Legacy Workday integration

Connect with Workday using 15Five's HRIS Connector!

We are no longer supporting the legacy Workday integration. Customers can now integrate with Workday using 15Five's HRIS Connector. With a simple setup and configuration, visibility around what data is coming over, and automatic sync every 24 hours, it's never been easier to ensure accurate, up-to-date employee data across your platforms. Get started now!

This article walks through how to manage 15Five's legacy Workday integration. Workday is a cloud-based software vendor that specializes in human capital management (HCM), enterprise resource management (ERP), and financial management applications.

What you’ll find in this article:


Legacy integration features

Automatic Individual Provisioning is supported for the 15Five application. This enables Workday to add new individuals to 15Five, update select fields in individuals’ profile information in 15Five, and deactivate individuals in 15Five.

The following provisioning features are supported:

  • Push New Individuals: New individuals created through Workday will also be created in 15Five.
  • Push Profile Updates: Updates made to the individual’s profiles through Workday will be pushed to 15Five.
  • Push User Deactivation: Deactivating the individual or disabling the individual’s access to the application through Workday will deactivate the individual in 15Five.
  • Import New Individuals: New individuals created in the third party application will be downloaded and turned into new AppUser objects, for matching against existing Workday individuals.
  • Create and update groups:
    • Groups will be updated each time Workday syncs.
    • Groups that exist in Workday, but are new to 15Five, can be created upon syncing.
    • To denote a group type include a tilde (~) in between the group type and group. For example: Departments~HR.

Configure the legacy integration

We no longer support the legacy Workday integration. To quickly and easily integrate with Workday, please follow the steps in our HRIS Connector article.

In 15Five (prerequisite steps)

Before you configure provisioning in Workday, you need to first take some steps in 15Five first. You must be a 15Five account admin to complete these steps.

  1. Click on the Settings gear in the top, right-hand corner of your 15Five account.
    Settings.png
  2. Select 'Features' from the dropdown menu.
    Features.png
  3. Scroll down to the 'Integrations' section and click to open.
    Integrations.png
  4. Click on Enable to the right of the Workday option to get started.
    EnableWorkday.png
  5. Click Enable Workday.
    SettingsEnableWorkday.png
  6. Access your SFTP credentials under the ‘Setup’ tab, then head on over to Workday and continue with the below steps. 
In Workday (configuration steps)
  1. Create an EIB Integration using SFTP:
    • Create a Custom Report in Workday and enable it as Web Service (Advanced Tab).
    • Add sorting or filtering, i.e. you may want to exclude contractors from the report.
    • Create Integration System User (ISU) using the Create Integration System User task in Workday.
    • Add the new ISU to an existing integration system security group (ISSG) or create a new one.
    • Using the Maintain Password Rules task, add this ISU account to the System Users exempt from password expiration list.
    • Update the relevant domain security policies giving the security group access to Get integration permissions.
    • Activate pending security policy changes.
    • Share the report with authorized users including the ISSG/ISU.
  2. Create an EIB (Integration) using "Create EIB Task"
    • Choose Name -> Select Outbound.
    • Under "General Settings" enter a unique ID if you choose, and a description.
    • Next, select "Get Data" in the sidebar. Choose "Custom Report" as the Data Source Type and select the Custom Report you created in Step 1.
    • Under "Transform," choose "New Custom Report Transformation" for your report type. This will default the name of the custom report to the name you gave the report above + the date it was created.
    • Under "Deliver" add the file name, type, and document retention policy for the Workday file that will be sent to 15Five via the integration. Create a sequence generator for the filename if desired and restrict the Workday file to specific environments.
    • Click OK/Done.
  3. Ensure Transformation contains proper field names for the 15Five integration.
    • Before enabling SFTP integration with 15Five, you may need to update fields in the Workday Transformation.
    • From the Integration System name, select the "Actions" button.
    • Choose "Enterprise Interface -> Configure Transformation".
    • Make any changes necessary, using the field list available to our bulk import tool here: https://my.15five.com/company/users/bulk-import/.
    • Note, if you create the transformation and any fields are updated, you will need to delete the transformation and create it again beginning with the fourth bullet in Step 2 above.
  4. Create a Business Process Definition for the 15Five + Workday integration.
    • Under "Business Process Step" click on "Configure Document Delivery".
    • Add SFTP connection information from Step 6 under the Prerequisites above.
      workday-sftp-config.png

Frequently Asked Questions (FAQs)

Is the legacy Workday <> 15Five integration bidirectional?

No. Information is only carried from Workday to 15Five.

Can I sync custom attributes from Workday to 15Five?

Yes; we can update custom/demographic data as long as you include attributes in the style custom_<attribute_name> in the Workday export that gets sent via SFTP. Check out our "Create custom attributes" Help Center article for more information about custom attributes in 15Five.

How often does data sync from Workday to 15Five?

As often as you want! The EIB will process the custom report the Workday admin creates on whatever schedule/frequency is desired.

Will the integration update/add information for people who already exist in 15Five?

Yes. Although this integration works as a bulk import, it will update/add information for people who already exist in 15Five (as opposed to ignoring the information because the person already exists).

Can I sync groups and group types from Workday to 15Five?

Yes. The groups will be synced by group name, just as they are in CSV imports. If you have a group in Workday that doesn't yet exist in 15Five, it will be created in 15Five during your first data sync.
If you’d like to specify the group type as well, please include a tilde (~) in between the group type and group(e.g. Departments~HR).


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