Workday Human Capital Management

Workday Human Capital Management
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With Workday Human Capital Management (HCM) modules in {{Make}}, you can:

add only an employee, add an additional job, put a pre-hire, hire an employee, list pre-hires, move workers by the organization, put a worker document, retrieve worker document, terminate employees, add and remove retiree status
watch workers, list workers, update a Workday account, put a job family, create a job family group, create a job profile, put a location, put search settings, manage an employee probation period event, retrieve worker's profile, event history, employees, employee employment info, employee personal info, contingent workers, contingent worker contract info, and contingent worker personal info, and list workday account of a user and list academic ranks
add, and update stock grants, request compensation change and employee merit adjustment, and list compensation survey job details
request leave of absence, return from a leave of absence, and list time off plan balances
move and list job requisitions
add and update dependents
enroll in learning content, and list extended enterprise affiliations
list currencies and budget fringe rate tables
search timesheets and list asset book configurations
list competency categories, competency snapshots, and certification issuers
list company vehicles, ROE history data, and contact types

To get started with Workday HCM, create an account at workday.com.

Getting Started with Workday HCM

To get started with Workday HCM, you setup the following prerequisites:

	Note
	Only an admin can perform the following tasks.

Workday recommends using an Integration System User (ISU) for integrating with external services like {{Make}} for the following reasons: Each ISU should be limited to a single integration system for security reasons (like {{Make}}).

rather than using a worker specifically for integration and workflow activities, ISU carries all operations and documents under this worker
integrations that depend on this worker's user account will stop working if the worker's security profile changes or if the worker is fired

The ISU should have mandatory permissions to perform the required actions for your integration scenario.

	Note
	When building scenarios, you may encounter an error that states, `The task submitted is not authorized`, which means that the ISU does not have sufficient permissions to perform the action.

Create Integration System User Account

You have to create the Integration System User task and configure a Workday user account for the integration.

Search for Create Integration System User in the Search bar and navigate to the screen.

Enter the ISU details and click OK.

User Name	Enter the name of the user.
Generate Random Password	Select if you want to generate a random password for the user.
New Password	Enter the new password by following the password rules.
New Password Verify	Re-enter the password to confirm.
Require New Password at Next Sign In	Select the checkbox to enable the new password settings on the user's next login.
Session Timeout Minutes Enforced	Leave this field as is. This field is not editable.
Session Timeout Minutes	Keep the Session Timeout Minutes default value of 0 to prevent session expiration. An expired session can cause the integration to time out before it successfully completes.
Do Not Allow UI Sessions	Leave this field unchecked.

You have successfully created the ISU.

Once the user is created, a list of Security groups are assigned by default. This default list can differ for customer environments specifications.

To avoid integration errors caused by expired passwords, Workday recommends preventing Workday user passwords from expiring. Access the Maintain Password Rules task and add the integration system user to the System Users exempt from password expiration field.

Create a Security Group

A system security group will be used to create connection between System Integration User, Domain, and Web Service.

To create a security group:

In the Search bar, search and select Create Security Group task.
Enter the following details and click OK.
- Type of Tenanted Security Group: Select Integration System Security Group (constrained) or (Unconstrained)
- Name: Enter a name for the security group

You have now successfully created the security group.

Assign Integration System Security Groups to ISU

You have to add the ISU to the security group.

Open the Security group created in the above section and enter the following details.
- Name: Security group name
- Comment: Add notes for adding the user
- Integration System Users: Select the ISU created in the above section.
To validate the relation between Integration System User and the Security Group, search and select View Workday Accounti task n the Search bar.
In the Workday Account field, select the user and click OK.

Verify that the created System Security Group is now assigned to the System Integration User.

Create Custom Report

You must create a custom report for the end user to understand the connection between Web Service Operation Name, Security Group, Web Service, Domain, and Security Policy.

In the Search bar, search for Create Custom Report task.

Enter the details from the table as a reference.

Report Name	Name of the report.
Report Type	Select Advanced.
Temporary Report	Leave blank
Optimized for Performance	Select the checkbox
Data Source	Select Web Service Operations for Roles Report.

In the Additional Info section, enter the necessary information.

The custom report is created successfully with the following mapping.

Web Service Operation Name - Security Group Needed - Web Service - Domain - Security Policy

Configure Domain Settings for System Integration User

In this section, you will configure the domain settings for ISU.

There are several ways to access the Domain Settings screen, {{Make}} recommends following the steps defined in this section.

Continue from the Custom report created in the previous section.

	Note
	The following screens will contain examples for configuring domain settings for Web Service Operation Name, Get Worker Profile based on the Web Service Matrix, Get an Employee module.

Filter the report by Web Service Operation Name. For example, Get Worker Profile.
Check and open the Domain you want to update in a new browser.
Open the Domain Security Policy.
To adjust the Integration permissions to include the Integration System Security Group and grant it access to this domain using available operations, scroll down and select Edit Permissions.
Click Security Groups and search for the Integration System Security Group you have created in the previous section to add.
Confirm the action by clicking OK.

Activate Pending Security Policy Changes

You need to activate any Pending Security Policy Changes required by Workday; otherwise, executed steps are not saved and available for the Workday environment.

Search for the task Activate Pending Security Policy Changes and enter the mandatory information.
Enter the information in the mandatory field, Comment.
Confirm the activation by selecting the Confirm checkbox.

Validate Integration Security Group

To validate the security group:

In the Search bar, search and select View Security Group.
Enter the security group name you have created.
Verify that the created Integration Security Group has assigned operation for the specified domain.

Connect Workday HCM to {{Make}}

	Note
	The System Administrators must thoroughly understand and review their organization's authentication policy and design the integration user based on it.

To connect Workday app, you need to obtain the Host Name, Tenant ID, and User credentials values from your account and insert them in the Workday module scenario.

Log in to your {{Make}} account, insert a Workday HCM module scenario, and click the Add button next to the Connection field.
In the Connection name field, enter a name for the connection.
In the Host Name field, enter your account domain. If your account URL address is https://xyz.workday.com then the hostname is xyz.
In the Tenant ID field, enter the Tenant ID that you can find in your account URL address in the format, https://<hostname>.workday.com/<tenant_ID>/d/home/html.
In the Username and Password fields, enter your Workday HCM app user login credentials with API access. For more information, see the Getting Started section.
Click Save.

You have successfully established the connection. You can now edit and add more Workday HCM modules. If your connection needs reauthorization, follow the connection renewal steps here.

Locate Type ID and Option ID

For most modules, you need the Type of ID to work with the ID fields successfully, but for a few modules, you must click the Show advanced settings toggle to access the Type ID you need, as shown in the below image:

You can find the Type ID and Option ID in two ways.

For example, you need to find the correct Type ID and Value of ID in the Document Category Reference ID field of the Put a Worker Document module. The following methods provide instructions to find these parameters.

Method 1:

Log in to your Workday account, and navigate to the record whose Type ID and Option ID you want to locate.
Click three dots > Select Integration IDs > View IDs.

You can find the Type ID and Option ID.

Method 2:

In the Search bar, enter integration IDs and choose the Integration IDs from the search results.
Enter the type name, for example, Document Category.

Locate the details in the report.

If you have used the Type ID that is not accurate, rewrite the name to match the value of the ID.

Staffing

You can add only an employee, add an additional job, put a pre-hire, hire an employee, list pre-hires, move workers by organization, put a worker document, retrieve worker document, terminate employees, add and remove retiree status using the following modules.

Add Only an Employee

Create an employee through a hiring process.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Staffing API reference for field descriptions.

Add an Additional Job

Adds an additional job for an existing employee.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Staffing API reference for field descriptions.

Create or Update a Pre-Hire

Creates or updates a pre-hire (applicant).

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Staffing API reference for field descriptions.

Hire an Employee

Hires a new or existing pre-hire (applicant) into an employee position, headcount, or job.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Staffing API reference for field descriptions.

List or Get a Pre-Hire by Email

Retrieves pre-hires (applicants) or pre-hire by email address.

Connection

Establish a connection to your Workday Human Capital Management account.

Worker Reference

Select the worker type:

Worker Type	Select the worker type: Employee Contingent Worker
Employee ID	Select or map the Employee ID whose pre-hires you want to list.
Contingent Worker ID	Select or map the Contingent Worker ID whose pre-hires you want to list.

Former Worker Reference

Enter the details of the former worker reference:

Former Worker ID	Select or map the Former Worker ID if any.
Type	Enter the type of former worker.

Email Address

Enter the email address to search and return those references with an exact match.

Response Group

Select the wrapper element to retrieve the applicant information to be included in the response.

	Note
	Try to retrieve only the required amount of data. Fetching too much data would slow down the scenario.

Limit

Set the maximum number of pre-hires {{Make}} will return during one execution cycle. The default value is 10.

Move Workers by Organization

Moves workers by Organization.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Staffing API reference.

Create or Update a Worker Document

Creates or updates a worker document.

Connection

Establish a connection to your Workday Human Capital Management account.

Worker Type

Select the worker type:

Employee
Contingent Worker

Employee ID

Select or map the Employee ID whose document you want to create or update.

Contingent Worker

Select or map the Contingent Worker ID whose document you want to create or update.

Document Category Reference

Enter the details of the document:

Document Category Reference ID	Enter the Document Category Reference ID
Type	Enter the category that the worker document is for.

File

Enter the file details:

File Name	Enter the name of the worker document file.
File	Enter the file content in base64 encoding.

Comment

Enter a comment about the worker document, if any.

Content Type

Enter the text attribute identifying the content type of the attachment.

Document ID

Enter the ID for the worker document.

Get a Worker Document

Retrieves worker document data.

Connection

Establish a connection to your Workday Human Capital Management account.

Worker Reference

Enter the details of the worker:

Worker Type	Select the worker type: Employee Contingent Worker
Employee ID	Select or map the Employee ID whose document you want to retrieve.
Contingent Worker	Select or map the Contingent Worker ID whose document you want to retrieve.

End a Contingent Worker Contract

Ends a contingent worker's contract.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Staffing API reference.

Terminate an Employee

Terminates an employee.

Connection

Establish a connection to your Workday Human Capital Management account.

Terminate Employee Data

Enter the employee details:

Employee ID	Select or map the Employee ID whom you want to terminate.
Type	Enter the type of employee data.
Termination Date	Enter the date when termination will happen. See the list of supported date and time formats.

Terminate Event Data

Enter the primary reason reference:

Event Classification Subcategory ID	Select the Event Classification Subcategory ID to
Type	Enter the type of event data.

Add a Retiree Status

Changes the status of a previously terminated worker to retiree.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Staffing API reference.

Delete a Retiree Status

Removes the retirement status of a retired employee.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Staffing API reference.

Human Resources

You can create a job profile, put a location, put search settings, and retrieve worker profiles, workers' event history, and list academic ranks using the following modules.

Update a Workday Account

Updates an existing workday account (e.g. user name/password) with the supplied information.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Human Resources API reference for field descriptions.

Create or Update a Job Family

Creates or updates a job family.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Human Resources API reference for field descriptions.

Creates or Update a Job Family Group

Creates or updates a job family group.

Connection

Establish a connection to your Workday Human Capital Management account.

Job Family Group Data

Enter the job family group details:

Name	Enter a name to identify the job family group. This name will be used for compensation and benefits eligibility rules.
ID	Enter the reference ID of the job family group.
Effective Date	Enter the effective date of the job family group. See the list of supported date and time formats.
Summary	Enter the summary to identify the job family group.
Inactive	Select whether the job family group is inactive.
Job Family Data	Enter the job family details.

Job Family Group Reference

Enter the job family group references.

Create or Update a Job Profile

Creates or updates a job profile.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Human Resources API reference for field descriptions.

Create or Update a Location

Creates or updates a location.

Connection

Establish a connection to your Workday Human Capital Management account.

See the Workday Human Capital Management Human Resources API reference for field descriptions.

Create or Update Search Settings

Creates or updates search configurations in Workday.

Connection

Establish a connection to your Workday Human Capital Management account.

Synonyms

Enter the synonyms details:

Workday Term	Enter the workday term whose synonym you want to create. These synonyms help in discovering the tasks and reports.
Custom Term	Enter the custom term to replace the workday term.

Object Type to Suppress from Search Reference

Enter the details:

IID

Enter the object types that are suppressed by default in search results.

	Note
	Suppressions are not applied to domain searches and can be turned off by using the "all:" domain.

Type

Enter the IID type entered.

Get a Worker Profile

Retrieves a subset of data related to a worker and his/her employment/contract, personal, and compensation information.

Connection

Establish a connection to your Workday Human Capital Management account.

Worker Type

Select the worker type:

Employee
Contingent Worker

Applicant Reference

Enter the applicant details:

Employee Reference ID	Select or map the Employee Reference ID whose worker profile you want to retrieve.
Type	Enter the applicant reference ID selected. For example, `WD-EMPLID`.

Applicant Reference

Enter the applicant details:

Contingent Worker Reference ID	Select or map the Contingent Worker Reference ID whose worker profile you want to retrieve.
Type	Enter the applicant reference ID selected. For example, `WD-EMPLID`.

Get an Employee

Retrieves data related to an employee and his/her employment, personal, and compensation.

Connection	Establish a connection to your Workday Human Capital Management account.
Employee ID	Select or map the Employee ID whose details you want to retrieve.
Type	Enter the type of employee you have selected. For example, `WD-EMPLID`.

Get a Worker Event History

Retrieves references to all events associated with a worker based on the event type and date parameters.

Connection

Establish a connection to your Workday Human Capital Management account.

Worker Type

Select the worker type:

Employee
Contingent Worker

Applicant Reference

Enter the applicant's details:

Employee Reference ID	Select or map the Employee Reference ID whose event history you want to retrieve.
Contingent Worker Reference ID	Select or map the Contingent Worker Reference ID whose event history you want to retrieve.
Type	Enter the application type selected. For example, `WD-EMPLID`.

Updated from

Enter the date and time that defines the earliest moment data was entered into the Workday system. See the list of supported date and time formats.

Updated through

Enter the date and time that defines the latest moment data was entered into the Workday system. See the list of supported date and time formats.

Effective from

Enter the earliest effective date when the data is marked within the Workday system. See the list of supported date and time formats.

Effective through

Enter the latest effective date when the data is marked within the Workday system. See the list of supported date and time formats.

List Academic Ranks

Retrieves academic ranks.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of academic ranks {{Make}} will return during one execution cycle. The default value is 10.

Compensation

You can add and update stock grants, request compensation change, and employee merit adjustments using the following modules.

Add a Stock Grant

Allows the addition of stock grants to an employee via the request stock option grant business process.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Compensation API reference.

Request a Compensation Change

Allows the requesting of a compensation change for an employee via the request compensation change business process.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Compensation API reference.

Request an Employee Merit Adjustment

Request a merit adjustment for an employee and initiates the request employee merit adjustment business process.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Compensation API reference.

Absence Management

You can request a leave of absence, return from a leave of absence, and list time off plan balances and absence inputs using the following modules.

Request a Leave of Absence

Adds new leave of absence request.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Absence Management API reference.

Request a Return from Leave of Absence

Adds new return from a leave of absence request.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Absence Management API reference.

Recruiting

You can move and list job requisitions using the following modules.

Move a Job Requisition

Moves a job requisition from one job management organization to another job management organization.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Recruiting API reference.

List Job Requisitions

Retrieves information for job requisitions and provides a reference to the related position.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of job requisitions {{Make}} will return during one execution cycle. The default value is 10.

Benefits Administration

You can add dependents using the following modules.

Add a Dependent

Adds a dependent.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Recruiting API reference.

Learning

You can enroll in learning content and list budget fringe rate tables using the following modules.

Enroll in Learning Content

Uses enrollment in the content business process to enroll learners into learning content.

Connection

Establish a connection to your Workday Human Capital Management account.

For field descriptions, see the Workday Human Capital Management Recruiting API reference.

Financial Management

You can list currencies and budget fringe rate tables using the following modules.

List Currencies

Retrieves all existing currencies in a tenant.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of currencies {{Make}} will return during one execution cycle. The default value is 10.

Resource Management

You can search timesheets and list asset book configurations using the following modules.

Search Timesheets

Retrieves worker timesheets for the specified criteria.

Connection

Establish a connection to your Workday Human Capital Management account.

Supervisory Organization Reference

Select or map the Organization Reference ID whose worker's timesheets you want to search.

Worker Reference

Enter the worker references details:

Worker Type	Select the worker type: Employee Contingent Worker
Employee ID	Select or map the Employee ID whose timesheets you want to search.
Contingent Worker ID	Select or map the Contingent Worker ID whose timesheets you want to search.

Start Date On or After

Enter the start date to search timesheets from this date or after this date. See the list of supported date and time formats.

Start Date On or Before

Enter the start date to search timesheets from this date or before the date. See the list of supported date and time formats.

Last Updated On or After

Enter the last updated date to search timesheets from this date or after this date. See the list of supported date and time formats.

Last Updated On or Before

Enter the last updated date to search timesheets from this date or before the date. See the list of supported date and time formats.

Limit

Set the maximum number of timesheets {{Make}} will return during one execution cycle. The default value is 10.

Performance Management

You can list competency categories, snapshots, and certification issuers using the following modules.

List Competency Categories

Retrieves all competency categories.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of competency categories {{Make}} will return during one execution cycle. The default value is 10.

List Competency Snapshots

Retrieves competency snapshot information for use in translation integrations.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of competency snapshots {{Make}} will return during one execution cycle. The default value is 10.

List Certification Issuers

Retrieves the certification issuers that are currently defined.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of certification issuers {{Make}} will return during one execution cycle. The default value is 10.

Payroll

You can list company vehicles, ROE history data, and contact types using the following modules.

List Company Vehicles

Provides the ability to retrieve all or some company vehicles.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of company vehicles {{Make}} will return during one execution cycle. The default value is 10.

List ROE History Data

Retrieves Canadian record of employment history data for a given record of employment.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of company vehicles {{Make}} will return during one execution cycle. The default value is 10.

List Contact Types

Retrieves contact types for the specified request references or criteria.

Connection	Establish a connection to your Workday Human Capital Management account.
Limit	Set the maximum number of company vehicles {{Make}} will return during one execution cycle. The default value is 10.

Other

You can call APIs using the following module.

Make an API Call

Performs an arbitrary authorized API call.

	Note
	For the list of available endpoints, refer to the Workday Human Capital Management API documentation.

Connection	Establish a connection to your Workday Human Capital Management account.
URL	Enter a path relative to `https://wd3-impl-services1.workday.com/ccx/service/<domain>.` For example: `/Human_Resources.`
Request Name	Enter a request you want to execute. For example, `Get_Workers_Request`.
Body	Enter the body content for your API call.

Example of use - Get Resource

The following API call returns all the resources from your account.

URL: /Human_Resources

Request Name: GET_Workers_Request

The search matches can be found in the module's Output under Bundle > Body > env:Body. In our example, 1 resource is returned: