Greenhouse and SAP SuccessFactors OData recipe

This use case guides you through connecting Greenhouse and SAP SuccessFactors OData to create a powerful automation.

What does this recipe do?

This recipe monitors Greenhouse for new hires and creates new user accounts in SAP SuccessFactors in real time.

flowchart TD subgraph Configuration[" "] direction TB subgraph NewEvent[Greenhouse New event trigger] t1(Trigger) --- setup1(setup) --- w(webhook) end subgraph GetCandidate[&nbsp Greenhouse Get object by ID action: Candidate &nbsp] Action1(Action) --- setup2(setup) end subgraph GetJob[&nbsp Greenhouse Get object by ID action: Job &nbsp] Action2(Action) --- setup3(setup) end subgraph CreateRecord[&nbsp SAP SuccessFactors OData Create record action: User &nbsp] Action4(Action) --- setup5(setup) end end CreateRecipe([Create recipe]) -- Configure your recipe --> Configuration --> Workflow([Automated workflow]) NewEvent --> GetCandidate --> GetJob --> CreateRecord classDef default fill:#fff,stroke:#67eadd,stroke-width:2px; classDef WorkatoTeal fill:#67eadd,stroke:#b3e0e1,stroke-width:2px,color:#000; classDef SubgraphDash fill:#e1fffc,stroke:#f66,stroke-width:2px,color:#000,stroke-dasharray: 5 5 class t1,w,setup1,setup2,setup3,setup4,setup5,Action1,Action2,Action3,Action4,CreateRecipe,Workflow WorkatoTeal class NewEvent,GetCandidate,GetJob,CreateRecord SubgraphDash

Create your recipe

Complete the following steps to create a recipe that monitors Greenhouse for new hires and creates new user accounts in SAP SuccessFactors in real time:

USE CASES ARE INTENDED AS EXAMPLES ONLY

This use case is intended to serve as an example. Recipe modifications such as trigger and action configuration and conditional logic may require adjustments if you plan to include this recipe in your own workflow.

1

Sign in to your Workato account and go to the workspace project where you plan to add the recipe.

2

Set up connections for Greenhouse and SAP SuccessFactors OData using the steps in the following sections:

Set up your Greenhouse connection.

1

Click Create > Connection.

2

Search for and select Greenhouse in the New connection page.

3

Provide a name for your connection in the Connection name field.

Greenhouse connection setup

4

Use the Location drop-down menu to select the project where you plan to store the connection.

5

Enter your API key in the API key field.

Complete the following steps in Greenhouse to create your API key if you haven't already:

1

Go to Configure > Dev Center > API Credential Management.

2

Click Create new API key.

3

Use the API type drop-down menu to select Harvest.

4

Search for and select Workato in the Partner field.

5

Enter a description for your API key in the Description field.

6

Click Manage permissions.

7

Click Copy to copy the API key.

8

Click I have stored the API key.

9

Keep the default permissions selected, or choose additional ones relevant to your use case in the Manage permissions section.

10

Click Save.

6

Enter the user email the API key is generated from in the User email field.

7

Use the Environment drop-down menu to specify the environment instance you are connecting to. The default is Production if left blank.

8

Click Connect.

Set up your SAP SuccessFactors OData connection.

1

Click Create > Connection.

2

Search for and select SAP SuccessFactors OData in the New connection page.

3

Provide a name for your connection in the Connection name field.

SAP SuccessFactors OData connection setup

4

Use the Location drop-down menu to select the project where you plan to store the connection.

5

Use the Connection type drop-down menu to select the connection method you plan to use. You can select your on-premise group name or select Cloud to use a direct connection.

6

Use the Authentication type drop-down menu to select your authentication method. Options include Basic and OAuth 2.0.

7

Enter the company ID in the Company ID field. The company ID is located in Show version information under the profile dropdown and in the URL after company=. Refer to our SAP SuccessFactors documentation for more information.

8

Enter your SAP SuccessFactors user ID in the User ID field.

9

Provide your authentication information.

Basic authentication

1

Enter your password in the Password field.

OAuth 2.0

1

Enter the OAuth client ID in the Client ID field.

2

Enter the X.509 private key used to sign the SAML assertion in the Private key field.

The private key can be from a self-signed X.509 certificate or one generated by SAP SuccessFactors. It is a base64-encoded string enclosed between -----BEGIN ENCRYPTED PRIVATE KEY----- and -----END ENCRYPTED PRIVATE KEY-----. Enter only the encoded string, excluding the beginning and ending lines, to avoid an error.

10

Use the Environment drop-down menu to select your corresponding SAP SuccessFactors environment. Refer to the List of SAP SuccessFactors API Servers (opens new window) for more information on the mapping between your API endpoint and SAP SuccessFactors environment.

11

Optional. Enter the application interface key in the Application interface key field. The default is Workato's application interface key if left blank.

12

Optional. Select the API server standard UTC time zone in the API server timezone field.

13

Click Connect.

3

Click Create > Recipe.

4

Provide a name for your recipe in the Name field and select the project in which you plan to store the recipe from the Location drop-down menu.

5

Ensure that Trigger from an app is selected under Pick a starting point and click Start building.

Set up your recipe

6

Set up your Greenhouse New event trigger.

1

Search for and select Greenhouse in the Choose an app search box.

Choose Greenhouse

2

Select New event as your trigger.

Select the New event real-time trigger

3

Select the Greenhouse connection you created in the preceding steps.

4

Use the Event category drop-down menu to select Candidate.

5

Use the Event drop-down menu to select Candidate hired.

6

Use a random string generator to create a secret key that is at least 32 characters long, and enter it in the Secret key field. Store this key in a secure location, as it is required to configure the webhook in Greenhouse.

New candidate hired configuration

7

Copy the webhook endpoint URL provided in the help section of the recipe editor. This value is also required to configure the webhook in Greenhouse.

Copy the webhook endpoint URL

8

Click Save.

Step summary

This trigger monitors Greenhouse for new hires in real-time. You must set up a webhook in Greenhouse to complete the setup for this trigger.

7

Sign in to your Greenhouse instance to create a webhook that corresponds to the New event trigger.

What is a webhook?

A webhook is a notification sent by an application to a target URL in real-time when a specified event occurs. You can choose which events trigger these notifications.

For this recipe, you must create a webhook in Greenhouse that sends data to Workato whenever a candidate is marked as hired.

flowchart TD A(Candidate marked as hired in Greenhouse) -- The trigger activates --> B(Send webhook notification) B --> C(Workato receives notification) C --> D(Process candidate data) classDef default fill:#67eadd,stroke:#b3e0e1,stroke-width:2px,color:#000; classDef WorkatoPink fill:#f3c1c2,stroke:#f3c1c2,stroke-width:1px;

Set up your Greenhouse webhook.

1

Go to Configure > Dev Center > Webhooks > Webhooks. The Create a new webhook page appears.

2

Provide a name for your webhook in the Name this webhook field.

3

Use the When drop-down menu to select Candidate hired. This field specifies the Greenhouse event that triggers the webhook.

4

Paste the webhook endpoint URL from Workato into the Endpoint URL field.

5

Enter the secret key you created when configuring the trigger in the Secret key field.

6

Click Create webhook.

Step summary

This webhook sends a notification to your Workato recipe each time a candidate is marked as hired in Greenhouse.

8

Click the + Add step button and select Action in app.

Click Add step > Add action in app

9

Set up your Greenhouse Get object by ID action (Candidate).

1

Search for and select Greenhouse in the Choose an app search box.

Choose Greenhouse

2

Select Get object by ID as your action.

Select the Get object by ID action

3

Use the Object drop-down menu to select Candidate.

4

Map the Greenhouse ID | Step 1 datapill (nested under the Candidate object) to the Candidate ID field.

Map the candidate ID datapill

5

Click Save.

Step summary

This step retrieves information about the candidate using their candidate ID.

10

Click the + Add step button and select Action in app.

11

Set up your Greenhouse Get object by ID action (Job).

1

Search for and select Greenhouse in the Choose an app search box.

Choose Greenhouse

2

Select Get object by ID as your action.

Select the Get object by ID action

3

Use the Object drop-down menu to select Job.

4

Map the Greenhouse ID | Step 1 datapill (nested under the Jobs array) to the Job ID field.

Map the job ID datapill

5

Click Save.

Step summary

This step retrieves information about the job using the job ID.

12

Click the + Add step button and select Action in app.

13

Set up your SAP SuccessFactors OData Create record action.

1

Search for and select SAP SuccessFactors OData in the Choose an app search box.

Choose SAP SuccessFactors OData

2

Select Create record as your action.

Select the Create record action

3

Use the Object drop-down menu to select User.

4

Enter t in the Status field. This indicates that the user has an active status.

5

Map the Greenhouse Candidate ID | Step 2 datapill to the User ID field. You can adjust the mapping based on your specific workflow requirements.

6

Map the Greenhouse First name | Step 3 datapill to the First name field.

7

Map the Greenhouse Last name | Step 3 datapill to the Last name field.

8

Optional. Map additional fields based on your specific use case or the available data from Greenhouse. In this example, the following fields are mapped:

• Cell phone: Map the Greenhouse Value | Step 2 datapill (nested under the Phone numbers array).
• Department: Map the Greenhouse Name | Step 3 datapill (nested under the Departments array).
• Email: Map the Greenhouse Value | Step 2 datapill (nested under the Email addresses array), or construct it using formula mode.

Construct the email using formula mode

• Location: Map the Greenhouse Name | Step 3 datapill (nested under Offices > Location).

If these optional fields are currently hidden in the step, click Show optional fields and search for and select the relevant fields you plan to map.

Create user configuration

9

Click Save.

Step summary

This step creates a user in SAP SuccessFactors based on the hired candidate's information in Greenhouse. Refer to the SAP SuccessFactors API reference documentation (opens new window) for more information.

Your Greenhouse and SAP SuccessFactors OData recipe is ready to test and implement.

Example recipe configuration.

Greenhouse and SAP SuccessFactors OData recipe