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How-to: Set up the Workday Integration

Nicole TrepanierNicole Trepanier Expensify Team Posts: 497 Expensify Team
edited January 7 in How-to Docs

To set up the Workday integration you'll need a few things:

  1. Employee Data: Create an Employee Demographics Data Report in Workday outputting to JSON format (Workday Report), or use the Expensify Advanced Employee Updater API to pass employee information to Expensify.
  2. Import: Identify which users you'd like us to import and if you need them to be separated between multiple policies.
  3. Implementation: Message [email protected] so that we can get you set up!


1 - Employee Data

If you opt for the Workday Report you can pass it to us either via a secure Workday Web Services URL or by hosting the Workday Report in your own SFTP server. Alternatively you can opt for using the Expensify Advanced Employee Updater API.

The following fields are required:

  • Employee Email
  • Employee Name
  • Employee ID
  • Manager Email
  • Location, Company Code, or another field that maps each employee to the correct Expensify policy

The following fields are optional:

  • Department (Expensify can set tag defaults based on this department)
  • Payroll ID (This ID or other IDs can be stored for each employee and included in an export template)
  • Active Status/Termination Date (This can be used to optionally deprovision employees)

Employee object structure for reference:

"Report_Entry": 
[{
   "Employee_ID": "XXXXXX",
   "Worker_Status": "Active",
   "Legal_First_Name": "xxx",
   "Legal_Last_Name": "xxx",
   "Employee_Work_Email": "[email protected]",
   "Manager_Email": "[email protected]",
   "Employee_Company_Code": "110",
   "Employee_Location_Code": "110",
   "Employee_Cost_Center_Code": "2130"
}]


2 - Import

Do you have multiple policies or do you want only a subset of your users imported into Expensify? If yes, let us know how you'd like us to identify which users to import. For example, you can use a Workday field such as Business Unit to send users to a specific policy or let us know to not import users with a specific field, such as "don't import users in the Department: Engineering". We can use any Workday field to organize your users, you'll simply need to add it to the Workday Report.

3 - Implementation

Send a message to [email protected] with the following information:

  • The email address of the account used to run the integration - This account needs to be added both as a Domain Admin and a Policy Admin on all policies.
  • Expensify integration email contact - Email address of the admin to whom we should send the integration email. This notification is a way to verify the integration is running successfully.
  • Your preferred method for passing Employee Data - Let us know which way you want to send us the Employee Data: via a secure URL, host the file, or use our API?
  • Import - Mention if you have any requirements for step 2 or if you'd like us to simply import all active employees.
  • An example employee - Please share the email address of an employee or two and which policy or domain group they need to be imported into. This will allow us to double check that the integration we're enabling for you is importing your users correctly.
  • Additional details - Do you have any additional requests for the implementation - anything extra you'd like us to import/custom approval workflows to set up/other? Let us know if you have any questions or comments, we're here to guide you thought this step by step!

Next Steps

Once you provide our team with all the information from Step 3 (Implementation), our team will commence this project. After we've mapped the integration we'll do a dry run where we'll create a file that prints a report of how your users would be imported. Once you've confirmed that the dry run is showing the correct mapping of your users we'll set the integration live!

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