Prerequisites

Ensure you are an admin of your Workday account before starting.

1. Log into Workday

2. Search for "View API Clients"

3. If you can not see this menu item, you are not an admin of the Workday account.

   

4. If you do not see this menu item, figure out who your Workday Admin is and ask them to give your account sufficient permissions or to take over the integration process.

Create an integration system user (ISU)

1. Click on the "Search" field at the top and enter "Create Integration System User"
2. Click on the task "Create Integration System User" that just appeared
3. In the dialog that just opened, enter a username and generate a secure password.
   You can leave the other fields untouched
4. At the bottom of the dialog, click "OK"

Create a security group and assign the ISU to it

1. Click on the "Search" field at the top and enter "Create Security Group"
2. Click the task "Create Security Group" that just appeared
3. On the page that just appeared locate the dropdown "Type of Tenanted Security Group" and select "Integration System Security Group (Unconstrained)"
4. For the "Name" enter the value of the "User Name" when creating the ISU earlier (in this case it would be test_isu, but yours will be different)
5. At the bottom of the page, click "OK"
6. On the next page, the only thing you have to do is go to the field "Integration System Users" and add the user you created earlier. You can do this by clicking on the field and typing in the name of the ISU (in this case test_isu)

After that, go ahead and click "OK"

Add the required permissions to the security group

1. Click on the "Search" field at the top and enter "Maintain Permission for Security Group"
2. Click on the task "Maintain Permission for Security Group" that just appeared
3. In the window that just appeared, make sure you have the option "Maintain" selected
4. Click the field "Source Security Group", enter the name of the group (in this case test_isu) and hit enter. Then click on the security group to select it.
5. Click "OK"
6. Add the Domain Security Policy: "Worker Data: Current Staffing Information" with "Get Only" access:
7. Click on Done at the bottom

Activate your changes

After making any changes to your Workday security policy settings, make sure to apply those changes by executing the "Activate Pending Security Policy Changes" task. Without that, none of your changes with take effect.

1. Click on the "Search" field at the top and enter "Activate Pending Security Policy Changes"
2. Click on the task "Activate Pending Security Policy Changes" that just appeared
3. In the window that just appeared, add any comment for applying the changes (i.e. "Grant ISU test_isu necesssary permissions for integratons"
4. Click "OK"
5. In the new window, check the box "Confirm"
6. Click "OK"

Create an API client

1. Click on the "Search" field at the top and enter "Register API Client for Integrations"
2. Click on the task "Register API Client for Integrations" that just appeared
3. In the window that just appeared, enter a "Client Name", i.e. "test_isu API client"
4. Make sure the option "Non-Expiring Refresh Tokens" is turned on
5. For the field "Scope (Functional Areas)", enter the functional areas the ISU has access to and Tenant Non-Configurable.
   
6. Click "OK"
   
   Please note: The above scopes are an example. Please use the permissions that are requested inside of your connection flow.
7. In the new window, copy the Client ID and Client Secret for later use, then do not click "Done"
8. Still on the same page, click the three dots at the top, then "API Client" > "Manage Refresh Tokens for Integrations"
9. In the new window, enter the name of the ISU that you created earlier
10. Click "OK"
11. In the new window, check the box for "Generate New Refresh Token"
12. Click "OK"
13. In the new window, copy the refresh token and store it for later use

How to create a ( webservice ) custom report?

1. Find the right Task to Create Custom Report

   

2. Give your report a descriptive name
   

3. Choose Advanced as your Report Type
   

4. Enable it as a Web Service so we can access it later
   

5. Disable the optimization toggle so we can explore more fields
   

6. Search for “All workers” and press enter
   

7. Verify your settings
   

8. Create your report by pressing OK
   
   

9. You should get redirected to the Edit Custom Report page
   

How to setup the custom report?

Optional: Open the Custom Report to edit it

1. Search for Edit Custom Report
   

   

2. Find the Custom Report you want to edit in the context menu
   

3. Press OK to open the custom report

The basics ( tables, search )

1. In the view you open you will find two tables.

2. In the first one you will be setting up the basic fields of the report. We will refer to it as the Business Object Table

   

3. You can easily find any business object and field by searching it. To search it first enter the value and then confirm your search and press enter.
   

4. This search works for every Field and Business Object in the report and will help you set it up quickly.

5. We will call the table at the bottom the Overrides Table

   

Business Objects Table

1. Now you can open the connection flow and check which fields are required in your report:
   

2. For every required field, please find the correct Business Object, Field and based on our guidelines enter the correct Column Heading Override XML Alias.

3. The complete Business Object Table would look like in the image below given the fields described in the connection flow:

   

Overrides Table

1. Once you finished the Business Object Table you will have to map some fields from other entities
   

2. The final table would in this case look like this:
   

Enable sharing

So that we can access the custom report you will have to setup the user for it.

1. Go to the Share Tab
   

2. Choose Share with specific authorized groups and users
   
   

3. Find your user and group that you created before
   

4. Save your report

Get the link to the report

1. Open your custom report.
   
2. Click those dots to access actions
   
3. Go to Web Service > View URLs
   
4. Click on JSON and send us the link that opened