About This Article
In this article, we’ll run through how to seamlessly integrate the Workday system to provision and de-provision their users on Reward Gateway. This can be done by clients with the IT Administrator Reward Manager role.
How To Enable the Workday Integration
To enable the Workday integration:
1. Log into Reward Manager
2. Go to Integrations > Integrations Dashboard
3. Search for Workday under the Explore tab:
4. Select the Workday option, and it will lead you straight to the initial setup.
Step 1. 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)
Step 2. Generate Report Credentials
1. Obtain the Report URL. You will be able to find the URL in:
> Actions > Web Service > View URLs
> Select the JSON option then and Copy URL:
2. Create a username and password
You must 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 the Workday instance, and this custom workday report.
> Select Create Integration System User to create the username and password.
3. Use the task Create Security Group to create an Integration System Security Group (unconstrained - to make sure all employees are included).
4. 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.
Depending on what information is in the report, a few example domains that may house that information are Worker Data: Staffing and Person Data: Personal Data.
Step 3. 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.
1. In the Workday integration that was started, you should now include the three required fields (Report URL, Username and Password):
Step 4. 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
Note: You must select the correct format in order to complete the mapping.
> Once you are ready with the mapping, proceed to the next step.
Step 5. 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.
Further Information
Workday Data Sync Monitoring
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 Integrations 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.
Onboarding Employees Once Workday Data Has Synced
If a new employee record 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 an existing employee's data has already been synced, Reward Gateway will not issue any communication and will update their information to match their Workday information.
Removing Employees' Data Once an Employee Is Removed from the Workday Directory
Reward Gateway syncs your full directory every time. This means that if there is an employee missing from the Workday report, but they have 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.
Triggering 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.