Human Capital Management (Workday)
Human Capital Management (Workday) is a cloud-based human resource (HR) management software system that includes a number of HR features including organization management, talent and performance management, and Workday Absence Management.
| • | Information Stored |
| • | Minimum Permissions Required |
| • | Authentication Method |
| • | Credentials Required |
| • | Integrating Human Capital Management (Workday) with SaaS Management |
| • | API Endpoint |
| • | Creating the Custom Report for Flexera SaaS Management Worker Data |
The following table describes the available integration task and stored data.
|
Available Integration Task |
Information Stored |
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|
HR Roster |
|
Note:The information stored is subject to change as enhancements are made to the SaaS application.
The integration user must have Get access to the following security policy: Worker Data - Public Worker Reports (part of Staffing Functional Area).
WS-Security
| • | User Name |
| • | Password |
| • | Tenant Name |
| • | Service URL Root |
Integrating Human Capital Management (Workday) with SaaS Management
To integrate Human Capital Management (Workday) with SaaS Management, obtain the following.
| • | Obtaining the Tenant Name |
| • | Obtaining the Service URL Root |
To obtain the Tenant Name, perform the following steps.
To obtain the Tenant Name:
| 1. | Sign in to Human Capital Management (Workday). |
| 2. | Obtain the Tenant Name from the Tenant URL. |
Note:The Tenant Name is case sensitive.
From this Tenant URL example: https://impl.workday.com/flexerasoftware_gms1/login.htmld
The Tenant Name is: flexerasoftware_gms1
Obtaining the Service URL Root
To obtain the Service URL Root, perform the following steps.
To obtain the Service URL Root:
| 1. | Sign in to Human Capital Management (Workday) using your account’s login credentials. |
| 2. | In the search tab, search for Public Web Services. |
| 3. | In the search results, click the Public Web Services link to view all the public web services. |
| 4. | In the list of public web services, click the Human Resources (Public) web service to view the Actions and then under Actions, navigate to Web Service and click View WSDL. |
| 5. | In the WSDL file, scroll to the bottom of the file and find the URL to the right of the tag "<soapbind:address location=". |
Example: <soapbind:address location="https://wd2-impl-services1.workday.com/ccx/service/flexerasoftware_gms1/Resource_Management/v33.0"/>
In the above example, your Service Root URL is wd2-impl-services1.workday.com.
HR Roster
https://<< Service URL Root >>/ccx/service/<< Tenant Name >>/Human_Resources/v33.0
Note:If you create the custom report for Flexera SaaS Management worker data for your Human Capital Management integration, the HR Roster API endpoint is derived from the report setup process.
Creating the Custom Report for Flexera SaaS Management Worker Data
The Human Capital Management (Workday) Administrator completes the following tasks to create a custom worker data report for SaaS Management. This report includes custom fields to minimize the release of personally identifiable information (PII).
Note:You only need to complete the following custom Human Capital Management (Workday) report tasks if you are using the report method for your Human Capital Management (Workday) integration.
| • | Creating a Security Group |
| • | Creating an Integration System User |
| • | Creating a Custom Worker Data Report |
| • | Flexera SaaS Management Worker Data |
| • | Calculated Field: TF Hire Date <=Today |
| • | Calculated Field: DD - Number of Days between Hire Data and Today |
| • | Sending Report Credentials to the SaaS Management Administrator |
Follow the Human Capital Management (Workday) steps below to create a security group.
To create a security group:
| 1. | Create a security group by selecting or entering the following. |
| • | Task: Create Security Group |
| • | Type of Tenanted Security Group: Integration System Security Group (Unconstrained) |
| • | Name: ISSG_FSM_Reports |
Note:At Flexera, we use the prefix “ISSG” for all Integration System Security Groups.
| • | Enter any comments on the next page. |
| 2. | Add security permissions to the new security group. |
| • | On the Actions menu, point to Security Group and click Maintain Security Permissions. |
| • | On the Report/Task Permissions menu, point to Domain Security Policies permitting View access and search for the domain by clicking the hamburger icon (three horizontal lines) to open the search field. Start typing the domain name (worker data: current staffing information). |
Hit Enter to review the results and check the box to confirm the selected domain.
| • | On the Integration Permissions menu, point to Domain Security Policies permitting Get access and search for the domain by clicking the hamburger icon (three horizontal lines) to open the search field. Start typing the domain name (worker data: current staffing information). |
Hit Enter to review the results and check the box to confirm the selected domain.
| 3. | Activate security by selecting or entering the following: |
| • | Task: Activate Pending Security Policy Changes |
| • | Enter comments and check the Confirm box. |
Creating an Integration System User
Follow the Human Capital Management (Workday) steps below to create an integration system user.
To create an integration system user:
| 1. | Create an integration system user by selecting or entering the following. |
| • | Task: Create Integration System User |
| • | Check the box for Do Not Allow UI Sessions. |
| • | User Name: ISU_FSM_Reports |
Note:At Flexera, we use the prefix “ISU” for all Integration System User Accounts.
| 2. | Set the integration user password to never expire by selecting the following. |
| • | Task: Maintain Password Rules |
| • | On the System Users exempt from password expiration menu, find the user through Search Results. Then check the box next to the user name. |
| 3. | Assign the integration user to the integrations security group by selecting the following. |
| • | Report: Integration System User Security Configuration |
| • | Find the account. |
| • | On the Actions menu, point to Security Profile and click Assign Integration System Security Groups. |
| • | On the Integration System Security Group to Assign menu, click ISSG_FSM_Reports. |
| 4. | Add security to the work email field by adding access to the following specific fields. These fields are not covered by the domain policy assigned to the integration user. |
| • | Task: Domain Security Policies for Functional Area |
| • | Functional Area = Contact Information |
| • | Policy = Person Data: Work Contact information. Click Person Data: Work Email, and then click Edit Permissions. |
| • | On the Integrations Permissions menu, add the ISSM_FSM_Reports user with Get permissions. |
| 5. | Activate security by selecting or entering the following. |
| • | Task: Activate Pending Security Policy Changes |
| • | Enter comments and click Confirm. |
Creating a Custom Worker Data Report
Follow the Human Capital Management (Workday) steps below to create a custom worker data report.
To create a custom worker data report:
| 1. | On the Tasks and Reports menu, click Create Custom Report. |
| 2. | Enter the report heading information by selecting the following. |
| • | Report Name: Flexera SaaS Management Worker Data |
| • | Report Type: Advanced |
| • | Enable as Web Service: Yes |
| • | Optimized for Performance: No |
| • | Data Source: All Workers |
| • | Click OK. |
| 3. | On the Additional Info menu, click the Columns tab to add report columns per this report definition for SaaS Management. In the Column Heading Override and Column Heading Override XML Alias fields, enter the following labels to override what was populated automatically in Human Capital Management (Workday). |
|
Field |
Column Heading Override |
Column Heading Override XML Alias |
|
Employee ID |
UserID |
UserID |
|
Email - Primary Work |
|
|
|
Email - Work |
EmailAliases |
EmailAliases |
|
Legal Name - First Name |
FirstName |
FirstName |
|
Legal Name - Last Name |
LastName |
LastName |
|
Hire Date |
ActiveDate |
ActiveDate |
|
Termination Date |
InactiveDate |
InactiveDate |
|
Location |
Location |
Location |
|
Cost Center |
Department |
Department |
| 4. | On the Additional Info menu, click the Filter tab to add filters for the date ranges to include for newly active and newly inactive employees. If not already done, create the following calculated fields. |
Note:The following date range filters are examples. You may set up your organization’s date range filters when creating a custom worker data report.
|
And/Or |
( |
Field |
Operator |
Comparison Type |
Comparison Value |
) |
|
And |
( |
CF - DD - Number of days between hire date and today |
less than or equal to |
Value specified in this filter |
|
|
|
And |
|
CF TF Hire Date <= today |
equal to |
Value specified in this filter |
|
) |
|
Or |
|
Termination Date |
greater than or equal to |
Value from another field |
Today - 30 days |
|
| 5. | On the Additional Info menu, click the Share tab to share these calculated fields with specified users and groups. Add the ISU_FSM_Reports user in the Authorized Users field. |
| 6. | On the Additional Info menu, click the Advanced tab to confirm that the Web Services Options detail is populated with the following: |
| • | Enable As Web Service is checked. |
| • | Web Service API Version = v34.2 |
| • | Namespace = urn:com.workday.report/MetaSaaS_Worker_Data |
| 7. | Click OK to save the report. |
| 8. | Obtain the report webservices URL by navigating to the Report Name (Flexera SaaS Management Worker Data). On the Actions menu, point to Web Service and click View URLs. |
Scroll down to JSON, right-click to select the JSON hyperlink, and click Copy URL.
Save the URL path to share with your organization’s SaaS Management Administrator.
Sending Report Credentials to the SaaS Management Administrator
Send the following report credentials and options to your organization’s SaaS Management Administrator. These credentials enable the SaaS Management Administrator to call the Flexera SaaS Management Worker Data report through the Human Capital Management (Workday) web service.
| • | Report Name: Flexera SaaS Management Worker Data |
| • | Username |
| • | Password |
| • | JSON URL: Enter this URL in the SaaS Management Report URL field. |
| • | Report Options (Full/Partial): This applies to the Report-based Workday integration (“Workday Report” and not “Human Capital Management”) and determines what SaaS Management does with the results received from Workday. |
| • | Full - A complete overwrite of the existing HR Roster in SaaS Management with the new result set received from Workday. |
| • | Partial (default, if left blank) - Keep the existing HR Roster in SaaS Management, and update it with the result set received from Workday. |