Link Workday account to Simpplr

• WSDL

• ISU Username

• ISU Password

• Workday Tenant Name

Prerequisites: Please ensure you have Administrator permissions in your company's Workday instance.

Instructions

Step 1: Create an Integration System User (ISU)

1. In your Workday portal, log into the Workday tenant.

2. In the Search field, type Create Integration System User.

3. Select the Create Integration System User task.
   

4. On the Create Integration System User page, in the Account Information section, enter a user name, and enter and confirm a password.
   ​Important: "&", "<", or ">" characters cannot be included in the password.

5. Click OK.
   

Add the ISU to the System Users exempt from password expiration field.

7. Use the Integration System User name in the linking flow.

8. Use the Integration System User password in the linking flow.

Step 2: Create a Security Group and assign an Integration System User

1. In the Search field, type Create Security Group.
   

Select the Create Security Group task.

2. On the Create Security Group page, select Integration System Security Group (Unconstrained) from the Type of Tenanted Security Group pull-down menu.
   

3. In the Name field, enter a name.

4. Click OK.

5. On the Edit Integration System Security Group (Unconstrained) page, in the Integration System Users field, enter the same name you entered when creating the ISU in the first section.
   

6. Click OK.

Step 3: Configure domain security policy permissions

1. In the Search field, type Maintain Permissions for Security Group.
   

2. Make sure the Operation is Maintain, and the Source Security Group is the same as the security group that was assigned in Step 2.
   

3. On the next screen, add the following Domain Security Policies:
   

• Get Only - Worker Data: Public Worker Reports
  This is the minimum required permission

• Get Only - Person Data: Name

• Get Only - Person Data: Personal Data

• Get Only - Person Data: Home Contact Information

• Get Only - Person Data: Work Contact Information

• Get Only - Worker Data: Compensation

• Get Only - Worker Data: Workers

• Get Only - Worker Data: All Positions

• Get Only - Worker Data: Current Staffing Information
  This is required to surface Employment Status of Employees

• Get Only - Worker Data: Employment Data

• Get Only - Worker Data: All Worker’s Positions Past and Present
  This is required to pull Historical Employments

• Get Only - Worker Data: Organization Information

• Get Only - Reports: Pay Calculation Results for Worker (Results)

• Get Only - Worker Data: Payroll

• Get Only - Worker Data: Time Off

• Get Only - Personal Data: Personal Photo

Learn more about App tiles specific Workday permissions.

Step 4: Activate security policy changes

1. In the search bar, type "Activate pending security policy changes" to view a summary of the changes in the security policy that needs to be approved.
   

2. Add any relevant comments on the window that pops up.

3. Confirm the changes in order to accept the changes that are being made and hit OK.
   

Step 5: Validate the authentication policy is sufficient

1. Search for Manage Authentication Policies.
   

2. Click Edit on the authentication policy row.
   

3. Create an Authentication Rule.
   

4. Enter a name, add the Security Group, and ensure Allowed Authentication Types is set to Specific User Name Password or Any.
   

Step 6: Activate all pending authentication policy changes

1. In the search bar type, activate all pending authentication policy changes.
   

2. Proceed to the next screen and confirm the changes. This will save the Authentication Policy that was just created or edited.

Step 7: Obtain the web services endpoint URL

1. Search in Workday for Public Web Services.
   

2. Find Human Resources (Public) if you are connecting Workday HRIS. Click the three dots to access the menu. Click Web Services > View WSDL.
   

3. Navigate to the bottom of the page that opens (it may take a few seconds to load).

4. Copy the URL provided under Human_ResourcesService (Workday HRIS). Note, you just need to copy from https:// to /service. The URL will have a format similar to https://impl-services1.wd12.myworkday.com/ccx/service/simpplr_dpt1/Human_Resources/v44.0

Completing the sync in Simpplr

App manager needs to do the required set up before enabling profile picture syncing on Manage > Application > Integrations > People data.

Input the information you received from Workday.

Workday integration for provisioning and syncing

The Workday integration allows App Managers and IT Admins to automatically manage the full employee lifecycle on the intranet. With API support, you can provision new users, keep profiles updated, and deprovision employees. This replaces the older setup that relied on custom reports, creating one consistent and reliable process for both provisioning and syncing.

Who Can Use This Feature

This feature is designed for App Managers and IT Admins who are responsible for:

• Onboarding new employees automatically from Workday

• Keeping employee profiles updated with the latest attributes, including profile photos

• Offboarding employees in a reliable and secure way

• Managing Workday integration and data sync settings

How It Works

Provisioning and Syncing Setup

• The API connection handles both provisioning and syncing through a single configuration.

• Admins can map Workday fields to intranet profile attributes, such as name, email, department, manager, role, and profile photo.

• New employees are provisioned automatically. Updates to employee attributes are synced. Employees who leave are deprovisioned.

• A daily scheduler runs the sync automatically, so profiles stay current without manual updates.

Step by step syncing setup

Step 1: Connect Workday with API

1. Go to Manage Application → Workday Integration.

2. Enter your API credentials.

3. Confirm the connection.

Step 2: Map Workday Fields

1. Select the intranet profile attributes you want to sync, such as name, email, department, manager, role, and profile photo.

2. Save your mappings.

Step 3: Set Up Provisioning and Syncing

1. Enable Provisioning and Syncing in the integration settings.

2. Choose whether to:

   • Migrate to API (recommended) for both provisioning and syncing

   • Or continue with Custom Reports if preferred

Step 4: Automate Syncing

• The system runs a daily scheduled job to update profiles automatically.

• New users are provisioned, existing users are updated, and ex-employees are deprovisioned.

Step 5: Monitor Errors

• Check the Error Logs for any provisioning or syncing failures.

• Use the retry option if needed.

Photo syncing

App managers need to ensure they have the correct Workday permissions to use profile picture syncing.

The Workday Admin user should be part of Source Security Group with the Domain Security Policies set as Get Only - Personal Data: Personal Photo.

The Simpplr app manager needs to complete the required set up before enabling profile picture syncing on Manage > Application > Integrations > People data.

• Photo syncing flow via Workday

  • Workday should be selected as the sync source on Manage > Application > Integrations > People data.

  • Photo field should be selected for syncing.

Error handling

• • In cases where profile picture syncing fails, the following measures are in place:

    • Missing Employee Number: If the employee number is not available in Workday, the sync will not proceed, and an alert will be logged for the admin to review.

    • Partial Sync Failures: If only some profiles fail to update, the system will retry syncing during the next scheduled sync interval while providing a report on failed updates.