Overview
SFTP (Secure File Transfer Protocol) is a secure and private service for sending files another over the internet. You can send data directly from Workday using SFTP, this method utilizes the full file and deletes rows that are not present in each transfer.
Step 1a: Create a Candidates custom report
*You may skip this step if you don't need to share Candidate data.
In your Workday tenant, search and click the task 'Create Custom Report'.
Then enter the following report details.
Report Name is Candidate_Report.csv
Report Type is "Advanced"
Check Enable As Web Service
Data Source is "Find Candidates"
Press OK
Add fields you wish to send in the table under Columns. If you would like share only a subset of your candidates, you can use 'Filter' to define the criteria.
We support these fields that DON'T require any changes to Column Heading Override XML Alias:
Business Object: External or Internal Candidate
Candidate ID
First Name
Last Name
Company - Current
Job Title - Current
Created Moment
Last Candidate Update Moment
Candidate Confirmed Opt-In Email Status
Business Object: Candidate Job Applications
Confidential Candidate
Since we will be pulling data from different objects (External or Internal Candidate & Candidate Job Applications) Workday requires Group Column Headings:
Business Object: Candidate Job Applications (leave Group Column Heading XML Alias as generated default value)
Pressing the OK button on the bottom left of the page will generate Alerts but you can bypass the warnings by pressing OK a second time.
Under the Advanced tab, make sure that the Temporary Report is unchecked.
Click the 'OK' to save the report. You can test your report data by clicking the 'Run' button.
If you would like to edit the report later, search and click 'Edit Custom Report,' then click 'edit' under 'Actions.'
Step 1b: Create an Applications custom report
*You may skip this step if you don't need to share Application data.
In your Workday tenant, search and click the task 'Create Custom Report'.
Then enter the following report details.
Report Name is Applications_Report.csv
Report Type is "Advanced"
Check Enable As Web Service
Data Source is "Job Applications"
Press OK
Add fields you wish to send in the table under Columns. If you would like share only a subset of your candidates, you can use 'Filter' to define the criteria.
The only required field to add is Employee ID. Please also update the Column Heading Override XML Alias to "employee_id" (capitalization matters).
We support these fields that DON'T require any changes to Column Heading Override XML Alias:
Business Object: Job Application
Candidate ID
Created On
Source
Candidate Stage
Disposition Reason as Text
Last Job Application Update Moment
We also support these fields that DO require any changes to Column Heading Override XML Alias:
Business Object: Job Application
Workday ID
Update Column Heading Override XML Alias to "application_id"
Business Object: Job Profile
Workday ID
Update Column Heading Override XML Alias to "job_id"
Business Object: Referred by
Workday ID
Update Column Heading Override XML Alias to "referred_by"
Business Object: Candidate Stage
Workday ID
Update Column Heading Override XML Alias to "stage_id"
Business Object: Disposition Reason
Workday ID
Update Column Heading Override XML Alias to "reject_reason_id"
Since we will be pulling data from different objects (Candidate Stage/Disposition Reason/Disposition Stage/Job Profile/Referred By) Workday requires Group Column Headings:
You may leave Group Column Heading XML Alias as the generated default value
Business Object:
Candidate Job Applications
Disposition Reason
Disposition Stage
Job Profile
Referred By'
Pressing the OK button on the bottom left of the page will generate Alerts but you can bypass the warnings by pressing OK a second time.
Go to the Advanced tab and make sure that the Temporary Report is unchecked.
Click the 'OK' to save the report. You can test your report data by clicking the 'Run' button. If you would like to edit the report later, search and click 'Edit Custom Report,' then click 'edit' under 'Actions.'
Step 2: Generate SSH key
Search for and click the task 'Create x509 Private Key Pair'. Then give the key pair a name that is easy to search later, enter description if needed, and click 'OK'.
Workday will generate two keys (as shown in the screenshot below): a 'Public Key' and a 'RSA-SSH Formatted Key.' Copy the 'Public Key' starting with "-----BEGIN CERTIFICATE-----" and ending with "----END CERTIFICATE-----".
Now paste the Public Key into the Link modal.
Step 3: Send your report on a chosen schedule
In your Workday tenant, search and click 'Create EIB'.
Fill out 'Name' field and select 'Outbound'
You will need to create an EIB for each report that you need to send.
On the next page, click 'Get Data' on the left side menu. in the 'Custom Report' field enter the report(s) you created in Step 1
Click Details and set the alternative output format to CSV, then click 'Next'
Click 'Transform' on the left side menu, and in the 'Transformation Type' field, select 'None'
Click 'Deliver' on the left side menu then fill out the information with what is provided in the Linking modal
Delivery Method: SFTP
Authentication Method: SSH Authentication
SSH Authentication Key Pair: select the Key Pair that you configured above
File Name depends on what report you are sending
Candidate_Report.csv - if sending candidates report
Applications_Report.csv - if sending applications report
The following information is provided in your Linking modal
SFTP Address
Directory
User Id
Make sure to click Done in the Link modal before moving onto the next step!
After reviewing the 'Summary' page, click 'OK'
On the EIB Integration screen, click the 'Actions' button located in the header. On the dropdown menu, select 'Integration' and then 'Launch' to send the file to the SFTP address configured in the EIB.
We recommend you choose Daily Recurrence, but you can select any frequency that suits your use case.
Step 4: Connection complete
You're done! Make sure to click Finish to connect your account.
Once the connection has been established, we will verify that the report has been properly formatted. From there, your data will be sync'ed on the schedule that you configured through Workday.
Note: we accept files up to 250MB
