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Workday HCM Integration

Noga Tubi
Noga Tubi
  • Updated

Set up your Workday HCM integration and get all the insights in Torii's dashboard

Workday HCM Report-as-a-Service (RaaS) is a feature that exposes reports as web services.

Torii syncs the list of users from your Workday HCM configured report.

Prerequisites

Step 1: Log in to the Workday tenant using an administrator account.

Step 2: Create an Integration System User (ISU)

  1. In the Search field, type “Create Integration System User”.
  2. Select the Create Integration System User task.
  3. Complete the Create Integration System User task by supplying, in the Account Information section, a User Name and Password for a new Integration System User.
  4. Make sure that you leave the Require New Password at Next Sign unchecked and leave the Session Timeout Minutes with its default value of 0
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Step 3: Create a Security Group and assign the Security Group to the ISU.

  1. In the Search field, type “Create Security Group”, and then click Create Security Group task.
  2. On the Create Security Group page, from the Type of Tenanted Security Group dropdown menu, select Integration System Security Group (Unconstrained).
  3. In the Name field, enter a name: torii-security-group.
  4. After the Security Group is successfully created, you will see the Edit Integration System Security Group (Unconstrained) page, where you can assign members to the Security Group.
  5. In the Group Criteria section, add the new ISU, created in step 2, to the Integration System Users list of this security group
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Step 4: Configuring domain security policy permissions.

List of domains:

  • Workday Accounts
  • Worker Data Public Worker Reports
  • Person Data Work Contact Information
  • Worker Data Current Staffing Information
  • Worker Data All Positions
  • Worker Data Business Title on Worker Profile
  1. In the Search field, type and select “Domain Security Configuration”.
  2. In the Domain field, search the Domain from the table, select the result and select OK.
  3. Select the 3-dots symbol (...) next to the Domain name and select Actions > Domain > Edit Security Policy Permissions
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  4. On this page, under Integrated Permissions, add the Security Group created in the previous step (torii-security-group) and select the checkbox in the Get permission column
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  5. Select OK, then Done on the next screen to complete the configuration.
  6. Repeat steps 1-5 for all the domains in the list above and for any other domains whose fields you want to import from Workday HCM to Torii.
  7. If an alert to Activate Pending Security Policy Changes is displayed, do this after all domains have been updated for the security changes to take effect immediately (see step 5)

Step 5: Activate security policy changes.

  1. In the Search field, type “Activate Pending Security Policy Changes”, and click that task.
  2. For auditing purposes, you will be asked to enter a comment. Enter, and then click OK.
  3. On the next screen, check the Confirm checkbox and click OK
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Step 6: Create Custom Report.

  1. In the Search field, type “Create Custom Report”.
  2. On the Create Custom Report page, type in the Report Name: torii-report.
  3. Select the Report type to be Advanced.
  4. Mark the Enabled As Web Service check box and the Optimized for Performance check box.
  5. Select as a Data Source:All Active and Terminated Workers.
  6. Click OK.
  7. In the Additional Info section, click on Columns.
  8. Click + to add a column tab. Each column tab is a report field in the custom report. The report should include the information described below.
  9. Please enter in the Field and in the Column Heading override XML Alias columns, the same (XML) value, for example: email_address.
  10. Click OK.
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The report should include the following information. Note that fields must have the exact field name as shown in the following table:

Field name

Description

Type & Example

Required

Employee_ID

Worker's ID

String - 
Example: "1560"

Yes

email_address

Worker's (work) email address

String containing a valid email address - 
Example: "steve@example.com"

Yes

Active_Status

Attribute identifying whether the Worker is active

Boolean number - 
Example: "1" or "0"

Yes

First_Name

Worker's first name

String -
Example: "Steve"

 

Last_Name

Worker's last name

String -
Example: "Miller"

 

Retired

Attribute identifying whether the Worker is currently retired

Boolean number -
Example: "1" or "0"

 

Hire_Date

Most recent hire date for the Worker

Date (ISO 8601) -
Example:
"2022-05-26"

 

End_Employment_Date

Worker's end of employment date

Date (ISO 8601) -
Example:
"2022-05-26"

 

Business_Title

Worker's role

String -
Example: "CEO"

 

Department

Worker's department

String -
Example: "Marketing"

 

Manager_email_address

Worker's manager primary email address

String containing a valid email address -
Example: "jess@example.com"

 

Location

Worker's location

String -
Example: "ES Barcelona"

 

Preferred_Name

Worker's preferred name

String
Example: "Steve Miller"

 

Worker_Type

Worker's worker type

String

Example: "Worker"

 

Employee_Type

Worker's employee type

String
Example: "Employee"

 

 

Step 7: Add an authorized user.

  1. In the Search field, type “View Custom Report”.
  2. In the View Custom Report field, enter the name of the created custom report.
  3. Select the report from the search results and click OK.
  4. On the report summary screen, click Action > Custom Report > Edit.
  5. In the Additional Info section, click Share.
  6. In the Report Definition Sharing Options section, select the Share with specific authorized groups and users option.
  7. In the Authorized Users field, enter the username of the Integration System User (ISR) that was created in step 2.
  8. Click Enter and OK.
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Step 8: Get the report URL.

  1. In the Search field, type “View custom report”.
  2. On the View Custom Report page, click My Reports.
  3. Select the torii-report report and click OK.
  4. On the View Custom Report page, click Actions > Web Service > View URLs.
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  5. On the View URLs Web Service page, in the JSON section, right-click JSON, then select Copy URL.

JSON endpoint example

https://wd2-impl-services1.workday.com/ccx/service/customreport2/tenant_name/username/torii-report?End_Employment_Date=0&Hire_Date=0&Active=0&format=json

Step 9: Check your credentials and report.

  1. Make sure the copied report URL includes format=json.

  2. Test the report URL by pasting it into a new browser session. An alert box should pop up and ask for the ISU username/password credentials you have configured.
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  3. If the file lists all users and values for all fields visible to the report user - you're all good. Otherwise, check if you entered incorrect credentials or if expected fields from Workday are not showing up in the report. You should probably check the report user (the ISU created in step 2) has appropriate permissions to read all included fields.

Connect Workday HCM integration to Torii.

  1. Go to the Torii Integrations page and click on the Workday HCM tile
  2. Click Connect
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  3. Enter the Username of the Integration System User created in step 2.
  4. Enter the Password of the Integration System User created in step 2.
  5. Enter the Report URL from step 8.
  6. Click Connect
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Update the User Lifecycle settings

Now, to ensure you get the user lifecycle information in Torii, define Workday HCM as your Human resource management system.

  1. Under Settings >> User Lifecycle, click the Edit button to review the options.
  2. Select Workday HCM
  3. In case Workday HCM is your only source for user management, make sure to
    uncheck Azure and Google workspace
  4. Click Preview changes
  5. Apply changes
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Integration Capabilities

You can constantly be updated with application information, additional application fields, and actions from our Integrations Page >> Integration Capabilities button  >> Integration Capabilities table.
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