Workday Report
The Workday Report includes custom fields to minimize the release of personally identifiable information (PII) while creating a custom worker data report for SaaS Management. You only need to complete this report if you are using the report method for your organization’s Human Capital Management (Workday) integration.
The following sections explain prerequisites, resources, and instructions for integrating with SaaS Management.
Stored Workday Report Information
The following table describes the available integration task and stored data within SaaS Management.
Note:The information stored is subject to change as enhancements are made to the SaaS application.
Required Minimum Permissions for Workday Report
The integration user must have Get access to the following security policy— Worker Data - Public Worker Reports (part of Staffing Functional Area).
Workday Report Authentication Method
WS-Security is the required authentication method.
Required Workday Report Credentials
The following credentials are required:
Creating the Custom Report for Flexera SaaS Management Worker Data
Your organization’s 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 Workday report tasks if you are using the report method for your organization’s Human Capital Management (Workday) integration.
Creating a Security Group
The first part of creating the Workday report is to create a security group in Workday.
To create a security group:
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2.
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Go to Task > Create Security Group. The Create Security Group page opens. |
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a.
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In the Type of Tenanted Security Group field, enter or select Integration System Security Group (Unconstrained). |
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b.
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In the Name field, enter ISSG_FSM_Reports to save the report. |
Note:Flexera uses the prefix ISSG for all Integration System Security Groups.
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3.
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If you need to make any edits or add comments to the ISSG_FSM_Reports, go to Integration System Security Group (Unconstrained) and select ISSG_FSM_Reports. |
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a.
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To the right of the ISSG_FSM_Reports report name is an oval-shaped pill labeled Actions. Click the Actions pill to open it. |
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b.
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Select the edit option. The Edit Integration System Security Group (Unconstrained) dialog box opens. |
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c.
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Make any necessary edits or add comments in the Comment field. |
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4.
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To add security permissions to the new security group, select the Actions pill to the right of the ISSG_FSM_Reports report name. The Actions menu opens. |
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a.
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Go to Security Group and select Maintain Security Permissions. The Maintain Security Permissions page opens. |
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b.
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In the Report/Task Permissions section, go to the Domain Security Policies permitting View access field. Search for the domain by clicking the hamburger menu icon (three horizontal lines) to open the search field. Start typing the domain name worker data: current staffing information. |
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c.
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Click Enter to review the results and check the box within the Search Results to confirm the selected domain. |
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d.
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In the Integration Permissions section, go to the Domain Security Policies permitting Get access field. Search for the domain by clicking the hamburger menu icon to open the search field. Enter the domain name (worker data: current staffing information). |
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e.
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Click Enter to review the results and check the box within the Search Results to confirm the selected domain. |
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5.
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To activate a security policy change in Workday, go to Task > Activate Pending Security Policy Changes. The Activate Pending Security Policy Changes page opens. |
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a.
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Enter any necessary comments in the Comment field. |
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b.
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Click the Confirm checkbox to display a check mark. |
Creating an Integration System User
After Creating a Security Group, you need to create an integration system user in Workday.
To create an integration system user:
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2.
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Go to Task > Create Integration System User. The Create Integration System User page opens. |
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3.
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In the Account Information section, complete the following: |
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a.
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In the User Name field, enter ISU_FSM_Reports. |
Note:Flexera uses the prefix ISU for all Integration System User Accounts.
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b.
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Click the Do Not Allow UI Sessions box to display a check mark. |
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4.
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To set the integration user password to never expire, go to Task > Maintain Password Rules. The Maintain Password Rules page opens. |
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a.
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In the Session Timeout section, go to the System Users exempt from password expiration field. |
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b.
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Find the user through Search Results. |
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c.
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Check the box next to the user’s name. |
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5.
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To assign the integration user to the integrations security group, go to Report > Integration System User Security Configuration. The Integration System User Security Configuration page opens. |
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b.
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In the upper-right corner, click the oval-shaped Actions pill to display the available actions. |
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c.
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Go to Security Profile and select Assign Integration System Security Groups. The Assign Integration System Security Groups page opens. |
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d.
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In the Integration System Security Group to Assign field, click the hamburger menu icon to search for and select ISSG_FSM_Reports. |
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6.
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To add security to the Person Data: Work Email domain security policy, you need to add permissions to this Workday policy. These permissions are not covered by the domain policy assigned to the integration user. |
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a.
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Go to Task > Domain Security Policies for Functional Area. The Domain Security Policies for Functional Area page opens. |
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b.
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In the Functional Area field, select Contact Information. |
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c.
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Go to Policy and select the Person Data: Work Contact information policy folder. |
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d.
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Click the Person Data: Work Email domain security policy. |
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e.
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Click Edit Permissions. The Integrations Permissions dialog box opens. |
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f.
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Click the plus icon to add ISSG_FSM_Reports to the list of Security Groups. |
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g.
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Select the checkbox in the Get column to enable the Get permissions. A check mark displays. |
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7.
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To activate the Person Data: Work Email domain security policy changes: |
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a.
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Go to Task and select Activate Pending Security Policy Changes. The Activate Pending Security Policy Changes page opens. |
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b.
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Enter the following comment in the Comment field—Grant ISSG_FSM_Reports access to Policy = Person Data: Work Contact Information > Person Data: Work Email. |
Creating a Custom Worker Data Report
After you finish Creating an Integration System User, complete the following steps in Workday to create a custom worker data report.
To create a custom worker data report:
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2.
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Go to the Tasks and Reports menu and select Create Custom Report. The Create Custom Report page opens. |
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3.
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Complete the following Create Custom Report page fields. |
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a.
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For Report Name, enter Flexera SaaS Management Worker Data. |
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b.
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In the Report Details section: |
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For the Report Type, select Advanced. |
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Click the Enable as Web Service checkbox to display a check mark. |
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c.
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In the Data Source section: |
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Do not select the checkbox for Optimized for Performance. |
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In the Data Source field, click the hamburger menu icon to search for and select All Workers. |
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4.
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Go to the Additional Info menu and 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 Workday. |
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Employee ID
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UserID
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UserID
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Email - Primary Work
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Email
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Email
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Email - Work
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EmailAliases
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EmailAliases
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Legal Name - First Name
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FirstName
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FirstName
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Legal Name - Last Name
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LastName
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LastName
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Hire Date
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ActiveDate
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ActiveDate
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Termination Date
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InactiveDate
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InactiveDate
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Location
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Location
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Location
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Cost Center
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Department
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Department
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5.
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Go to the Additional Info menu and 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. |
Caution:The filters provided in the following table are only for ongoing imports of the HR Roster. For the first import of the HR Roster, it is highly recommended to build an initial report of all active/employed users as a baseline. Then use the Full import option prior to changing to a Partial import with a 30-day window of data.
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.
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And
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(
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CF - DD - Number of days between hire date and today
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less than or equal to
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Value specified in this filter
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Note:This value is based on your organization’s needs for determining the relevant population. For example, you may use 30 for 30 days.
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And
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CF TF Hire Date <= today
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equal to
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Value specified in this filter
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Select the checkbox to display a check mark.
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)
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Or
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Termination Date
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greater than or equal to
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Value from another field
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Today - 30 days
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6.
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Go to the Additional Info menu and click the Share tab to share these calculated fields with specified users and groups. In the Authorized Users field, click the hamburger menu icon to search for and select ISU_FSM_Reports. |
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7.
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Go to the Additional Info menu and click the Advanced tab to confirm that the Web Services Options section is populated with the following: |
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Enable As Web Service checkbox displays a check mark. |
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Web Service API Version field displays v34.2 |
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Namespace field displays urn:com.workday.report/MetaSaaS_Worker_Data |
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8.
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Click OK to save the report. |
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9.
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To obtain the report webservices URL, go to the Report Name (Flexera SaaS Management Worker Data). Click the Actions oval-shaped pill, go to Web Service and select View URLs. The View URLs Web Service page opens. |
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a.
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Scroll down to JSON, right-click to select the JSON hyperlink, and click Copy URL. |
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b.
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Save the URL path to share with your organization’s SaaS Management Administrator. |
Integrating Workday Report With SaaS Management
Send the report credentials and options from Creating the Custom Report for Flexera SaaS Management Worker Data 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 Workday web service. Your organization’s SaaS Management Administrator completes the following steps to integrate the Workday Report with SaaS Management.
To integrate Workday Report with SaaS Management:
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1.
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Add the Workday Report application in SaaS Management. For more information, see Adding an Application. |
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2.
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Complete the Workday Report application slideout fields with the following information: |
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Options—This field determines what SaaS Management does with the results received from Workday. Enter the appropriate option Full or Partial in this field. |
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Full—Involves a complete overwrite of the existing HR Roster in SaaS Management with the new result set received from Workday. Your Workday Report should not be a partial window of data. The Workday Report should include all current Workday users. Full should only be used for the initial population or if you need to repopulate your data from scratch. |
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Partial—Is the default option if the Options field is left blank. If the Partial option is chosen, the existing HR Roster is kept in SaaS Management, and the HR Roster is updated with the result set received from Workday. If you choose this option, it is highly recommended to use the filters provided in the table under Creating a Custom Worker Data Report. |
Workday Report API Endpoint
HR Roster
Note:The Report URL input from Integrating Workday Report With SaaS Management is considered the API endpoint and is also used to fetch the HR Roster data.