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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 over a week ago

Disclaimer: Merge is rolling out SFTP in beta for select platforms. If you opt-into this feature we will maintain close support and communication but please expect bugs as we partner to improve this feature for you.

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

    1. Workday currently doesn't display the needed Data Source, "All Active and Terminated Workers" on initial creation

    2. We'll be filling the field with "Indexed All Workers" for now and replace the field on the next page

Press OK

5. Let's change the Data Source field here to "All Active and Terminated Workers" before we forget!

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.

We support these fields that DON'T require any changes to Column Heading Override XML Alias:

Business Object: Worker

  • Legal Name - First Name

  • Legal Name - Last Name

  • Preferred Name - First Name

  • Preferred Name - Last Name

  • User Name

  • Email - Primary Work

  • Email - Primary Home

  • Payroll Pay Frequency

  • Hire Date

  • Termination Date

  • Effective Date for Current Position

  • Date of Birth

  • Worker Status

  • Ethnicity Code

  • Gender

  • Primary Address - Line 1

  • Primary Address - Line 2

  • Primary Home Address - City

  • Primary Home Address - State

  • Primary Home Address - Postal Code

  • Primary Home Address - Country

  • Work Address - Formatted Line 1

  • Work Address - Formatted Line 2

  • Work Address - City

  • Work Address - Postal Code

  • Work Address - State Province

  • Work Address - Country

  • Manager ID

  • Marital Status

  • Primary Mobile Phone

  • Primary Work Phone

  • Created Moment

  • Social Security Number

Business Object: Pay Group

  • Pay Group

Since we will be pulling data from different objects (Worker, Job Family Group, Pay Group, Company) Workday requires Group Column Headings:

Business Object: Worker

  • Workday ID -> employee_id

Business Object: Company

  • Workday ID -> company_id

Business Object: Job Family Group

  • Workday ID -> group_id

Business Object: Pay Group

  • Workday ID -> pay_group_id

Tip! We recommend including Worker Status as a field in your report. Merge treats each report as a full set of employees.

  1. If an employee that previously was in the report is missing in the next sync we will mark that employee as deleted in Merge

  2. If a given employee has status as terminated we will also mark the employment status as terminated

  3. Merge does not assume deleted employees mean terminated employees

The minimal fields Merge requires from Workday SFTP files are:

  • employee_id

  • Legal Name - First Name

  • Legal Name - Last Name

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 250MB

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