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      Workday Integration

      Sync employee information from Workday to your Expiration Reminder account

      Overview

      To authenticate your Workday account with Expiration Reminder, you will need to provide the following information:

      • WSDL

      • ISU Username

      • ISU Password

      • Workday Tenant Name

      Prerequisites

      Please ensure you fulfill all the requirements to set up the integration:

      • You have Administrator permissions in your company's Workday instance
      • You have Administrator permissions in your company's Expiration Reminder account

      Instructions

      Step 1: Create an Integration System User (ISU)

      • In your Workday portal, log into the Workday tenant

      • In the Search field, type Create Integration System User

      • Select the Create Integration System User task
        ​

         

      • On the Create Integration System User page, in the Account Information section, enter a user name, and enter and confirm a password
        ​Important: "&", "<", or ">" characters cannot be included in the password
        ​

      • Click OK
        ​

         

      • To ensure the password doesn't expire, you'll want to add this new user to the list of System Users. To do this, search for the Maintain Password Rules task.
        ​


        Add the ISU to the System Users exempt from password expiration field
        ​

         

      • Enter the Integration System User name in the linking flow

      • Enter the Integration System User password in the linking flow
        ​

      Step 2: Create a Security Group and assign an Integration System User

      • In the Search field, type Create Security Group
        ​


        Select the Create Security Group task.
        ​

      • On the Create Security Group page, select Integration System Security Group (Unconstrained) from the Type of Tenanted Security Group pull-down menu.
        ​


        If you would like to create a Constrained Security Group instead of an Unconstrained Security Group - see notes at end of article.
        ​

      • In the Name field, enter a name

      • Click OK

      • On the Edit Integration System Security Group (Unconstrained) page, in the Integration System Users field, enter the same name you entered when creating the ISU in the first section
        ​

      • Click OK

      Step 3: Configure domain security policy permissions

      • In the Search field, type Maintain Permissions for Security Group
        ​

         

      • Make sure the Operation is Maintain, and the Source Security Group is the same as the security group that was assigned in Step 2
        ​

         

      • On the next screen, add the corresponding Domain Security Policies depending on your use case:
        ​

         

      Step 4: Activate security policy changes

      • In the search bar, type "Activate Pending Security Policy Changes" to view a summary of the changes in the security policy that needs to be approved
        ​

      • Add any relevant comments on the window that pops up

      • Confirm the changes in order to accept the changes that are being made and hit OK
        ​

      Step 5: Validate the authentication policy is sufficient

      • Search for Manage Authentication Policies
        ​

      • Click Edit on the authentication policy row
        ​

      • Create an Authentication Rule
        ​

      • Enter a name, add the Security Group, and ensure Allowed Authentication Types is set to Specific User Name Password or Any
        ​

      Note: You don't have to create a new Authentication Rule if you already have an existing one set to User Name Password or Any. You can add the ISU you created to that rule instead.
      ​
      You will need to create a new rule if SAML is the only Authentication Rule you see for "Allowed Authentication Types."

      Step 6: Activate all pending authentication policy changes

      • In the search bar type, activate all pending authentication policy changes
        ​

         

      • Proceed to the next screen and confirm the changes. This will save the Authentication Policy that was just created or edited

      Step 7: Obtain the web services endpoint URL

      • Search in Workday for Public Web Services
        ​

         

      • Find Human Resources (Public) if you are connecting Workday HRIS. Find Recruiting if you are connecting Workday ATS.
        ​
        Click the three dots to access the menu. Click Web Services > View WSDL
        ​

         

      • Navigate to the bottom of the page that opens (it may take a few seconds to load)

      • Copy the full URL provided under Human_ResourcesService (Workday HRIS) or RecruitingService (Workday ATS). The URL will have a format similar to https://wd2-impl-services1.workday.com/ccx/service/acme/Human_Resources/v43.0

         

         

      • Enter the Web Services Endpoint URL into the linking flow
        ​

      • Click Submit
        ​

      Important Notes

      • Implementation/sandbox tenant Workday accounts will result in slower syncs, as fewer resources are dedicated to the tenant
        ​

      (Optional) Create a Constrained Security Group instead of Unconstrained

      The following steps would replace Step 2 above.

      • In the Search field, type Create Security Group.

         

         

      • On the Create Security Group page, select Integration System Security Group (Constrained) from the Type of Tenanted Security Group pull-down menu.
        ​

         

      • In the Name field, enter a name.

      • Click OK

      • On the Edit Integration System Security Group (Constrained) page, in the Integration System Users field, enter the ISU you created in Step 1

      • Now under Organizations, you will need to select the appropriate way you'd like to limit access from your Workday instance. You have several options in regards to how you'd like to limit the data accessible to the ISU:
        ​
        We recommend selecting a specific organizational structure within your larger Company to segment by
        ​


        After clicking on "All Organizations by Type", you can further narrow down by selecting which Type you'd like to segment by.
        The recommended types are:

        • Company

        • Cost Center

        • Division

        • Region


        From there, you can select the specific Instances within your Workday Organization that you'd like to be synced over from this security Group (specific Regions, divisions, etc.)
        ​

      • After you have configured the Organization Structures you'd like to be accessible from the ISU, please navigate to "Access Rights to Organization". Depending on how you'd like to configure access, it can either be to the specific criteria you've applied on the Organizations section or the criteria you applied as well as all organizations that fall under. If you have only selected a top level organization, you should click "Applies to Current Organization And All Subordinates"
        ​

         

      • Once this is all completed, click OK to save the Constrained Security Group

      • Now continue to Step 3