How to set up a Workday integration

In this article, we’ll run through how you can seamlessly integrate your Workday system to provision and de-provision their users on Reward Gateway.

How to enable the Workday integration?

To enable the Workday integration, log into the Reward Manager portal, go to the Integration Dashboard and search for “Workday” under the ”Explore Integrations” tab. 

Select the integration and it will lead you straight to the Initial Setup.

Create a custom report on Workday (RaaS)

Log into your Workday instance and Create a Custom JSON Report. Workday Report-as-a-Service (RaaS) is a feature that exposes reports as web services. These reports must be configured as Advanced type reports to be web service enabled. 

The custom report must:

• Include all active employees
• Have a report owner with appropriate permissions
• Be a type of advanced report

At a minimum, you should include the following attributes in your custom report:

• First Name (Preferred_First_Name)
• Last Name (Preferred_Last_Name)
• Email Address (Email)
• Unique Identifier (Employee_ID)

Generate report credentials

Report URL

You will be able to find the URL in Actions > Web Service > View URLs. Select the JSON option here and Copy URL.

Username and Password

You must also have a Username (integration user name, not email) and password to access the said report. You may have to get your IT teams involved here to help you set up a new user for the Reward Gateway integration who has access to their Workday instance and this custom workday report.

Select ‘Create Integration System User’ to create the username and password.

Using the task ‘Create Security Group’ to create an ‘Integration System Security Group’ (unconstrained - to make sure all employees are included).

Finally, include the ‘Integration System User’ account created earlier and make sure the group has access to all of the fields detailed on the report or more precisely, the domains those fields our housed using ‘Domain Security Configuration’. (It depends on what information they have in their report but a few example domains that may house that information is ‘Worker Data: Staffing’ and ‘Person Data: Personal Data’.)

Configure credentials for import on Reward Gateway

Now that the custom report including all active employees has been generated and credentials are in hand, you can input these details into your Reward Gateway Integration centre. In the Workday integration that was started, you should now include the 3 fields required. 

Mapping

Before Reward Gateway can sync the Workday report, you need to map the fields which are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed.

This is where you can map the fields from your custom workday report into your Reward Gateway platform. 

Depending on which date format you've chosen in Workday, choose the same one from this dropdown menu.

You must select the correct format in order to complete the mapping.

Once you are ready with the mapping, proceed to the next step.

Review and Publish

You can review the details now and if you're happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data.

FAQs

How will you monitor when the Workday data syncs?

Every time your Workday data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.

You also have the option of going to the integration Dashboard and selecting the "Importing History" option to see a log of all data syncs that have been performed on your platform.

If there were any issues with the data sync, you can download a file containing all of the errors.

How will your employees get onboarded once your Workday data has been synced?

If it's a new employee record that is synced from Workday, Reward Gateway will create a new account for this employee based on the information mapped and will send them an invitation to join the program. 

If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their Workday information.

How will the employees' data be removed once an employee is removed from their Workday directory?

Reward Gateway syncs your full directory every time. This means that if there is an employee missing from their Workday report but has an account on Reward Gateway, they'll be marked as an account to be removed. 

The employee's account will then follow Reward Gateway's standard account close-down procedures.

How can you trigger the membership provisioning imports on demand?

You have the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect you to the import page where you can start the process. Once started, a progress bar will be presented and when the upload is completed, you will be able to download any warnings and see the impact on your program.

This process is an enhancement to the current flow which asks clients to specify a frequency to their imports (Daily, Weekly, Monthly) and this part will still be functioning.