.	• Invalid webhook configuration in StackOne. • Supervisory Organisation staffing model not set to Position Management. • Job requisition not listed under the Supervisory Organisation. • Invited status (or matching Reference ID) not created. • Document Delivery step misconfigured.	• Validate webhook URL and enabled events (see StackOne Configuration). • Ensure staffing model is Position Management. • Ensure job requisition appears under the Supervisory Organisation (see Job Requisitions section). • Create Invited status (see Statuses section). • Reconfigure Document Delivery (see Business Process).
List of packages not available.	No background check packages added.	Add background check packages (see Packages section).
Result URL shows an error.	Result URL has expired or is not publicly accessible.	Use a public or signed URL; verify CORS configuration and expiry time.

For persistent issues, contact StackOne support with detailed error logs and configuration information.