Note: This integration occurs by using Workday custom reports and has been tested on Workday enterprise edition version 32. This integration can be managed across Parent/Child setups and also across regions. Speak to your Customer Success Manager for more details.

Workday allows you to leverage business objects and data sources to access report data. Your Workday administrator can create reports to fetch data to use with other systems (such as Enboarder!). In this approach to integration between Workday and Enboarder, your Workday administrator will expose a report as a web service, and then share the endpoint with Enboarder.

Before you begin: Like anything worth doing, integrations take time. Please allow up to 4 weeks for this integration to be completed, this includes time for scoping, development and testing. You’ll also need to have a system expert and/or system administrator to assist in the completion of this integration.

To get candidate data in a report, data from the below business objects and modules will be required (it can come from just one of the below three areas). These should be enabled in Workday for this integration:

The below business objects are required to pull candidate data:

Primary object:

Related objects:

Following this activation, below are the high level steps on how this integration approach works:

Launch Candidate Report

Please follow the steps to creating a custom report:

Provide a name to this custom report and set the properties as per below: 

In the 'Additional Info' section, you can add columns and filters based on your requirements:

In addition to your specific requirements that you choose above, below are the mandatory columns that you need to select:

Mapping Managers via Custom Fields
To map managers with mobile numbers or emails, Custom fields should be used. The convention to be used for “Immutable Field Key” value of the custom field should be lower case manager label defined in Enboarder with spaces converted to “_” ( For example if manager Label in Enboarder is Report To Manager, the value in "Column Heading Override XML Alias" in should be report_to_manager). To define Mobile or Email for this manager user the Key name convention same as manager label but suffixed with _mobile or _email. ( Example - report_to_manager_mobile).

Note - The default "direct manager" is mapped with "manager key". Additionally, the Stakeholder name needs to remain as Direct Manager, as that role has been hardcoded into the Enboarder/Workday integration.

Once the report is finalized, you will need to expose it as a web service. Click on 'Actions' > 'Web Service' > 'View URLs' > 'Rest Simple XML'.

Workday may prompt for your administrator credentials here again. Enter the credentials and note down the URL in the browser. This URL is required to integrate with Enboarder.

Note - In end of URL, the query parameter format value is simplexml, please change it to json

The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/GeHiredCandidates?format=json

In case you want to more query parameter, you can pass it. Ex- location=Sydney

Update Candidate Report

Please follow the steps to creating a custom report:

Provide a name to this custom report and set the properties as per below: 

In the 'Additional Info' section, you can add columns and filters based on your requirements:

In addition to your specific requirements that you choose above, below are the mandatory columns that you need to select:

Once the report is finalized, you will need to expose it as a web service. Click on 'Actions' > 'Web Service' > 'View URLs' > 'Rest Simple XML'.

Workday may prompt for your administrator credentials here again. Enter the credentials and note down the URL in the browser. This URL is required to integrate with Enboarder.

Note - In end of URL, the query parameter format value is simplexml, please change it to json

The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/UpdateCandidates?format=json

In case you want to more query parameter, you can pass it. Ex- location=Sydney

Cancel Candidate Report

Please follow the steps to creating a custom report:

Provide a name to this custom report and set the properties as per below: 

In the 'Additional Info' section, you can add columns and filters based on your requirements:

In addition to your specific requirements that you choose above, below are the mandatory columns that you need to select:

Once the report is finalised, you will need to expose it as a web service. Click on 'Actions' > 'Web Service' > 'View URLs' > 'Rest Simple XML'.

Workday may prompt for your administrator credentials here again. Enter the credentials and note down the URL in the browser. This URL is required to integrate with Enboarder.

Note - In end of URL, the query parameter format value is simplexml, please change it to json

The final url will be https://impl.workday.com/ccx/service/customreort/{{_instanceName_}}/{{usrname}}/CancelCandidates?format=json

In case you want to more query parameter, you can pass it. Ex- location=Sydney

Following the above report creation, you will now need to configure this within Enboarder.

    3. Click on 'Add Integration'

4. Enter the workday report url to pull records. You can add multiple workday reports and define their type on this page. Click on Add Report button. Enter the URL and select the type of report:

Note - To add multiple reports, please click on Add Report button . All reports with type launch will be executed first and then update and last cancel reports by the system.

5. Next add the workday id and password and select the data pull frequency (the interval at which the Enboarder server will report to get new candidates in Workday) and also select Job pull time to specify the time when job should run. Then click on Add Integration button.

6. Enboarder will validate the details and If there is no error, the system will mark the tile Workday as Integrated.

Once this tile is integrated, Enboarder will fetch the data based on your chosen frequency.

Mapping fields from Workday to Enboarder

To ensure that the data from Workday populates the new hire profiles in Enboarder, you will need to ensure that you have setup Categories and/or Custom Fields in Enboarder that have the exact same name as fields from Workday. Once you do this, the fields will automatically be populated in Enboarder with the values fetched from Workday.

Any questions on this? Reach out to your Customer Success Manager who will be able to assist you in getting this up and running.