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Greenhouse is an applicant tracking and recruiting platform. The Greenhouse connector enables Glean to index and search recruiting and onboarding data from your Greenhouse account. The connector respects Greenhouse permissions, ensuring only authorized users can access relevant information. This documentation details supported features, key requirements, and setup instructions for integrating Greenhouse with Glean.

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Supported Features and Limitations

The Greenhouse connector is designed to bring key recruiting content from Greenhouse into Glean, respecting native permissioning at every step. The integration focuses on content relevant for search and workflow enablement, while explicitly excluding private and confidential data types.

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Supported Objects/Entities

Data TypeNotes
CandidatesExcluding those marked Private in Greenhouse
JobsExcluding those marked Confidential
  • Candidate indexing includes contact info, recruiter, and coordinator assignments.
  • Jobs indexing includes job title, location, and the hiring team.

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Supported API Endpoints/Features

The connector uses the Greenhouse Harvest API to fetch the following endpoints:
  • Applications: Get/List
  • Candidates: Get/List
  • Users: Get/List, User Job Permissions, Pending Approvals
  • Activity Feed: Get
  • Jobs: Get/List, Get hiring team
  • Job Stages: Get
  • User Roles: Get/List

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Limitations

  • Candidates marked as Private are not indexed.
  • Jobs marked as Confidential are not indexed.
  • Sensitive candidate information like demographic data, salary is not ingested.
  • Scorecards, interview notes, and resumes are currently not indexed.
  • Permissions are strictly enforced and users only see content for jobs and candidates related to their roles.
  • Glean only performs read operations and no data is modified in Greenhouse.
  • Full content crawls occur monthly, with incremental updates several times per hour.

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Requirements

The Greenhouse connector requires both technical and administrative setup steps to ensure secure, minimal necessary access to Greenhouse data for indexing and search. The connector honors Greenhouse’s data privacy and permissioning model throughout.

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Technical Requirements

  • Access to a Greenhouse account with administrative (site admin) privileges.
  • Ability to generate and provide a Greenhouse Harvest API key.
  • Access to Glean’s deployment console for connector setup.
  • API network access between Glean and Greenhouse over HTTPS.

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Credential Requirements

  • Greenhouse Harvest API Key must be provisioned through the Greenhouse admin interface.
  • The API Key must be scoped to allow only the required endpoints listed in Supported API Endpoints/Features.
  • Webhook secret is needed to securely receive Greenhouse webhook notifications for updates and deletions.

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Permission Requirements

  • Administrative access in Greenhouse is required to generate and scope API keys and to register webhooks.
  • Minimum necessary permissions must be applied to avoid including endpoints for sensitive information unless business need dictates.

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Preliminary Source/System Setup

  • A Greenhouse admin must create and scope a Harvest API key with the necessary endpoint access.
  • Webhooks for candidate, job, and interview updates and deletions must be set up in Greenhouse, using the generated webhook secret.

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Configuration and Setup Instructions

Connector setup is performed primarily within the Glean Admin Console, with some required actions in the Greenhouse Admin UI. Most fields needed for secure API access are entered through Glean’s deployment interface, while credential controls remain with the Greenhouse site admin.

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Prerequisites

  • Greenhouse site admin account with privileges to manage API keys and webhooks.
  • Glean Admin Console access.

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Required permissions for setup

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Generate API key

  1. Sign in to Greenhouse and navigate to My Dashboard in the top left.
  2. Copy the URL in the URL bar, paste it into Glean, and delete everything after the .io part. Expected format: https://YourDomain.greenhouse.io
  3. In Greenhouse, click on the gear icon in the top right. It is located between the + and ? icons.
  4. Navigate to Dev Center > API Credential Management and click Create New API Key.
    • For API Type, select Harvest.
    • For Partners, select Unlisted Vendor.
    • For Description, enter Glean Harvest API Key and click Manage Permissions.
  5. Copy the newly created API key and store it somewhere safe. Enter the key into Glean. When you have stored the key, navigate to Greenhouse, click I have stored the API Key.
  6. Under Manage Permissions, check Select All and click Save.

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Create webhooks

  1. Enter a webhook secret into Glean. You can use either the one provided by Glean or generate your own.
  2. In Dev Center, click Web Hooks on the left.
  3. Repeat steps 4-9 for the following event types: Candidate anonymized, Candidate has been hired, Candidate has been unhired, Candidate has changed stage, Candidate or Prospect rejected, Candidate or Prospect unrejected, Candidate or Prospect updated, Delete Candidate, Job Created, Job Deleted, and Job Updated.
  4. Under Name this web hook, enter Glean [Event Type]. For example to get the Delete Candidate webhook, enter Glean Delete Candidate. Under When, select the appropriate event type.
  5. Enter the Endpoint URL. For example, https://salessavvy-test-be.glean.com/instance/GREENHOUSE/event.
  6. Under Secret Key, enter the webhook secret from step 1.
  7. Under Error recipient email, enter support@glean.com and leave the Deactivated option as No.
  8. Click Create Web hook.
  9. Click Save in Glean.
If you encounter any configuration issues or require further assistance, contact the Glean support team.
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