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

Information Stored

The following table describes the available integration task and stored data.

Available Integration Tasks

Integration Task

Information Stored

HR Roster

User ID
Email
Email Aliases
First name
Last name
Active Date
Inactive Date
Location
Department

Note:The information stored is subject to change as enhancements are made to the product.

Minimum Permissions Required

The integration user must have Get access to the following security policy: Worker Data - Public Worker Reports (part of Staffing Functional Area).

Authentication Method

WS-Security

Credentials Required

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

Obtaining the Tenant Name

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.

API Endpoint

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

Creating a Security Group

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

Email

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.