Overview

SFTP (secure file transfer protocol) is a secure and private service for sending files over the internet. You can also securely upload reports on a one-time basis via a manual CSV upload. We utilize full files and delete rows that are not present in each transfer.

In this guide, you will be given detailed instructions on how to create a custom report in Workday with fields that you want to include for your use case.

Step 1: Create a custom report

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

Then enter the following report details.

Report Name is up to you
Report Type is "Advanced"
Check Enable As Web Service
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!

Now you will add the fields for your custom report

Navigate to the Columns tab below
Select the Business Object for the field you would like to include in the report
Select the field you would like to include in the report
Below we've included a list of fields with their associated Business Objects
For some fields, you will need to manually update the Column Heading Override XML Alias. If you need to do this, we have included the updated value in the table below
You may also include any other fields in this report

Business Object	Field	Column Heading Override XML Alias (rename if this cell isn't blank)	Notes
Worker	Workday ID	employee_id	Required for employee data
Worker	Legal Name - First Name Legal Name - Last Name		Required for employee data
Position	Workday ID	position_id	Required for employment data
Position	Effective_Date_for_Position		Required for employment data
Position	Position Title
Worker	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 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 Job Title Worker Type Worker Status Total Base Pay - Amount Pay Rate Type Payroll Pay Frequency Total Base Pay - Currency Exempt Effective Date for Current Position Employee Type Position Time Type
Pay Group	Workday ID	pay_group_id
Pay Group	Pay Group
Company	Workday ID	company_id
Job Family	Workday ID	group_id
Job Family	Job Family Name

For Business Objects that you included above (Worker, Job Family, Pay Group, Company) Workday requires Group Column Headings. Please fill those out below.

Tip! We recommend including Worker Status as a field in your report.

If an employee that previously was in the report is missing in the next sync we will mark that employee as deleted
If a given employee has status as terminated we will also mark the employment status as terminated
We do not assume deleted employees mean terminated employees

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. Please message your support representative if you need to increase this limit.

Troubleshooting

If you are having difficulties sending or receiving the data please first check the following common requirements.

Make sure you have included the following required fields. Capitalization and punctuation matter.

employee_id
Legal Name - First Name
Legal Name - Last Name

Your report name must be exactly Employee Information.csv

Your report must be in .csv format

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