Prepare for Integration in Workday

Before connecting Workday to Staffbase Studio, complete a one-time setup in your Workday environment. This setup enables the syncing of one of the following for your platform:

• Users
• Contacts

To establish a secure connection between your Workday instance and Staffbase Studio, create an Integration System User (ISU). This dedicated user account is used solely for authentication and does not require access to Workday’s user interface. Using an ISU ensures that the integration runs independently of individual user accounts, enhancing security and stability.

1. In Workday, search for and open Create Integration System User.
   The Integration System User dialog opens.
2. In the User Name field, provide a user name. For example, Staffbase_Studio_ISU.
3. In the New Password field, set a password that meets the security requirements specified in the user interface.
4. In the New Password Verify field, re-enter the password to confirm.
5. Select the Do Not Allow UI Sessions option to prevent this user from signing into Workday as a regular user.

6. Click OK.

You have created the ISU.

You need to add the ISU as a system user to ensure the password does not expire and the Staffbase integration is not interrupted.

1. In Workday, search for and open Maintain Password Rules.
   The Maintain Password Rules dialog opens.
2. In the System Users exempt from password expiration field, search for and add the ISU you created.

3. Click OK.

To control data access and actions for the ISU, create a security group and add the ISU to it. Security groups in Workday define permissions, ensuring integrations have only the necessary access without exposing unnecessary data.

1. In Workday, search for and open Create Security Group.
   The Create Security Group dialog opens.
2. From the Type of Tenanted Security Group dropdown, select Integration System Security Group (Unconstrained).

3. In the Name field, provide a name for the security group. For example, ISSG_Staffbase.
4. Click OK.
5. The Edit Integration System Security Group (Unconstrained) dialog opens.
   You have created the security group.
6. In the Integration System Users field, enter the name of the ISU you created.
7. Click OK.

You need to add domain security policies to the security group to ensure that the ISU has the correct permissions to access specific Workday data.

1. In Workday, search for and open Maintain Permissions for Security Group.
   The Maintain Permissions for Security Group dialog opens.
2. In Operation, ensure that Maintain is selected.
3. In Source Security Group, search for and select the security group you created.

4. Click OK.
   The Domain Security Policy Permissions section opens.

5. Click the + icon to add the following security policies with the corresponding View/Modify Access:
   

   View/Modify Access	Domain Security Policy
   View and Modify	Custom Report Creation
   View and Modify	Notification Alerts
   View and Modify	Manage: All Custom Reports
   View and Modify	Custom Report Administration
   View only	Worker Data: Current Staffing Information

6. Click OK.
   The overview of the domains you added displays.
7. Click Done.
   You have configured the domain security policies.

1. In Workday, search for and open Activate Pending Security Policy Changes.
2. In the Comments field, enter a comment about the changes.
3. Click OK.
   The overview of the security policies you changed opens.
4. Select the Confirm option.
5. Click OK.

1. In Workday, search for and open Create Custom Report.
   The Create Custom Report page opens.
2. In the Report Name field, provide the name.
3. From the Report Type dropdown, select Advanced.
4. Select the Enable As Web Service option.
5. Unselect the Optimized for Performance option.
6. In the Data Source dropdown, search for and select the data source you want to include. For example, Workers for HCM Reporting.

7. Click OK.
   The Edit Custom Report page opens.
   You have created a custom report.

You need to ensure that all the fields you want to map later in the Staffbase Studio and sync to the Staffbase platform are inclued in the custom report.

1. In the Edit Custom Report page, under Columns click the + icon to add the necessary fields.
2. Select the fields you want to add.
   You must add the Employee ID field to identify each employee in Staffbase. When selecting Employee ID, ensure to add id under Custom Heading Override XML Alias. The value id is case-sensitive. If you enter an incorrect value, the integration throws an error that the ID is missing.
3. Click OK.
   Once the report is created with the desired fields for integration, ensure the new security group has View permissions for the security domains of all fields in the report. Without these permissions, you won’t be able to Transfer Ownership of the report, which is essential for the integration.

You need to share the custom report with the ISU for it to have access to the report.

1. In the Edit Custom Report page, navigate to the Share tab.
2. Under Report Definition Sharing Options, select Share with specific authorized groups and users.
   The fields for Authorized Groups and Authorized Users appear.
3. In Authorized Users, search for and select the ISU you created.
4. Click OK.
   You have shared the custom report.

You need to save the report’s JSON URL as it’s required to connect with the Staffbase Studio.

1. In Workday, search for and open View Custom Report.
   The View Custom Report page opens.
2. From the header, click on the three-dot icon for Related Actions.
3. Navigate to Actions > Web Service > View URLs.

The View URLs Web Service page opens.

4. Navigate to JSON and right-click the JSON link.
   A menu with copy options opens.
5. Click Copy URL to copy the report URL.
   You have successfully copied the custom report URL. Save it for later use when establishing the connection with the Staffbase Studio for one of the following integrations:

• [User sync] (/guides/configure-workday-integration-for-user-sync)
• [Contact sync] (/guides/configure-workday-integration-for-staffbase-email)

You need to transfer ownership of the report to the ISU.

1. In Workday, search for Transfer Ownership of Custom Reports.
   The Transfer Ownership of Custom Reports link appears in the search results.
2. Click Transfer Ownership of Custom Reports.
   The Transfer Ownership of Custom Reports dialog opens.
3. In the Report Name field, search for and select the custom report you created.
4. In the New Owner field, search for and select the ISU you created.
5. Click OK.
   You have transferred the custom report to the ISU.