WorkN Integration in BOLD

Overview

Updated 11/17/2022

WorkN is an on-demand staffing platform that combines mobile-first technology, industrial grade workforce management, and a robust, white-labeled mobile app to create a centralized mobile experience.

WorkN and Avionte partnered to create an integration that was built with the expectation that while BOLD remains the system of record, critical entity data is syncing between BOLD and WorkN automatically. This helps by reducing the amount of manual work for the recruiter and increasing efficiency for the front office.

Integration Features
Integration Setup
Marketplace Configuration
User Setting
Standard WorkN Fields in BOLD
Custom Job Details
Nominate Stages
Job Features & Best Practices
Required Fields for Successful Sync to WorkN
New Job Order Requirements
Job Templates
Create Similar Job
WorkN Job Sync Status
Talent Features & Best Practices
Send SmartLink
Integration Usage
Supported Data Syncing
Supported Workflows
Troubleshooting
Logging and Reporting

Integration Features

Talent created in BOLD automatically sync to WorkN
Companies created in BOLD automatically sync to WorkN
Jobs created in BOLD automatically sync to WorkN
Job sync status displayed in BOLD
Accepted interests and offers from WorkN automatically sync to BOLD
Placements created in BOLD automatically sync to WorkN
Users created in BOLD automatically sync to WorkN

Integration Setup

Before integrating Avionté's software with WorkN, your company must have a contract with WorkN. WorkN will then contact Avionté to request the integration be made available for you.

The setup for WorkN in BOLD first requires an Avionte resource to enable the WorkN System Feature.

In order to enable and configure the integration, users need to have the Marketplace Admin user permission enabled.

Users who open WorkN from the Marketplace, without the Marketplace Admin permission, will see the following message.

Marketplace Configuration

Once the WorkN System Feature has been enabled by an Avionte resource, you will find the WorkN integration enabled in the Avionte Marketplace.

Click the Settings button to complete the configuration in the WorkN Integration Settings screen

a. Enter WorkN Client Username

b. Enter WorkN Client Password

c. Set the Environment toggle - allows you to switch between WorkN’s staging and production environments

i. Note: There will be separate sets of credentials for staging and for production that will need to be entered into the Client Username & Client Password fields.

ii. Note: This is a critical setting that can interrupt the integration service if not configured properly so the messages below will be displayed when the toggle is updated.

d. Set the Data Syncing toggle – allows you to turn on and off data syncing from BOLD to WorkN

i. Note: This is a critical setting that can interrupt the integration service if not configured properly so the messages below will be displayed when the toggle is updated.

e. Click Save

User Setting

Users must have the Marketplace Admin user permission to be able to set the Environment & Data Syncing toggles in the Marketplace. If the user does not have Marketplace Admin permissions, the Environment & Data Syncing toggles will be greyed out.

Standard WorkN Fields in BOLD

Once the integration is enabled and configured in the Marketplace, there are standard WorkN fields that automatically get added in BOLD.

To leverage all of WorkN’s features and functionality, it is important that these fields are not deleted nor renamed.

Custom Job Details

These can be found in Account & Settings > Utilities > Table Editor > Custom Job Details

Nominate Stages

These can be found in Account & Settings > Utilities > Table Editor > Nominate Stages

Activity Types

When the configuration has been saved successfully in the Marketplace.

Then the following standard Talent activity types should be added to the tenant automatically
- WorkN Offer Accepted
- WorkN Interest Accepted
- WorkN Interest Declined
- WorkN Offer Declined

Confirm Activities added

Click on Account & Settings
Click on Table Editor
In the Search area, type in TALENT ACTIVITIES & TASKS
Click on the Talent Activities & Tasks Tile
You should see the new WorkN activities
1. WorkN Offer Accepted
2. WorkN Interest Accepted
3. WorkN Interest Declined
4. WorkN Offer Declined

Job Features & Best Practices

There are a few features and practices you can leverage to work more efficiently in BOLD with the WorkN integration.

Required Fields for Successful Sync to WorkN

In order for the company, job, and talent records to sync to WorkN, ensure the records have the following:

Company Fields

Job Fields

Talent Fields

Company Name

Office (Department)

Address

Start Date >= Current Date

WorkN Custom Job Detail Fields

Primary Position Category

Skill Category

Skill(s)

Address

Email Address

Skill Category

Skill(s)

New Job Order Requirements

These can be found in Account & Settings > Utilities > Table Editor > New Job Order Requirements. If all of the WorkN custom job detail fields are selected, all 11 fields will automatically be added to new jobs, saving multiple clicks.

Job Templates

These can be created in the Company > Requirements screen. If job templates are created and all of the WorkN custom job detail fields are selected, all 11 fields will automatically be added to new jobs when the template is applied, saving multiple clicks.

Create Similar Job

Once a new job, with the WorkN custom job detail fields, is created, you get an option to create a similar job. If you click the “Create Similar Job” button, a copy of the original job is created and it includes the WorkN custom job detail fields, saving multiple clicks.

WorkN Job Sync Status

Once a job is created or updated in BOLD, it will automatically sync to WorkN. You are now able to see the sync status in BOLD instead of having to login to WorkN to confirm the record synced. The WorkN job sync status is displayed as a tag on the job, directly under the job title.

Successful Sync to WorkN

If the job synced to WorkN successfully, the tag will be green and say, "WorkN - Synced".

Failed Sync to WorkN

If the job failed to sync to WorkN, the tag will be yellow and say, "WorkN - Not Synced". Additionally, if you hover over the tag, you'll be able to view the failure reason.

Talent Features & Best Practices

There are a few features and practices you can leverage to work more efficiently in BOLD with the WorkN integration.

Send SmartLink

Send a talent the WorkN smartlink directly from BOLD that allows them to get setup with my WorkN mobile app. The talent must have an email address for the link to be sent to.

Go to the Talent's record to send the link
Click on the Quick Actions widget
Click Send SmartLink
1. If you don't see the Send SmarkLink option, click the arrow to display more results
A message box will display
1. This may take a few seconds to load

Integration Usage

Supported Data Syncing

Supported Workflows

Troubleshooting

Can we mass import/add existing Jobs/Assignments?

The following fields are required to send the Jobs/Assignments. An alternative way would be to add the relevant WorkN Custom Job Details and selection in BOLD. For placements, changing an end date and then changing it back, is probably one of the easier updates to make.

Logging and Reporting

The WorkN Integration logs job activity records when talent accept job offers and interests from the WorkN app. The activity types will use the standard WorkN activity types: WorkN Offer Accepted and WorkN Interest Accepted. Activity records will be consistently logged, whether the nomination stages are updated manually in BOLD or through the WorkN app.

Users can see these activities from the Talent > Activities screen.

The activities can also be used to run talent searches based on activity type as well as used to pull activity reports.

From the Talent > Search screen, the WorkN activity types can be used to filter the talent results.

From the Analyze screen > Talent Activity Report, the WorkN activity types can be used to filter the report results.

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