26min

Workday

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This app will sync your organizational roster from Workday automatically on a daily basis. The following information is included:

  • Contact info (emails, phones, addresses)
  • Demographic info (gender, ethnicity, birthdates)
  • Compensation
  • Managers
  • Departments, Locations, Bands

Setting up the Workday payroll app

Obtaining API credentials

To get started, you will need to obtain API access from Workday. You'll need to obtain an API key by following the steps below.

Note

You must be an Workday administrator to gain access to the required information below. Please work with your Workday administrator where needed.

  1. Open Workday.
  2. Create an Integration System User (ISU) in Workday
  3. Ensure that the new user has read access to all Human_Resources SOAP APIs.
  4. Copy the new user credentials for use below.

Once you've copied the necessary information from Workday, do not share this information with anyone outside of your organization, as it enables direct access to your data within Workday.

Installing Workday in ChartHop

In order to use the API credentials you gathered above, you'll need to install the Workday app in ChartHop. To install the Workday app, simply

  1. Navigate to Apps and Integrations in ChartHop,
  2. Find Workday in the list of available apps,
  3. Click Install on the far right-hand side of the table.

Entering Workday API credentials, and other config settings

In order for ChartHop to access your Workday data, you'll need to enter the Workday API credentials you obtained above. In addition, there are a number of other configuration settings available to you.

Field

Description

Base URL

This is the base URL of your Workday instance. This field is required.

Instance Name

The "short name" of your instance. This field is required.

Integration System Username

This is the username for the ISU created in Workday. This field is required.

Password 

This is the password for the ISU created in Workday. This field is required.

Run Daily

With this option selected, the sync will run automatically every day.

Reverse Sync Open Jobs

With this option selected, open job data will be synced from Workday to ChartHop on a daily basis. Only enable this if you are not using ChartHop as your system of record for open jobs.

Send Notification Email To

These users will be emailed every time a sync occurs with a summary of the changes.

For advanced config options, see Advanced options for payroll apps on the Get started with payroll apps page.

Please don't hesitate to contact implementation@charthop.com if you need assistance.

Syncing data from Workday

Understanding synced data

Once the Workday payroll app has been properly set up, ChartHop will be able to pull Workday data into your ChartHop account.

The table below lists all fields that are synced from Workday to ChartHop during a sync. In the first column, we list the name of the field in ChartHop, and in the second column, we list the name of the field in Workday.

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ChartHop field

Workday field

Transform type

address.street1, address.street2, address.street3, address.city, address.state, address.country, address.postal

profiles.wd:Worker_Data

transform

band

profiles.wd:Worker_Data

transform

base, hourly, currency, variable, variablepct, variabletype

profiles.wd:Worker_Data

transform

birthdate

profiles.wd:Worker_Data.wd:Personal_Data.wd:Birth_Date

one-to-one

compdate

profiles.wd:Worker_Data

transform

contact.homeemail

profiles.wd:Worker_Data

transform

contact.homephone

profiles.wd:Worker_Data

transform

contact.mobilephone

profiles.wd:Worker_Data

transform

contact.workemail

profiles.wd:Worker_Data

transform

contact.workfax

profiles.wd:Worker_Data

transform

contact.workphone

profiles.wd:Worker_Data

transform

depart

profiles.wd:Worker_Data

transform

department

profiles.wd:Worker_Data

transform

employment

profiles.wd:Worker_Data

transform

enddate

profiles.wd:Worker_Data.wd:Employment_Data.wd:Worker_Job_Data.wd:Position_Data.wd:End_Date

one-to-one

ethnicity

profiles.wd:Worker_Data

transform

gender

profiles.wd:Worker_Data

transform

location

profiles.wd:Worker_Data.wd:Employment_Data.wd:Worker_Job_Data.wd:Position_Data.wd:Business_Site_Summary_Data.wd:Name

one-to-one

manager

profiles.wd:Worker_Data

transform

name.first

profiles.wd:Worker_Data.wd:Personal_Data.wd:Name_Data.wd:Legal_Name_Data.wd:Name_Detail_Data.wd:First_Name

one-to-one

name.last

profiles.wd:Worker_Data.wd:Personal_Data.wd:Name_Data.wd:Legal_Name_Data.wd:Name_Detail_Data.wd:Last_Name

one-to-one

name.pref

profiles.wd:Worker_Data.wd:Personal_Data.wd:Name_Data.wd:Preferred_Name_Data.wd:Name_Detail_Data.wd:First_Name

one-to-one

startdate

profiles.wd:Worker_Data.wd:Employment_Data.wd:Worker_Job_Data.wd:Position_Data.wd:Start_Date

one-to-one

title

profiles.wd:Worker_Data.wd:Employment_Data.wd:Worker_Job_Data.wd:Position_Data.wd:Business_Title

one-to-one

Transform Type refers to the logic employed when copying data from the source field to the target field. In many cases, one-to-one logic is employed, where the value in the source field is copied to the target field exactly as it is. In some cases, many-to-one or transform are listed, which indicates that the logic is more complex.

Running a single, on-demand sync from Workday

Any ChartHop user with sufficient permissions can trigger an on-demand sync from Workday at any time. To sync your data for the first time, or subsequently on-demand at any time, follow the steps below.

  1. Open ChartHop.
  2. Select the gear icon.
  3. Select Apps and Integrations.
  4. Find and select Workday.
  5. Scroll down to the bottom of the page, and click on Sync To Primary.

Upon clicking Sync to Primary, ChartHop will pull all of your org's current employee data from Workday. Once completed, you will see a message indicating that the sync has been completed.

Permissions

To sync your Workday data into ChartHop, your ChartHop user must have an access level of at least a Technical Owner. If you are not a Technical Owner and believe you should be, please contact support@charthop.com.

Running a daily, automated sync from Workday

Any ChartHop user with sufficient permissions can set up an automated sync from Workday at any time. To set up an automated sync, follow the steps below.

  1. Open ChartHop.
  2. Select the gear icon.
  3. Select Apps and Integrations.
  4. Find and select Workday.
  5. Scroll down to the bottom of the page, and click on Run Daily.
  6. Click Save Settings when you are done.

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Updated 11 May 2022
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