Workday SFTP Documentation for Recognize App

Purpose: To provide detailed step-by-step instructions on how to set up a .csv file transfer from a Workday custom report to the Recognize App’s SFTP server for purposes of maintaining employee data in Recognize App’s systems. Please follow your integration partner’s instructions where they may differ from this documentation. Last updated 10/10/2023.

1. Set up your custom report

“Create Custom Report”
- Name: Set based on your tenant’s custom report naming conventions
- Report Type: Advanced
- Enable As Web Service: Yes
- Data Source: All Active and Terminated Workers
- Columns

Business Object	Field	Column Heading Override	Column Heading Override XML Alias
Worker	Employee ID	Employee id	Employee_id
Worker	Email - Primary Work	Email	Email
Worker	Legal Name - First Name	First name	First_name
Worker	Legal Name - Last Name	Last name	Last_name
Worker	Preferred Name - First Name	Display name	Display_name
Worker	Business Title	Job title	Job_title
Worker	Phone - Primary Work	Phone	Phone
Worker	~user-defined field~ (see below)	Team	Team
Worker	~user-defined field~ (see below)	Roles	Roles
Worker	~calculated field~ (see below)	Start date	Start_date
Worker	~calculated field~ (see below)	Birthday	Birthday
Worker	~calculated field~ (see below)	Manager Email	Manager_Email
Worker	Location Address - Country	Country	Country
Worker	Cost Center - Name	Department	Department
Worker	~user-defined field~ (see below)	Local	Locale

- Filters
  - Terminated (based on report date) is blank
  - Worker type in the selection list = “Employee” [assuming contingent workers are not in scope]
  - Any other filters that remove workers that should not have records created

- Share
  - “Share with specific authorized groups and users”. The report should be shared with a user who has permissions to run and schedule integrations.

- Advanced
  - Check the box for “Exclude Execution Link from Search”
  - Check that Web Service API Version is v41.0 or later.

- Calculated Fields
  - Start_date (“CF_FD Start Date”)
    - Business Object: Worker
    - Field Type: Format Date
    - Date Field: Hire Date
    - Format: Format Mask
    - Format Mask: MM/dd/yyyy

- Birthday (“CF_FD Birthday”)
  - Business Object: Worker
  - Field Type: Format Date
  - Date Field: Date of Birth
  - Format: Format Mask
  - Format Mask: MM/dd
- Manager_Email (“CF_EE Manager Email”)
  - Business Object: Worker
  - Field Type: Evaluate Expression
  - Field Type: Text
  - Default Value: “CF_LRV Manager Email”
    - Business Object: Worker
    - Field Type: Lookup Related Value
    - Lookup Field: “Manager - Level 01”
    - Return Value: “Email - Primary Work”

- Condition: “CF_TF Worker Reports to Self”
  - Business Object: Worker
  - Field Type: True/False Condition
  - “Manager - Level 01” in the selection list “Worker”
- Return Value If Condition is True: “Empty String”
User-Defined Fields
- Team: Multiple instances are allowed but must be delimited with a comma and enclosed with quotes. Use a “Concatenate Text” calculated field type to add quotes around the values, if sending multiple, as in the example below. If sending a single value, use a “Text Constant” calculated field type and with quotes around the value.

- Roles: Similar to ‘Team’, multiple instances are allowed but must be delimited and enclosed in a similar manner.
- Locale: Refer to instructions on what to program into this field.

2. Create Outbound Integration

“Create EIB”

Name: Set based on your tenant’s integration naming conventions
Outbound
Get Data
- Data Source Type: Custom Report
- Custom Report: Select the custom report created in Step #1 above
Transform
- Transformation Type: New Custom Report Transformation

Deliver
- Delivery Method: Workday Attachment
- File Name: “recognize.csv”
- Document Retention Policy (in Days): 180
- Details:
  - MIME Type: CSV
  - Restricted To: Production
Review and Submit: Ok

3. Configure Transformation

“View Integration System” -> “Configure Transformation” under “Enterprise Interface” menu item

Line Ending: Carriage Return (CR)

Remove Prefix Character(s) and Suffix Character(s) from all Columns

Make no other changes and save by clicking “Ok”

4. Create Document Delivery Business Process

“View Integration System” -> “Create, Copy, or Link Definition” under “Business Process” menu item

- Leave all settings as is and click “Ok”
On the business process definition for the integration system, add two business process steps:
- Step b: Service -> Fire Integration (not optional)
- Step c: Service -> Document Delivery (not optional)

Configure step c (Document Delivery) by clicking on the “Configure Document Delivery” button
- Document(s): From this Integration Process
- Delivery Attempts: 3 (Define Transport Explicitly)
- Transport Type: SFTP
- SFTP Address: sftp://sftp.recognizeapp.com
- Directory: uploads
- Use Temp File: No (uncheck box)
- Advanced Settings
  - Keep Block Size as 32K
  - Nost Key Fingerprint
- Authentication Method: SSH Authentication (provide your SSH Authentication Key Pair to your integration partner)
- Authentication Details: Input your User Id provided by your integration partner
- Do not use Encryption or Compression on the Payload
- Restrict the Environment to Production (or a test tenant if testing)
- Leave all other settings as is and click “Ok”

5. Launch / Schedule Integration

When ready to test or transmit a file, use “Launch / Schedule Integration” task and select the name of the web service given in step #2 above
Do not specify an “Organization”
Choose Run Now to send a single one-time file or pick a different option under “Run Frequency” to set up an integration schedule; weekly is the recommended frequency

- A dynamic filename is not required but may be used as an option depending on the advice from your integration partner

{[{category.name}]}

Additional Resources