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
In the pop-up that appears, enter the following report details
Report Name is up to you
Report Type is Advanced
Ensure Temporary Report is unchecked
Check Enable As Web Service
Uncheck Optimized for Performance
Data Source is All Active and Terminated Workers
If this data source is not showing up, ensure you've unchecked the Optimized for Performance checkbox
Press OK
Step 2: Adding Fields to the Custom Report
Under the Columns tab, add all applicable fields in the table below by following the below steps
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
For some fields, you will need to manually update the Column Heading Override XML Alias. If you need to do this, it has been noted by a bolded and highlighted value in the table below
The fields that you include in the report are up to you! There are only a few fields that are required and they called in in the "Notes" column below.
Note: The Field values that you'll input the Workday UI will automatically generate the XML Alias. You do not need to worry about the XML Aliases for each field.
Step 3: Add Group Column Headings to the Custom Report
Still under the Columns tab, towards the bottom of the page, find the Group Column Headings section
For Business Objects that you included above (Worker, Job Family, Pay Group, Company) Workday requires Group Column Headings. Fill them out as outlined in the screenshot and table below
Note, you may not need to include all of the Group Column Headings if you left out certain fields in Step 2 above.
Business Object | Group Column Heading XML Alias |
Worker | Worker_group |
Position | Position_group |
Job Family | Job_Family_group |
Company | Company_group |
Pay Group | Pay_Group_group |
Step 4: Generate an SSH key
Search for and click the task Create x509 Private Key Pair
In the pop-up that appears, give the key pair a name that is easy to search later, enter the description if needed, and click OK
Workday will generate two keys (as shown in the screenshot below). Copy the Public Key, including the "-----BEGIN CERTIFICATE-----" and "----END CERTIFICATE-----" strings, as shown below.
Navigate back to the linking flow, paste the copied Public Key into the modal. Make sure to include "-----BEGIN CERTIFICATE-----" and "----END CERTIFICATE-----".
The next page on the screen should prompt you to continue to the next step, in this guide, the configuration of the report schedule. Do not close this page.
Step 5: Configure a schedule for your report
In your Workday tenant, search and select Create EIB
In the pop-up that appears, fill out Name as you choose field and select Outbound
Click OK
On the Edit Outbound EIB page that appears, ensure you are on the Get Data tab
Populate the Data Source Type with Custom Report, then choose the Custom Report you configured earlier in this guide
Under the Details dropdown, select CSV as the Alternate Output Format
Navigate to the next step, Transform, and ensure the Transformation Type is set to None
Navigate to the next step, Deliver.
You will have to refer back to the linking flow now to retrieve some of these details. Please see the below screenshots for details.
Delivery Method: SFTP
SFTP Address: this should be the SFTP Address found in the linking flow, prefixed with sftp://
So, if the linking flow says
sftp.merge.dev, you should input sftp://sftp.merge.dev
Directory: this should be the Directory found in the linking flow
Authentication Method: SSH Authentication
User Id: this should be the User ID found in the linking flow
SSH Authentication Key Pair: select the Key Pair that you configured in step 4 above
File Name: Employee Information.csv
Proceed to the Summary page to review what you've input
After ensuring all inputs are correct, select OK
Navigate back to your browser tab with the linking flow (image directly above), and select Next. The flow will load for a second or two and will eventually show a success message.
Navigate back to your Workday instance, and on the Integration System screen that will be open, select the three dots as shown in the image below, then select Integration > Launch / Schedule
In the schedule screen that appears, configure a schedule (Daily Recurrence is recommended) and select OK
If you have selected Daily Reccurance, a Schedule Integration screen will appear. Leave all fields as defaulted, besides the fields in the Schedule tab. Feel free to set up a schedule of your choosing.
Step 6: Connection complete!
You're done! Make sure to click Finish in the Linking Flow 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 to populate your Workday EIB User Id field with the most updated User ID generated in the Linking Flow.
Make sure you have included the following required fields
employee_id
manager_id (if you need manager data))
postion_id (reported for employment data)
Your report name must be exactly
Employee Information.csvYour report must be in .csv format
Your Workday public key must include "-----BEGIN CERTIFICATE-----" and "----END CERTIFICATE-----"
Important Notes
Employee ID and Manager ID
For Workday instances that generate Worker Workday ID and Manager ID in different formats, we recommend using the Business Object: Worker's Manager with Field: Workday ID.
Don't forget to rename the Column Heading Override XML Alias to manager_id!
Worker status and deleted employees
Deleted and terminated employees are treated differently. While it is not a required field, we recommend including the Worker Status field in your report, as it determines if employees are active or inactive.
If an employee who 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
Filtering data
The report configuration as outlined above will send all employees via the generated file. Should you want to only send a subset of the employees, you can set up a Filter in the Customer Report. This would be configured between steps 2 and 3. An example filter has been included below:
