What does the integration do?
The Rydoo - Workday HR integration automatically synchronizes employees' data from Workday HR to Rydoo, making sure that your employee's information is always consistent and up-to-date on both systems.
Specifics
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New users created in Workday HR will automatically be created in Rydoo
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Any changes in Workday HR such as the reassignment of supervisors or cost centers will also take place in Rydoo
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Rydoo takes care of the maintenance and mapping updates
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The synchronization happens in real-time
What does the mapping look like?
Description | Rydoo | Workday HR |
Email of the user. This property needs to be unique in your Rydoo account. |
(configurable) |
Worker data: User ID |
First name of the employee | *First name | Worker data: Personal data: Name data: Legal name data: First name |
Last name of the employee | *Last name | Worker data: Personal data: Name data: Legal name data: Last name |
Status of the user. Which employee statuses should be active in Rydoo and which should be deactivated? | *Status | Worker data: Employment data: Worker status data: Active and Terminated |
Unique ID of the user, e.g. workday ID |
User ID (configurable) |
Worker data: Worker ID |
Direct manager of the employee and approver in Rydoo. In case an employee has multiple Approvers in Workday HR, Rydoo will sync all approvers. |
*Approver | Worker data: Management chain data: Manager: employee Id |
The company/entity ID to which the user should be assigned. In case there is no unique ID per entity, it can be the same as the Branch Name. |
*Branch ID (configurable) |
Worker Data: Organization Data: Organization Data: Organization Type Reference: Company Reference Id |
The group where the employee will belong is Rydoo. Typically cost center/department information. Every group will belong to a Branch in Rydoo. |
*Group Name (configurable) |
Worker Data: Organization Data: Organization Data: Organization Type Reference: Cost Center Reference Id |
In case a unique ID is needed per group in Rydoo which is not visible for users. In case there is no need for a unique ID can be the same as the Group Name |
*Group ID (configurable) |
Worker Data: Organization Data: Organization Data: Organization Type Reference: Cost Center Reference Id |
Assigned Country in Rydoo |
Country (configurable) |
Worker Data: Employment Data: Worker Job Data: Position Data: Business Site Summary Data: Address Data: Country Reference ISO_3166-1_Alpha-3_Code') |
Sync the IBAN number to Rydoo from Workday to be able to reimburse users based on this information. |
Account Number (configurable) |
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+User custom field information |
Custom Field user (configurable) |
* = Mandatory fields to sync
(configurable) = It is possible to select any other field from Workday HR from where the information should be synced.
Example: Instead of syncing User ID data from Workday from the Worker ID field you select another field to be the source of information
Set up the integration
Workday recommends using an Integration System User (ISU) for integration using third-party services.
- All operations performed by Rydoo will be logged under this worker who is created and dedicated to the integration
- If the worker is terminated or the security profile changes the integration will no longer be functional
- Each ISU should be restricted to a single integration for security reasons.
How to register ISU?
- Assign all permissions needed to perform the required actions (Retrieve employee data, organization data, management chanin data, personal data, employment data)
1. Navigate to Create Security Group task and create an Integration System Security Group
2. Grant access to this new security group to the domains required by the integration.
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- Access the View Domain report and find the domain
- Select Domain > Edit Security Policy Permissions
- Add the Security Group to the Integration Permissions and select GET, POST, and PUT operations.
Additionally, grant GET operation for the following Domain Security Policies:
- Integration Build
- Integration Process
- Integration Debug
- Integration Event
- Worker Data: Current Staffing Information
- Worker Data: Public Worker Reports
- Worker Data: Workers
- Person Data: Work Email
Next, access the Activate Pending Security Policy Changes task and activate these changes.
3. Navigate to the Create Integration System User task and configure a Workday user account for the integration
- Keep the Session Timeout Minutes default value of 0 to prevent session expiration.
- Select the Do Not Allow UI Sessions checkbox.
- To avoid integration errors caused by expired passwords, disable this option. Access the Maintain Password Rules task and add the integration system user to the System Users exempt from password expiration field.
4. Assign Security Group to the ISU
- Security Profile > Assign Integration System Security Groups
- Select Assign > Select the security group that you created > Access the View Integration System report and access the Connector or Studio integration
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Workday Account > Edit > Edit Account for Integration System task, select the ISU account that you created
For more info check out the Workday documentation.
Error handling
An e-mail should be provided to Rydoo to receive error messages when there is some error or missing information in the Masterdata.
Provide set-up information to Rydoo
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Contact your dedicated Customer Success manager or in case you don't have one, send the information to connect@rydoo.com.
Please share credentials and confidential information via a secure platform or encrypted email e.g. Dashlane.
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Tenant ID:
The tenant ID is found in the URL when you are logged into Workday. For example, if the URL of your Workday tenant is https://impl.workday.com/sample_company/d/home.html, the tenant ID is sample_company -
WSDL URL:
This URL is used to generate schema and forms the base URI for every API request. Find out how to obtain this URL from this Workday article. -
Login name:*
This should be the login name for the ISU -
Password:*
This should be the login password for the ISU -
Workday tenant timezone:
The timezone in your Workday tenant settings. -
E-mail address:
Email address where error messages should be sent.
*Note: OAuth 2.0 Authentication is also possible. Please reach out to Rydoo for more information7. Mapping Table
Rydoo fields Workday HR fields (name of the field) Email UserID Branch Name Branch ID Group Name Group ID Country Account Number Custom Field (user level)
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Tenant ID: