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How to send HRIS data from Workday through SFTP
How to send HRIS data from Workday through SFTP
Abe Chen avatar
Written by Abe Chen
Updated this week

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 1: Create a custom report

In your Workday tenant, search and click the task 'Create Custom Report'.

Then enter the following report details.

  1. Report Name is up to you

  2. Report Type is "Advanced"

  3. Check Enable As Web Service

  4. Data Source is "Indexed All Workers"

Press OK

On the next page, add the fields you wish to send in the table under Columns. If you would like share only a subset of your employees, you can use 'Filter' to define the criteria.

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'

On the next page, click 'Get Data' on the left side menu. in the 'Custom Report' field enter the report 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: Employee Information.csv

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 400 mb

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