Log in to Workday with an account that has administrative privileges.
Create the Integration System User: Enter “create user” in the search box, and then click Create Integration System User. Complete the Create Integration System User task by supplying a user name (e.g. aeqium-integration-user) and password for a new Integration System User. Make sure to save the password as you’ll need to submit it to Aeqium as part of the integration.
- Leave the Require New Password at Next Sign In option unchecked, because this user will be logging on programmatically.
- Leave the Session Timeout Minutes with its default value of 0, which will prevent the user's sessions from timing out prematurely.
Create the Integration Security Group: Enter “create security group” in the search box, and then click Create Security Group
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In the Type of Tenanted Security Group field, choose Integration System Security Group (Unconstrained).
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Enter a group name (e.g. aeqium-integration-group) and click OK.
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After the Security Group creation is successful, you will see a page where you can assign members to the Security Group. Add the new integration system user created in the previous step to this security group.
Add the Integration Security Group to Domains:
- Enter Security Group Membership and Access in the search box and click on the report link.
- Search and select the security group created in the previous step.
- Click on the ellipsis (...) next to the group name and from the menu, select Security Group > Maintain Domain Permissions for Security Group
- Under Integration Permissions, add the following domains to the list Domain Security Policies permitting Get access
- Job Information
- Manage: Location
- Manage: Organization Integration
- Person Data: Gender
- Person Data: ID Information
- Person Data: Work Contact Information
- Workday Accounts
- Worker Data: Active and Terminated Workers
- Worker Data: All Positions
- Worker Data: Business Title on Worker Profile
- Worker Data: Current Staffing Information (or Current Job Profile Information)
- Worker Data: Public Worker Reports
- Worker Data: Workers
- Worker Data: Organization Information
- Note: depending on how your data is structured in Workday, it’s possible there are other permissions needed to fully show all of the fields in the report you’ll create next. Please ensure the domains are sufficient to access any fields you add
Activate Pending Security Policy Changes by completing the following steps.
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Search for activate.
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Click Activate Pending Security Policy Changes.
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Enter a comment and click OK / Confirm.
Now you’ll create a custom report to sync employee information from Workday. In the search bar, search for and open the Create Custom Report task. Select Advanced for Report Type. Check Enable As Web Service. Set the data source to All Active and Terminated Workers. Give the report a name (e.g. “Aeqium Employee Report”).
You will then need to add fields to the Custom Report. Add each of the following fields (or the field that best matches the requested data based on your Workday configuration) and set the Column Heading Override XML Alias provided:
| Field | Column Heading Override XML Alias |
|---|---|
| Employee ID | EmployeeId |
| Preferred First Name | FirstName |
| Middle Name | MiddleName |
| Last Name | LastName |
| Email (Primary Work) | WorkEmail |
| Email (Personal) | PersonalEmail |
| Gender | Gender |
| Manager ID | ManagerId |
| Business Title | Title |
| Level | Level |
| Employment Type (e.g. Contractor, FTE) | EmploymentType |
| Hire Date | HireDate |
| End Date | EndDate |
| Active (true if the worker is in an active status) | Active |
| Office Location City | LocationCity |
| Office Location State | LocationState |
| Office Location Country | LocationCountry |
| Income Type (salary, hourly, etc) | IncomeType |
| Income Amount | IncomeAmount |
| Income Currency | IncomeCurrency |
| Income Effective Date (e.g. the effective date for current salary) | EffectiveDate |
| Target Bonus | TargetBonus |
| Target Bonus Currency | TargetBonusCurrency |
| Target Commission | TargetCommission |
| Target Commission Currency | TargetCommissionCurrency |
Make sure to share the Report (through the Share tab within the Report) with specific authorized groups and users, and click on the newly created Integration System User to add them.
Make sure all changes are saved
Obtain the JSON Web Service URL: Next to the name of your custom report you’ll see an ellipsis button, click it and under Actions go to Web Services > View URLs. Go to JSON and copy the url for the JSON format report.
Finally, enter the username, password, and JSON report URL into the Workday integration form in Aeqium and submit. After you have submitted, please send a note to [email protected] so our team can QA and verify that data is flowing properly.