Workday Integration (NextGen)

Contents

• Overview
• Configuration
  • Workday
  • Betterworks
• Technical Contact
• FAQs

Overview

Our Workday integration allows customers to retrieve data from Workday using the Report-as-a-Service (RaaS) feature. The integration automates the transfer of employee data between an organization's Workday instance and Betterworks, ensuring that information remains up to date. This automation includes: 

• Creating Betterworks accounts for new employees. 
• Updating the Betterworks accounts of existing employees (e.g., manager change, title change, department change, etc.). 
• Deactivating the Betterworks accounts of former employees.

Configuration

Note: To enable and configure the integration, you must be an administrator in both Workday and Betterworks.

Workday

1. Create an Integration System User: 
   1. In the Workday search bar, enter Create Integration System User.
   2. Complete the account information:
      • User Name: Use a dedicated, descriptive name (e.g., ISU_Betterworks).
      • New Password: Enter a strong, unique password.
      • New Password Verify: Re-enter the password.
      • Leave Require new password at next sign-in disabled.
   3. Click OK.
       
2. Create a Security Group: 
   1. In the Workday search bar, enter Create Security Group.
   2. Click Create Security Group → Type of Tenanted Security Group. 
   3. Select Integration System Security Group (Unconstrained). 
   4. Enter a Security Group Name. 
   5. Click OK. 
       
3. Add to the Security Group:
   1. Click Integration System Security Group (Unconstrained) → Integration System Users. 
   2. Add the Integration System User created in Step 2.
   3. Click OK.

4. Define domain security policies: 
   1. In the Workday search bar, enter Security Group Settings.
   2. Click Security Group Settings. 
   3. Select Maintain Domain Permissions for Security Group. 
   4. Click Integration Permissions. 
   5. Enable GET access for Domain Security Policies. 
   6. Enable access for the following items under the Workers Business Object: 
      • Person Data: Name 
      • Person Data: Personal Data
      • Person Data: Work Contact Information 
      • Worker Data: Workers 
      • Worker Data: All Positions 
      • Worker Data: Current Staffing Information
      • Worker Data: Public Worker Reports 
      • Worker Data: Employment Data 
      • Worker Data: Organization Information

5. Activate security policy changes: 
   1. In the Workday search bar, enter Activate Pending Security Changes.
   2. Click Activate Pending Security Changes. 
   3. Click OK. 
   4. Click Confirm.

6. Create a Custom Report:
   1. In the Workday search bar, enter Create Custom Report.
   2. Click Create Custom Report.
   3. Enter a Report Name.
   4. Set Report Type to Advanced.
   5. Select Enable as Web Service. 
   6. Select a Data Source. 
   7. Click OK. 
      
      
       
7. Add fields to the Custom Report:
   1. Under Additional Info, click the Columns tab.
   2. Select the appropriate Business Object, Field, and Column Heading. 
      The Column Heading is what will appear in the report response.
      
      
       

   3. Add the required sync fields. 

      Workday Object	Workday Field Label	Betterworks Field Key
      Worker	Employee ID	employee_id
      Worker	Email - Primary Work	email
      Worker	Preferred Name - First Name	first_name
      Worker	Preferred Name - Last Name	last_name
      Worker	Hire Date	hire date
      Worker	Business Title	title
      Worker	Supervisory Organization	department
      Worker	Manager ID	manager_id
      Worker	Phone - Primary Work	phone
      Worker	Worker Status	deactivation_date

   4. (Optional) Add custom fields as needed (ensuring a custom field of the same name is created in Betterworks). 
   5. Click OK. 

8. Add Effective as of Date and Time prompt.
   1. Click the Prompts tab.
   2. Select Field as Effective as of Date and Time.
   3. Provide the Label as effective_as_of_date_and_time (case-sensitive).
   4. (Optional) Select Required as needed. 
      • If not required, the report will default to the current date and time. 
   5. Click OK.
      
      
       
9. Add an Output:
   1. Click the Output tab.
   2. Select Table as the Output Type. 
   3. Click OK. 
      
      
       
10. Add an authorized user to the report:
    1. Click the Share tab. 
    2. Select Share with specific authorized groups and users.
    3. Add the Integration System User created in Step 2.
    4. Click OK. 
       
       

11. Generate and construct the RaaS URL: 
    1. Click the Advanced tab.
    2. Confirm that Enable as Web Service is selected. 
       
       
        
    3. Click OK (if prompted). 
    4. Share the report to Report-as-a-Service. 
    5. Click Actions → Web Service → View URLs. 
    6. Copy the base REST Workday XML URL. 
       
       
        
    7. Review the base RaaS URL structure: 
       • <your-workday-tenant-URL>: Workday web address (e.g., wd2.mycompany.com). 
       •  <your_tenant_name>: Workday tenant name (e.g., mycompany or mycompany_prod). 
       • <report_owner_username>: Username of the report owner (e.g., johnsmith or hr). 
       •  <report_name_without_spaces>: Report name with spaces removed (e.g., MyEmployeeListReport).
    8. Construct the URL parameters: 
       • Add ? after the base URL. 
       • Append the parameter name effective_as_of_date_and_time=. 
       • Provide the query date and time using ISO 8601 format (YYYY-MM-DDTHH:MM:SS.SSS±HH:MM): 
         • YYYY: Four-digit year (e.g., 2025). 
         • MM: Two-digit month (e.g., 05 for May). 
         • DD: Two-digit day (e.g., 28).
         • T: Literal "T" separator.
         • HH: Two-digit hour in 24-hour format (e.g., 08 for 8 AM, 14 for 2 PM). 
         • MM: Two-digit minutes (e.g., 00). 
         • SS: Two-digit seconds (e.g., 00). 
         • SSS: Milliseconds (e.g., .000). 
         • ±HH:MM: Time zone offset (e.g., -07:00 for UTC-7, +05:00 for UTC+5; + may need to be URL-encoded as %2B). 
       • Append &format=json. 
       • Ensure that the complete RaaS URL contains all the necessary components (e.g., https://wd2.mycompany.workday.com/ccx/service/customreport2/mycompany_prod/johnsmith/MyEmployeeListReport?effective_as_of_date_and_time=2025-01-15T08:00:00.000-07:00&format=json).

12. Test the RaaS URL:
    1. Copy the complete RaaS URL.
    2. Paste it into your web browser's address bar and visit the page. 
    3. Authenticate with your Workday login credentials if prompted.
    4. Verify that report data displays in XML or JSON format reflecting data as of the specified date and time.

Betterworks

1. Enable the Workday integration: 
   1. Click Admin → Program Configuration → Integrations → Third-party → Workday.
   2. Click the toggle to Enable this integration.
      
      
       
   3. Enter the requested credentials (Username, Password, Report URL). 
   4. Click Create.
      
      

2. Trigger a manual sync: 
   1. Click Sync.
      
      

Technical Contact

Contact your Betterworks Support Account Manager, or the Betterworks Support Team (support@betterworks.com) to designate your organization’s Technical Contact.

The Technical Contact is sent an automated email notification if/when errors are found in data. We can only enter one email address for the Technical Contact, so we recommend that customers provide a group email address (e.g., hr@acme.com). That way, multiple people will be notified about the error(s).

FAQs

How often does the data sync occur?

The data sync between Betterworks and Workday occurs automatically every 24 hours.

What happens if there is a failure in the data sync process?

Troubleshoot by verifying Workday credentials, connectivity, and configuration settings. Once resolved, the sync will resume automatically.

How can I track the status and progress of the data?

The Technical Contact receives an automated email notification containing an error report whenever data errors occur.