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Integration with Workday HRIS (Legacy)

Updated

This is a Legacy article. If you are using the current Awardco 2.0 Interface, please search for the updated version to ensure accuracy.

"Integration" can feel like just another buzzword, but in this case, it's about boosting your efficiency by automatically transferring your user data to Awardco. Imagine getting time back by cutting down on administrative tasks!

 

If Workday is your HRIS, and you have a third-party integration provider, they're a great first point of contact for assistance.

Please also see our Integration with Workday (Payroll).

 

Important: If you already have employee data in Awardco, please double-check that the Employee IDs in your new data feed match your current user data exactly. If they don't, you could end up with duplicate user profiles, recognition errors, and a mess of your data.
 

 

  1. Create Custom Report
  2. Add Report Fields
  3. Create an Integration System User (ISU)
  4. Create Security Group for ISU/Report Access
  5. Assign Domains to Security Group
  6. Share the Report
  7. Transfer Report Ownership
  8. Send ISU Credentials and Report URL to Awardco
  9. Finalize Workday Integration on the Awardco platform
  10. Connection Settings
  11. Advanced Settings

 

Create Custom Report

  1. Head over to your Workday HRIS and log in.
  2. Click on "Create a Custom Report."
  3. Give your report a name.
  4. Choose "Advanced" as the Report Type.
  5. Tick the box next to "Enable as Web Service."
  6. Untick "Optimized for Performance" (you'll need to do this to select the right data source).
  7. Select "All Active Employees" as the Data Source.
  8. Click "OK."

 

Add Report Details

  1. Click the "+" icon to add fields.
  2. In the "Field" column, type keywords to find the fields you need. Awardco requires these to upload user info. Your Awardco implementation representative or Customer Success Manager (CSM) will let you know about any other standard data and metadata you might want to include:
    • First Name
    • Last Name
    • Work Email Address
    • Country Code (two-digit abbreviation)
  3. Column Heading Override: Don't set this up now. Once your file is shared, you'll override the header info in the Awardco platform's Admin settings.
  4. Column Heading Override XML Alias: Workday fills this in automatically. You don't need to touch it.

After you're done, it should look something like this: (Intentionally left blank as there's no visual representation provided in the original text)
 

 

Create an Integration System User (ISU)

You'll need an ISU to own and run the report:

  1. Go to the Workday search bar and type "Create Integration System User," then click the task.
  2. Create a Username and Password (you'll share these with Awardco, so keep them handy!).
  3. It's a good idea to start your ISU username with "ISU_" (for example, ISU_Awardco).
  4. Make sure your password is strong, following Workday's best practices. (You can update it later if needed.) To change the password:
    • Search for your ISU in the search bar.
    • Make sure the search category is "All of Workday."
    • Click on your ISU, and on the "View Workday Account" page, go to "Related Actions," hover over "Security Profile," and click "Edit Workday Account."
  5. Check the box for “Do Not Allow UI Sessions” (this stops anyone from logging into Workday with the ISU credentials, but the ISU can still use web services and integrations).
  6. Click "OK."

 

 

Create Security Group for ISU/Report Access

Next up, you'll create a security group to assign the ISU to:

  1. In the search bar, type "Create Security Group" and click the task.
  2. For "Type of Tenanted Security Group," select "Integration System Security Group (Unconstrained)."
  3. Name the security group. It's best practice to include "ISSG" in the name (for example, ISSG_Awardco).
  4. Click "OK."
  5. On the next screen, under "Integration System Users," select the ISU you just created and click "OK."

 

 

 

Assign Domains to the Security Group

Here's how to assign the necessary security domains to your new group:

  1. In the search bar, run the Maintain Permissions for Security Group task.
  2. In the Operation section, make sure that Maintain is selected.
  3. In the Source Security Group section, select your newly created security group.
  4. Select OK.
  5. In the Domain Security Policy Permissions area, click the "+" button to add new rows.
  6. Add the following permissions:
    • "View and Modify" access for:
      • Manage: All Custom Reports
      • Custom Report Creation
      • Custom Report Administration
    • "Get Only" access for:
      • Person Data: Home Contact Information
      • Person Data: Work Contact Information
      • Worker Data: Active Employees
      • Worker Data: Current Staffing Information
      • Worker Data: Worker ID
    • Note: If you are unable to find the right information for the Integration Permissions, you may want to give the ISSG permission to the parent domain before you can pick the specifics.
  7. Select OK and then Done.
  8. In the search bar, run the Activate Pending Security Policy Changes task.
  9. Enter any comment and select OK.
  10. Select Confirm and select OK.

 

Share the Report

  1. Go back to your report. Under the "Share" tab, you can specify who gets access.
  2. Note: If you don't share the report definition with anyone (including yourself) and then transfer ownership to the ISU (the next step), you'll need to use the "View Custom Report" task to find it later. Sharing it with yourself is highly recommended!
  3. When sharing, you have these options: (The original text doesn't list specific options here, so I've kept it general) 

 

Transfer Report Ownership

  1. Navigate to your report. On the report's "Related Actions," hover over "Custom Report" and click "Transfer Ownership."
  2. Select the ISU you created as the new owner and click "OK."

Send ISU Credentials and Report URL to Awardco

  1. To allow Awardco to access the data, they'll need the ISU credentials and the report URL:
  2. User: ISU_Awardco (or whatever you named your Integration System User)
  3. Password: The password you set when creating the ISU
  4. To find the Report URL, go to your report and access the "Related Actions." Hover over "Web Service" and click "View URLs."
  5. You'll see a few output options, but our system requires you to select ".csv" as the file format. Find the right section and click the box icon to open the output URL.
  6. Copy this URL and send it to your CSM or Implementation Consultant. A Sign In window might pop up, but you don't need to log in to get the URL. However, you can test the ISU credentials here to see if the data loads.

 

If you can't see the URL, it follows this pattern:

https://///?=&=&format=csv

Example URL:

https://www.myworkday.com/gms/lmcneil/Organization_Headcount?Organization%21WID=cb550da820584750aae8f807882fa79&Include_Subordinate_Organizations=1&format=csv

 

Finalize Workday Integration on the Awardco Platform

  1. Log in to your Awardco account.
  2. Select the Admin button at the bottom of the left navigation menu.
  3. From the left navigation menu, click “Integrations” and then “Integrations Library.”
  4. Find and click “Workday (HRIS).”
  5. Click “Begin Setup.”
  6. Enter the username and password for the ISU, along with the report URL. Click “Next.”
  7. Match the labels from your .csv file to the corresponding fields in Awardco.
    •  
       
  8. You can also add more labels as metadata using the "Add Metadata" button at the bottom of the page. Labels you used earlier can also be added as metadata fields.
  9. Click “Save.”
  10. Finish the Configuration

 

Integration Status: As long as this shows as "connected," the import will run. Click "disconnect" if you want to stop future imports.

Manual Import: Click this to run the import and process the file immediately.

CSV Settings: Click "edit" to go back to the screen where you can map labels or add metadata.

 

 

Connection Settings

You can edit the Username, Password, and Report URL here if any of that information changes.

Frequency: Choose how often the import should happen. It will run the night after you set the frequency and will follow that schedule. For example, if you set it up on Monday and choose weekly, it will run every Monday night/early Tuesday morning (depending on the time zone).


Advanced Settings

Please reach out to your Implementation Consultant or Customer Success Manager for help with these settings:

  • Archive: Setting this to "Yes" will archive users in Awardco who aren't included in the imported file.
  • Email Override: If set to "Yes," this will replace the email addresses users have in Awardco with the email addresses from the .csv file.
  • Language Override: If set to "Yes," this will replace the languages users have in Awardco with the language from the .csv file.
  • Password Override: This lets you replace user passwords. "All" will override all user passwords. "Never Logged In" will only override passwords for users who haven't logged in before.
  • Do Not Archive: Here, you can list Employee IDs of users who should always remain active in Awardco, even if they're not in the .csv file.
  • Approver Mappings: This is used to update approval overrides for recognition programs. Contact your Implementation Consultant or Customer Success Manager to set this up.

 

 

 

 

If you have any questions, please contact Awardco Admin Support.

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