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university Workday Core Data Inbound Integration Edge Integration Guide 1
TABLE OF CONTENTS
Contents VERSION HISTORY 2 INTRODUCTION 3 ENABLEMENT 3 Enablement In Workday 4 Configuring Field Override Service & Eligibility Criteria 9 Step 1: Creating Integration Field Override Service 9 Step 2: Creating Integration System 10 Enablement In Cornerstone 15 PROCESS FLOW 20 On Demand Sync 20 Organizational Unit Sync 22 User Sync 23 APPENDIX 25 Creating An Employee Type Custom Ou 25 Creating A Custom Field On A User Record 29 OU Mapping 30 Division & Grade & Cost Center 30 Position 31 Location 31 Custom Ous 31 User Mapping 32 FAQ 34 SUPPORT 36 2
VERSION HISTORY
DATE AUTHOR DESCRIPTION
1.0 Jun 11, 2018 Cornerstone PM Document creation (Closed Beta)
2.0 Aug 6, 2018 Cornerstone PM • Updating the User mapping fields • Updating Enablement In Workday information • Removing Pre-requisites and adding its content in Appendix
3.0 Sep 17, 2018 Cornerstone PM Document creation (GA) 3.1 Sep 25, 2018 Cornerstone PM Moved portions in the Appendix to Enablement 4.0 Dec 14, 2018 Cornerstone PM • Added Support details of Custom Text fields on a user record • Added Eligibility Criteria Support • Added more details on how to configure Employe Type Custom OU
5.0 March 11, 2019 Cornerstone PM • Enhancement details added to the CSOD Edge settings page. • Added steps to create a Custom short text field on a user record • Updated User Mapping fields
6.0 September 14, 2019 Cornerstone PM • Updates to Enablement in Cornerstone 3
WELCOME TO WORKDAY CORE DATA INBOUND INTEGRATION
The Edge-Ready Cornerstone Workday Core Data Inbound Integration creates users and organizational units (OUs) records in Cornerstone. This is a one-way integration from Workday (via APIs v29.2) to Cornerstone. This integration will allow user and OU management to be centralized in Workday.
The integration will allow you to do the following functionality:
• One-way transfer of OUs and Users from Workday to Cornerstone. • Nightly Synchronization (OUs at 3:00AM and Users at 4:00AM) • Ability to trigger the integration on-demand. • Map Workday Organization Types to Cornerstone Standard and Custom OUs. • Define the Workday Hierarchy to use for a Standard OU. • Deliver Summary Notification Emails to a subscribed list. • Differentiate between Contingent Workers and Employees via Custom OU. • Summary and log of synced OUs and users via email notification.
ENABLEMENT
A Workday Administrator account with the appropriate permissions is required to enable the integration.
It is recommended to implement the integration in your test environment prior to production environment. Follow the steps below to configure the integration and enable it. 4 ENABLEMENT IN WORKDAY
1. Log in to Workday.
2. Create an Integration System User (ISU) to be used for the integration.
3. Create Integration System Security Group that will be used to manage the permissions needed for the integration.
4. Add the integration system user to the security group by:
a. Select Actions > Security Profile > Assign Integration System Security Group. 5 b. Add ISU to System Security group.
5. Add permission for the security group in the following Domain Security Policy Permissions:
OPERATION DOMAIN SECURITY POLICY INHERITING PERMISSION FUNCTIONAL AREAS
Get Only Manage: Location Location: View Organizations and Roles
Get Only Manage: Organization Integration Organizations and Roles
Get Only Job Information Jobs & Positions
Get Only Worker Data: Public Worker Staffing Reports Get Only Worker Data: Current Staffing Staffing Information
Get Only Worker Data: Current Job Profile Staffing Information Get Only Worker Data: Current Management Staffing Level Information
Get Only Person Data: Ethnicity Personal Data
Get Only Person Data: Gender Personal Data
This can be done by the following steps:
a. Search for each of the required security domains.
b. Select Actions > Domain > Edit Security Policy Permission. 6 c. Add the permissions for the security group as shown below:
6. Activate your security changes.
7. Identify Workday’s Tenant URL by following the below steps:
a. Log in to Workday.
b. Search for Public Web Services.
c. Select Public Web Services.
d. Select “View WSDL” under Human resources (Public) > Actions > Web Service. 7 e. Search for “address location”.
f. Copy the Tenant URL highlighted above in “soapbind” tag. It should be in the following format: https://
Note: You may have multiple Workday tenant environments (sandbox / implementation and/or production). Please copy the appropriate endpoint URL.
8. Identify the Organization Types you want transferred to from Workday to Cornerstone.
9. Obtain the corresponding Reference ID Value for the identified Organization Types. This can be done by the following steps:
a. Search for View Reference IDs.
b. Set Organization Type as the Business Object. 8 c. Select OK to display the Organization Types and their Reference ID Value.
d. Copy the appropriate Reference ID Values of the Organization Types identified earlier. For example:
Workday Org. Type Workday Org. Type Ref ID Value
Cost Center Hierarchy COST_CENTER_HIERARCHY
Supervisory SUPERVISORY
Cost Center COST_CENTER
… … 9 CONFIGURING FIELD OVERRIDE SERVICE & ELIGIBILITY CRITERIA
These steps are optional, and needed in one of the following use cases: • An approver needs to be assigned to users in Cornerstone in addition to their manager, or; • Limiting the user population transferred from Workday to Cornerstone is needed.
This is a two-step process which requires creating an Integration Field Override Service and creating Integration system that will be used to configure the field override service:
STEP 1: CREATING INTEGRATION FIELD OVERRIDE SERVICE
1. In Workday, search for Create integration field override service and select it from the search results.
2. Populate the Name and set the Business Object to Worker.
3. Add the Fields (ex: Approver_ID) and select OK. 10 STEP 2: CREATING INTEGRATION SYSTEM
1. Search for “create integration system” and select it from the search resultsPopulate the Name and set the Business Object to Worker.
Note: The integration system will use the Core Connector: Worker template, though the integration itself will never be executed. All non-essential integration services will be disabled and the field override service will be added as a custom service.
2. Populate the System Name, System ID and set new using Template to “Core Connector: Worker”. 11 3. Add the Edge Integration System user as the Workday Account for the Integration System.
4. Navigate to the related Actions menu > Integration System > Configure Integration Field Overrides.
5. setup the value mapping for the Field Overrides. 12 6. To clear the error on the integration system, go to the related action then Integration System > Configure Integration Attributes.
7. The “Version” attribute is the only field that is required to clear the error. The value that you choose for this field has no impact on the integration processing. 13 8. Once you finish the integration system setup, the value that will be used to configure the integration on the Edge platform is the System ID as shown below:
Note: The Approver can now be configured in Cornerstone with the configured values. For example: • System ID: CSOD _Edge_Worker_FOS_IntegrationSystem • Field Override: Approver_ID 14 You can also optionally identify the Eligibility criteria by Viewing the Integration Field Override Service then navigate to related Actions menu > Integration System > Configure Integration Field Overrides.
Note: The Eligibility Criteria can now be configured in Cornerstone with the configured values. For example: • Eligibility Criteria System ID: CSOD _Edge_Worker_FOS_IntegrationSystem • Eligibility Criteria Field Override Service Name: CSOD_EDGE_FOS • Eligibility Criteria Field Override: CSOD_Worker_Eligibility 15 ENABLEMENT IN CORNERSTONE
10. Log in to your Cornerstone portal.
11. Navigate to Admin > Tools > Edge > Marketplace.
12. Search for Workday Core Data Inbound Integration.
13. Purchase the integration and provide your consent.
14. Select Configure Now to be navigated to the settings page.
Note: If you choose to configure later, the integration can be accessed by:
a. Navigating to Admin > Tools > Edge > Integrations.
b. Searching for “Workday”.
c. Selecting Configure.
15. In the Settings page, configure the following: 16 • Workday Tenant URL - This is your organization's unique end-point identifier for the API calls. Make sure “Human_Resources/v….” is not part of the Tenant URL. Thus it should be in the following format: https://
• OU Mapping - This table allows Cornerstone standard OU Types Division, Grade, and Cost Center to be mapped to Workday Organizations. Location and Position are pre-mapped. To configure the mapping: 1. Click on the "+ Add New OU Mapping" button. 2. Select an OU type from the drop-down field under the OU Type. 3. Enter its corresponding: a. Workday OU type Reference ID Value in the text box under the Workday OU Type column. b. Workday OU Hierarchy Reference ID Value in the text box under the Workday OU Hierarchy column. This is an optional value that allows a hierarchy to be used when syncing an OU Type. If this field is not populated, then all OUs will be synched without a parent 4. Press "+ Add New OU Mapping" button if additional OUs need to be mapped.
16. Included in Sync: Please also choose whether the sync should include Users and OUs, Users Only, or OUs Only.
Notes: a. Workday’s Locations are created as Cornerstone Locations. b. Workday Job Profiles and Job Families are created as Cornerstone Positions. Each Job Profile has its Workday Job Family as its parent. 17 c. Defining a Hierarchy for an OU Type can be configured for standard OUs (except Positions) by populating the Organization Hierarchy Reference ID Value in the Workday OU Hierarchy (Location Hierarchy field for Locations) d. User record constraints apply to this integration (ex: If Division is required on a user record, then it is required to be configured in the integration settings) e. Workday Supervisory rules for including the Organization code and Manager Id will be followed. Format is
• Custom OU Mapping - This table allows Cornerstone Custom OU Types to be mapped to Workday Organization Types. This can be optionally configured by following the below steps: 1. Click on the "+ Add New Custom OU Mapping" button. 2. Select a Custom OU type from the drop-down field under the OU Type. 3. Enter its corresponding Workday OU type Reference ID Value in the text box under the Custom Workday OU Type column. 4. Press "+ Add New Custom OU Mapping" button if additional Custom OUs need to be mapped.
Notes: User record constraints apply to this integration (ex: If a Custom OU is required on a user record, then it is required to be configured in the integration settings)
• Employee Type Custom OU - This dropdown field holds a list of custom OU types in your Cornerstone portal. The selected OU type will be used to specify whether the user is an employee or a contingent worker in Workday. The OU type selected for this setting must include the options "Employee" and "Contingent Worker". This is an optional field. For more information, refer to Creating an Employee Type Custom OU in the Appendix. -- If the user's worker reference is marked as an "employee" in Workday , then Cornerstone will set the selected OU type as "Employee" on the user's User Record page. -- If the user's worker reference is marked as a "contingent worker" in Workday , then Cornerstone will set the selected OU type as "Contingent Worker" on the user's User Record page. -- If no value is selected in Employee Type Custom OU field on the Settings page, then no value will be set on the user's User Record page. 18
• Additional Field Mapping - This table allows you to optionally override the existing mapping of the integration user record fields: Approver, First Name, Last Name and Prefix. Mapping can only be done to a Field Override Service. If any of these fields are to be configured by adding an entry to this table, both Integration System ID and Field Override are required values. Refer to Configuring Field Override Service and Eligibility Criteria under ENABLEMENT IN WORKDAY to configure and identify their values.
Notes:
1. Configuring the Approver needs the Approver ID value not the Approver Name in the field override service.
2. Chinese clients that have English names and Chinese names can configure Prefix field to capture employee Chinese names.
3. A tussenvoegsel in Dutch linguistics is a word that is positioned between a person's first name and the main part of the last name. The most common tussenvoegsels are "van" (as in Vincent van Gogh) meaning "from" and "de" (as in Greg de Vries), meaning "the". If a tussenvoegsel is present, it forms an integral part of a surname.
a. Clients with Tussenvoegsel in their employee can override the mapping and configure the first name and/or last name. These fields would be mapped to their corresponding field override service in Workday.
4. If Additional Field Mapping, Eligibility Criteria Fields, and/or the Custom Field Mapping are
being configured, it is recommended to use the same System ID in Workday. • Name Preference - This drop down is used to identify whether to pull the worker legal name information or the preferred name information. • Username – This drop down defines which Workday field is mapped to Cornerstone’s username. It can be configured to: Workday User ID, Worker ID, Work Email Address (must be public and primary).
Note: Typically, WD contingent workers have a Worker ID but not a user ID. If your organization has contingent workers who should be synced into CSOD, then the recommended mapping for the Username field is to be mapped to Worker ID in the dropdown. 19 • New Hire Sync Time This drop down defines when to create new hires in Cornerstone that are created in Workday. New Hires can be configured to be transferred on their effective hire date or a week prior to their effective hire date. • Eligibility Criteria Fields - These are a set of fields that can optionally be configured to limit the user population synced from Workday to Cornerstone. This feature is enabled by turning on the Eligibility Criteria toggle button and populating: 1. Eligibility Criteria System ID 2. Eligibility Criteria Field Override Service Name 3. Eligibility Criteria Field Name Note: Complex eligibility criteria can cause performance issues when the integration calls the Workday API.
• Custom Field Mapping - This table allows Cornerstone custom text fields on a user record to be mapped to Workday Override fields. This can be optionally configured by the following steps: 1. Adding an entry in the table. 2. Selecting the Custom text box Field from the Field Name drop down. 3. Populating the Workday Integration System ID. 4. Populating the Workday Integration Field Override.
Notes: • If Additional Field Mapping, Eligibility Criteria Fields, and/or the Custom Field Mapping are being configured, it is recommended to use the same System ID in Workday for all configurations. • To configure and identify Workday Integration Field Override, refer to Configuring Field Override Service and Eligibility Criteria under ENABLEMENT IN WORKDAY • The integration is scheduled to run nightly (PST) and can be triggered on-demand. 20 PROCESS FLOW
The integration is always scheduled to run a Delta Sync nightl (US-Pacific). It searches for previous successful syncs within the previous 7 days,. If a previous successful sync does not exist in that period, the Delta Sync will pull user changes for the last 7 days only from Workday. In case a successful sync exists, the Delta Sync will pull user changes from that date. As for OUs, the integration syncs all configured OUs prior to syncing users. Sync summary emails are sent once the OU sync process and Users sync process are complete. ON DEMAND SYNC
The integration can be triggered on demand from the Settings page using the Sync Toggle buttons. You can choose the type of sync to be triggered as shown below.
DELTA SYNC
This sync will pull all OUs and/or users users that were modified since the last successful Delta Sync (scheduled or on-demand) within a 7 day period. The current delta logic brings over all changed records from Workday which results in a modification record in CSOD. To run a Delta Sync on-demand:
1. Navigate to Admin > Tools > Edge > Integrations 2. Verify that the integration is enabled
3. Open the integration Settings page 4. Turn on the Delta Sync toggle button
5. Then click on the Save Settings button 6. Once the integration is triggered, the toggle button is turned off.
Note: If no successful syncs were made in the previous 7 days, then the integration pulls all OUs. As for user changes, it pulls changes that occurred in the previous 7 days only. 21 FULL SYNC
This sync will pull all OUs and users. To run a delta sync on-demand,
• Navigate to Admin > Tools > Edge > Integrations • Verify that the integration is enabled
• Open the integration Settings page • Turn on the Delta Sync toggle button
• Then click on the Save Settings button • Once the integration is triggered, the toggle button is turned off. 22 ORGANIZATIONAL UNIT SYNC
1. In Workday, create or update an Organization Type.
Note: Organization Types refer to Workday’s Cost Center, Job Profile, Location, etc. or any Organization Type configured in the integration.
2. Once the Synchronization process is complete:
a. A status notification email is sent with details of with the synchronization details. 23 b. The corresponding mapped OU Type in Cornerstone will have the OU created or updated.
Note: Workday Job Profiles and Job Families are created as Cornerstone Positions. Each Job Profile has its Workday Job Family as its parent.
USER SYNC
1. In Workday, create a new Employee or update an existing Employee. N. 24
2. Once the Synchronization process is complete:
a. A status notification email is sent with details of the failed records.
b. The user is created or updated in Cornerstone. 25
APPENDIX CREATING AN EMPLOYEE TYPE CUSTOM OU
1. Navigate to Admin > Core Functions > Organization Units
2. Select Manage Organization Unit Types
Note: If you do not have access to this page, please contact your CSM / Implementation partner / consultant to help with adding a new Custom OU Type for you as shown in steps 3 and 4. 26
3. Select “Add Custom OU Type” then a. define its Name b. Set “Show on User Record” c. Set “Required on SOAP Feed”
4. Save the new OU Type (ex: Workday Employee Type) and navigate back to Organization Units
5. Select Manage Organization Unit Hierarchy 27
6. Select the new OU Type (ex: Workday Employee Type) from the drop down then Add OU
7. Populate the ID, Name and set Active to true 28
8. For the Employee Type Custom OU, two OUs are needed: “Employee” and “Contingent Worker” as shown below
9. Once these are available, configure the integration with the Employee Type Custom OU as shown below 29 CREATING A CUSTOM FIELD ON A USER RECORD
• Navigate to Admin > Core Functions > Custom Field Administration > User Record
• Select + button next to FIELDS to add a new field and populate the following
• Name, Category and Email Tag
• Type: Short Text Box
• Set Active to true
Note: To limit the availability to a certain population, select your availability criteria and add to it the following users:
• Admin, Cornerstone (cesadmin)
• Integration, Workday (workday_integration_user) 30 OU MAPPING
Below is the overall mapping summary for Cornerstone OUs and Workday Organization Types.
WORKDAY WORKDAY CORNERSTONE # ORGANIZATION ORGANIZATION COMMENT ORGANIZATIONAL UNIT TYPE TYPE HIERARCHY 1 Division Configurable Configurable Ex: SUPERVISORY 2 Cost Center Ex: COST_CENTER and COST_ CENTER_HEIRARCHY
3 Grade
4 Position Job Profiles Job Family Job Families are parents to Job Profiles
5 Location Locations Configurable 6 Custom OUs Configurable Not Applicable
Note: Configuring Workday Organization Type Hierarchy allows the integration to identify OU parents and build a hierarchy in Cornerstone identical to that in Workday
Division & Grade & Cost Center
CORNERSTONE WORKDAY # ORGANIZATIONAL UNIT ORGANIZATION TYPE
1 ID ID 2 Name Title
3 Active Active 4 Parent Configurable Hierarchy Position 31
CORNERSTONE # WORKDAY ORGANIZATION TYPE ORGANIZATIONAL UNIT
1 ID Compound key Job Family ID # Job Profile ID 2 Name Job Title
3 Active Active 4 Parent Job Family
Location
CORNERSTONE WORKDAY # ORGANIZATIONAL UNIT ORGANIZATION TYPE
1 ID Location ID
2 Name Location Name 3 Active Active 4 Parent Configurable Hierarchy 5 Line 1 Line 1 6 Line 2 Line 2 7 City City 8 State State 9 Postal Code Postal Code 10 Country Code Country Code
Custom OUs
CORNERSTONE WORKDAY # ORGANIZATIONAL UNIT ORGANIZATION TYPE
1 ID ID 2 Name Title 3 Active Active 32 USER MAPPING
Below is the overall field mapping for Cornerstone user and Workday user. Configurable fields are the ones that can be configured if needed.
# CORNERSTONE FIELD WORKDAY FIELD COMMENT
1 User ID WD Employee ID (aka Worker ID)
2 Username Configurable: • User ID • Worker ID • Work Email (Primary & Public) 3 Active / In-Active Status Terminated = In-Active Otherwise = Active
4 Absent True if Workday worker is active and on leave. Otherwise False 5 Prefix Configurable: • Populated based on Name Preference (Legal or Preferred), or • Overridden by mapping it to a Workday field override service 6 First Name Configurable: • Populated based on Name Preference (Legal or Preferred), or • Overridden by mapping it to a Workday field override service 7 Middle Name Configurable: • Populated based on Name Preference (Legal or Preferred), or 8 Last Name Configurable: • Populated based on Name Preference (Legal or Preferred), or • Overridden by mapping it to a Workday field override service 9 Suffix Configurable: • Populated based on Name Preference (Legal or Preferred) 10 Primary Email Work Email Address Public & primary work email
11 Work Phone Work Phone Number Public & primary phone
12 Fax Fax Number
13 Country Code Country
14 Line1 Address Line 1 Public & primary address line 1
15 Line2 Address Line 2 Public & primary address line 2
16 City City Public & primary address City
17 State/Province State Public & primary address State
18 Postal Code Postal Code Public & primary address postal code 19 Division Configurable Populated by Organization Type Reference ID in WD. 20 Grade
21 Cost Center
22 Location Location
23 Position Compound Key If a worker has more than one Job_Family_ID # Job_Profile_ID position, the primary Job Profile is selected 24 Custom OUs Configurable 33
25 Last Hire Date Hire Date Populated if user is terminated
26 Original Hire Date Original Hire Date
27 Required Approvals Defaults to 1 Defaults to 2 if Approver is configured 28 Approver ID Configurable: Approver Document Field Override via Integration System. Expected value is the Approver's ID (not name)
29 Manager Manager Employee
30 Termination Date Termination Date 31 Custom short text box fields Configurable Document Field Override via Integration System 34
FAQ
Q: Can the scheduled run time be modified?
A: No, the integration run time is currently not configurable.
Q: I don’t have access to create an ISU, security group, and/or access Workday Community. Where can I get assistance? A: Please work with your organization’s Workday Administrator and/or Workday project team.
Q: Does the integration pull the hierarchy of Workday Organization Types?
A: Yes. The integration allows the hierarchy to be defined for Standard OUs. This can be done by mapping Cornerstone's OUs to Workday Organization Types and defining their Hierarchy
Can the integration differentiate between Workday user types?
A: Yes, the integration has the ability to specify in Cornerstone whether a user is an employee or a contingent worker in Workday. Please see "Employee Type Custom OU" on page 17.
Q: Do I get a notification when the integration runs?
A: Yes. The integration sends a notification email to a configurable subscription list. The emails will have an audit log with all OUs and users that were synchronized.
Q: Do user profile pictures for employees get transfered from Workday to Cornerstone?
A: No. The integration does not synchronize user profile pictures
Q: How long does the initial sync run for?
A: Sync runtimes can vary depending on the volume of data in your portal. Large clients have reported 20+ hours to receive the log email and smaller clients have reported 8+ plus hours. Ongoing delta syncs should run much quicker after the initial larger sync. 35 Q: Can the integration filter on various Contingent Worker types?
A: No, the integration currently does not filter on contingent worker types.
This topic has also been covered under the WD Community.
Q: How can I sync the Workday Management Level to a custom OU in CSOD?
A: CSOD Custom OUs cannot be mapped to flat-fields on Workday.
Suggested workarounds to map management level include:
1)Map Management level to custom field in CSOD
2)Convert Management Level to an OU type field on WD if feasible.
Q: How does the integration affect the Allow Reconcile Fields?
A: The WD integration itself does not interact with or load to the Allow Reconcile field.
The system automatically sets Allow Reconcile = no if no value is provided. As such, all new users created by the WD integration have Allow Reconcile = No.
Please review this posting for further details.
Q: How does the integration pre-termination and post termination logic work?
A: The integration sets the user to inactive the next the integration runs after the termination "Completed On Date" has hit (Versus Effective Date or Initiated Date).
Please review this posting for further details.
Q: When a contingent worker becomes an employee, what is the best workaround to avoid the error related to non-unique username (Error: Username- The value provided for this field must be unique across the system)?
A: The error comes up when a contingent worker is converted to an employee in Workday and the worker is given a new user ID but the username stays the same.
In order to create a new record, the recommendation is to update both the user ID and username when converting a contingent worker to an employee. 36 Q: Are there any Workday outages that will impact the user/OU sync?
A: Please also be aware of Workday initiated downtimes that may impact your scheduled Edge Workday syncs. Should your sync be impacted, any missed data would be synced when the next delta runs again.
The WD 2019 Extended Maintenance Calendar can be found here - https://community.workday.com/ articles/453357.
Note: The 2020 Extended Maintenance Calendar has already been released and can be found here - https:// community.workday.com/articles/521701
Please reach out to Workday for any future maintenance calendar updates.
SUPPORT
• For Cornerstone-related questions or to report issues, please submit a Global Product Support (GPS) case through Product Centeral and start its title by "Workday Core".