In this article, we’ll run through how our clients can seamlessly integrate their Workday system to provision and de-provision their users on Reward Gateway.
How do clients enable the Workday integration?
To enable the Workday integration, clients log into the Reward Manager portal, go to the Integration Dashboard and search for “Workday” under the ”Explore Integrations” tab.
Select the integration and turn it “On” using the toggle button in the top right-hand side, and then, please follow the setup as explained below.
Step 1: Create a custom report on Workday (RaaS)
Clients should log in to their 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, clients 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
Clients will be able to find the URL in Actions > Web Service > View URLs. Select the JSON option here and Copy URL.
Username and Password
Clients 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 them 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’.)
Step 3: Configure credentials for import on Reward Gateway
Now that the custom report including all active employees have been generated and credentials are in hand, clients can input these details on to their Reward Gateway Integration centre. In the Workday integration that was started, clients should now include the 3 fields required.
Step 4: Mapping
Before Reward Gateway can sync the clients Workday report, the client needs 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 where clients can map the fields in their custom workday report into their Reward Gateway platform.
Once the client is happy with the mapping, they can proceed to the next step.
Step 5: Review and Publish
The client can review the details now and if they're happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data.
How will clients monitor when their Workday data syncs?
Every time their 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.
The client also has 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 their platform.
If there were any issues with their data sync, the client can download a file containing all of the errors.
How will the client's employees get onboarded once their 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 client's employee data be removed once an employee is removed from their Workday directory?
Reward Gateway syncs the client's 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. (Read More)
How can clients trigger their membership provisioning imports on demand?
The client has the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect them to the import page where they can start the process. Once started, a progress bar will be presented and when the upload is completed, clients will be able to download any warnings and see the impact on their 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.