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Workday Core Data Inbound Integration Edge Integration Guide 1

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Workday Core Data Inbound Integration Edge Integration Guide 1 1 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://<DataCenter>.workday.com/ccx/services/<tenant_portal_name>. 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://<DataCenter>.workday.com/ccx/services/<tenant_portal_name> • Integration System User Username and Password - These are the ISU credentials created in Workday with the appropriate permissions to call Workday’s APIs. • Notification Email - Add email addresses (comma delimited) to receive sync summary emails. • 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.
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