Workday Business Processes: Full Questions & Answers
1. List out all the business processes you have configured.
Answer:
Commonly configured business processes include:
Hire Employee
Change Job
Terminate Employment
Promote Employee
Compensation Changes (base pay, bonuses, allowances)
Position Management (create/edit/freeze positions)
Onboarding/Offboarding Tasks
Time Off Requests
One-Time Payments
Organization Changes (reorganization)
2. Explain all the attributes in Business Process Framework.
Answer:
Key attributes include:
Steps: The building blocks (actions, approvals, notifications).
Routing Rules: Determines who approves or completes each step.
Condition Rules: Logic to skip or require steps based on data.
Validation Rules: Ensures data meets criteria before proceeding.
Effective Dating: Supports future-dated or retroactive changes.
Security Policies: Controls who can initiate or view the process.
Notifications: Alerts sent to participants.
Document Handling: Attachments or generated documents.
3. What are all configuration options we have?
Answer:
Configuration options include:
Adding or removing steps (approvals, actions, notifications).
Setting up parallel or sequential approval paths.
Defining approval chains (single approver vs. multi-level).
Creating escalation rules for overdue tasks.
Configuring condition-based step skipping.
Customizing validation messages and rules.
Attaching document templates (e.g., offer letters).
Designing email notification templates.
4. What is the difference between approval and consolidated approval?
Answer:
Approval: A single request is reviewed individually (e.g., one employee’s promotion).
Consolidated Approval: Multiple requests are grouped for batch approval (e.g., 20 salary adjustments approved at once).
5. What are routing restrictions? Explain with an example.
Answer:
Routing restrictions limit who can approve based on specific criteria.
Example:
"Only HR Directors in the employee’s region can approve transfers."
This ensures approvals align with organizational hierarchy and policies.
6. What is the difference between condition rule and validation rules?
Answer:
Condition Rule: Determines if a step should execute (e.g., "Skip approval if salary change < 5%").
Validation Rule: Checks whether data is valid (e.g., "Salary must be within the grade range").
7. What are the types of validation rules in Workday?
Answer:
Required Field: Forces users to enter data in mandatory fields.
Format Validation: Ensures data matches patterns (e.g., email format).
Business Logic: Enforces company policies (e.g., "Hire date cannot be in the future").
Cross-Field Validation: Compares multiple fields (e.g., "End date must be after start date").
8. How to configure validation messages?
Answer:
Navigate to "Maintain Validation Rules".
Select or create a rule.
In the "Message" tab, enter user-friendly error text (e.g., "Salary exceeds the approved range").
Set severity (Error or Warning).
9. Can we translate validation messages?
Answer:
Yes, via:
"Maintain Validation Messages".
Select the language (e.g., Spanish, French).
Enter the translated message.
Assign to the appropriate language pack.
10. What is the difference between system notifications and custom notifications?
Answer:
System Notifications: Pre-built by Workday (e.g., task assignments). Cannot be modified.
Custom Notifications: Configured for specific BPs (e.g., "New hire approved"). Fully customizable in content and recipients.
11. A manager should receive a new hire notification but didn’t. How to troubleshoot?
Answer:
Verify the notification step exists in the BP definition.
Check the manager’s "Notification Subscriptions".
Review Security Policies that might block notifications.
Examine Condition Rules that could skip the notification.
Audit Workday Deliveries for failed messages.
12. Can I create condition rules on TO DO steps?
Answer:
Yes:
Edit the Business Process.
Select the TO DO step.
Add a condition rule (e.g., "Only show for full-time employees").
13. How to include an EDIT PHOTO step in the Hire BP if it’s not a standard BP?
Answer:
Edit the Hire Business Process.
Add a Custom Action step.
Configure it to call the "Edit Photo" web service.
Set security context (requires HRIS role).
14. What is the task to create TODOs?
Answer:
Use "Create To Do" in configuration:
Define the name and description.
Set completion criteria.
Configure assignment rules.
Link to security policies.
15. A created TODO isn’t available in BP assignment. Why?
Possible Reasons:
The TODO is not activated.
Security policies restrict access.
A condition rule prevents it from appearing.
Incorrect BP version is being used.
16. What configuration is needed to create a Workday account?
Answer:
In Provisional Provisioning Policy:
Enable "Create Workday Account".
Set authentication method (e.g., password, SSO).
Assign starter security groups.
Configure password policies.
17. Can I attach or distribute documents in a BP? How?
Answer:
Yes, via:
"Attach Document" step (for uploads).
"Generate Document" step (e.g., offer letters).
"Distribute Document" (email attachments).
Configuration:
Specify allowed file types.
Define retention rules.
Set security for viewing/attaching.
Key Takeaways:
Business Processes are highly customizable with steps, rules, and notifications.
Condition Rules control process flow; Validation Rules ensure data quality.
Troubleshooting notifications involves checking BP setup, security, and subscriptions.
Saturday, 5 April 2025
Workday Compensation: Comprehensive Q & A
Workday Compensation: Comprehensive Q & A
1. What modules require compensation data?
Answer:
Payroll (for salary processing)
Benefits (eligibility determination)
Talent & Performance (bonuses/merit increases)
Budgeting (cost planning)
2. List of compensation components
Answer:
Base Pay
Bonuses
Allowances
Commissions
Equity Awards
Merit Increases
One-Time Payments
3. What is a Period Salary Plan? Example?
Answer:
A fixed-term salary arrangement (e.g., a 6-month contract at $10,000/month).
4. Can currency, amount, and frequency be defined in a Salary Plan?
Answer:
Yes – Configured during plan setup (e.g., USD, $5,000, Monthly).
5. Difference: Compensation Element vs. Element Group
Element: Single pay component (e.g., "Car Allowance").
Element Group: Collection of elements (e.g., "Allowances Group").
6. Task to create compensation elements/groups
Answer:
"Create Compensation Element"
"Create Element Group" (under Compensation Setup)
7. Business Processes (BPs) for Compensation
Answer:
Propose Compensation (New Hire)
Request Compensation Change
Mass Compensation Changes
One-Time Payment Processing
8. What is the FTE checkbox? Example?
Answer:
Purpose: Adjusts pay for part-time workers (e.g., 0.5 FTE = 50% of full salary).
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1. What modules require compensation data?
Answer:
Payroll (for salary processing)
Benefits (eligibility determination)
Talent & Performance (bonuses/merit increases)
Budgeting (cost planning)
2. List of compensation components
Answer:
Base Pay
Bonuses
Allowances
Commissions
Equity Awards
Merit Increases
One-Time Payments
3. What is a Period Salary Plan? Example?
Answer:
A fixed-term salary arrangement (e.g., a 6-month contract at $10,000/month).
4. Can currency, amount, and frequency be defined in a Salary Plan?
Answer:
Yes – Configured during plan setup (e.g., USD, $5,000, Monthly).
5. Difference: Compensation Element vs. Element Group
Element: Single pay component (e.g., "Car Allowance").
Element Group: Collection of elements (e.g., "Allowances Group").
6. Task to create compensation elements/groups
Answer:
"Create Compensation Element"
"Create Element Group" (under Compensation Setup)
7. Business Processes (BPs) for Compensation
Answer:
Propose Compensation (New Hire)
Request Compensation Change
Mass Compensation Changes
One-Time Payment Processing
8. What is the FTE checkbox? Example?
Answer:
Purpose: Adjusts pay for part-time workers (e.g., 0.5 FTE = 50% of full salary).
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9. What is the "No Override" checkbox at plan level?
Answer:
Prevents manual overrides to ensure compliance with comp policies.
10. Web service for mass compensation changes?
Answer:
"Request Compensation Change" web service (SOAP API).
11. Data needed for mass compensation changes
Answer:
Employee IDs
Effective Date
New Compensation Amounts
Change Reason
12. "Next Pay Period" checkbox: Purpose & Location?
Answer:
Location: In "Request Compensation Change" BP.
Purpose: Delays changes until the next payroll cycle.
13. Can compensation plans be removed on a schedule?
Answer:
Yes – Use "Edit Compensation Plan" to set end dates.
14. How to configure compensation change reasons?
Answer:
"Maintain Compensation Change Reasons" task (e.g., "Promotion," "Market Adjustment").
15. BP to assign compensation for new hires?
Answer:
"Propose Compensation for New Hire" (runs during onboarding).
16. Difference: Propose Compensation (New Hire) vs. Propose Compensation Change?
New Hire: Sets initial pay.
Change: Adjusts existing pay.
17. Difference: Propose vs. Request Compensation Change?
Propose: Suggests changes (requires approval).
Request: Immediate changes (no approval).
18. How to configure units?
Answer:
"Maintain Units" task (e.g., "Hours," "Shares").
19. Task to configure one-time payment categories?
Answer:
"Create One-Time Payment Category" (e.g., "Spot Bonus").
20. Types of allowance plans?
Answer:
Amount-Based (e.g., $500/month)
Percentage-Based (e.g., 5% of salary)
Unit-Based (e.g., $10/meal)
21. Can I create reimbursable allowance plans?
Answer:
Yes – Requires Finance Module integration for expense tracking.
Key Takeaways
Compensation Elements = Building blocks of pay.
Mass Changes use APIs or BPs.
New Hires vs. Changes have distinct BPs.
Answer:
Prevents manual overrides to ensure compliance with comp policies.
10. Web service for mass compensation changes?
Answer:
"Request Compensation Change" web service (SOAP API).
11. Data needed for mass compensation changes
Answer:
Employee IDs
Effective Date
New Compensation Amounts
Change Reason
12. "Next Pay Period" checkbox: Purpose & Location?
Answer:
Location: In "Request Compensation Change" BP.
Purpose: Delays changes until the next payroll cycle.
13. Can compensation plans be removed on a schedule?
Answer:
Yes – Use "Edit Compensation Plan" to set end dates.
14. How to configure compensation change reasons?
Answer:
"Maintain Compensation Change Reasons" task (e.g., "Promotion," "Market Adjustment").
15. BP to assign compensation for new hires?
Answer:
"Propose Compensation for New Hire" (runs during onboarding).
16. Difference: Propose Compensation (New Hire) vs. Propose Compensation Change?
New Hire: Sets initial pay.
Change: Adjusts existing pay.
17. Difference: Propose vs. Request Compensation Change?
Propose: Suggests changes (requires approval).
Request: Immediate changes (no approval).
18. How to configure units?
Answer:
"Maintain Units" task (e.g., "Hours," "Shares").
19. Task to configure one-time payment categories?
Answer:
"Create One-Time Payment Category" (e.g., "Spot Bonus").
20. Types of allowance plans?
Answer:
Amount-Based (e.g., $500/month)
Percentage-Based (e.g., 5% of salary)
Unit-Based (e.g., $10/meal)
21. Can I create reimbursable allowance plans?
Answer:
Yes – Requires Finance Module integration for expense tracking.
Key Takeaways
Compensation Elements = Building blocks of pay.
Mass Changes use APIs or BPs.
New Hires vs. Changes have distinct BPs.
Q & A for your Job Profiles, Job Family, and Job Family Groups questions in Workday?
Q & A for your Job Profiles, Job Family, and Job Family Groups questions in Workday?
1. Difference between Exempt vs. Non-Exempt Employees?
Exempt: Salaried, not eligible for overtime (e.g., managers).
Non-Exempt: Hourly, eligible for overtime (e.g., frontline workers).
2. How to Create a Management Level?
Task: Use "Create Management Level" in Organization Setup. Defines hierarchy (e.g., "Director," "VP").
3. How to Make Fields Mandatory in Job Profiles?
Task: Use "Edit Job Profile" BP → Mark fields as "Required" in the layout.
4. Can I Create a New Pay Rate Type? How?
Yes. Task: "Create Pay Rate Type" in Compensation Setup (e.g., "Project Bonus").
5. Can One Position Have Multiple Job Profiles?
No. Each position links to one job profile.
6. What is a Job Profile Code? Can It Be Overridden?
Code: Unique identifier (e.g., "JP_SALES_MGR").
Override? No – System-generated and immutable.
7. Is Comp Grade Mandatory on Job Profiles? Why?
1. Difference between Exempt vs. Non-Exempt Employees?
Exempt: Salaried, not eligible for overtime (e.g., managers).
Non-Exempt: Hourly, eligible for overtime (e.g., frontline workers).
2. How to Create a Management Level?
Task: Use "Create Management Level" in Organization Setup. Defines hierarchy (e.g., "Director," "VP").
3. How to Make Fields Mandatory in Job Profiles?
Task: Use "Edit Job Profile" BP → Mark fields as "Required" in the layout.
4. Can I Create a New Pay Rate Type? How?
Yes. Task: "Create Pay Rate Type" in Compensation Setup (e.g., "Project Bonus").
5. Can One Position Have Multiple Job Profiles?
No. Each position links to one job profile.
6. What is a Job Profile Code? Can It Be Overridden?
Code: Unique identifier (e.g., "JP_SALES_MGR").
Override? No – System-generated and immutable.
7. Is Comp Grade Mandatory on Job Profiles? Why?
Not mandatory, but best practice.
Importance: Ensures pay equity, aligns with salary ranges.
8. How Can All Job Profiles Relate to One Job Profile?
Answer: Through Job Family Groups (parent-child hierarchy). Example:
Importance: Ensures pay equity, aligns with salary ranges.
8. How Can All Job Profiles Relate to One Job Profile?
Answer: Through Job Family Groups (parent-child hierarchy). Example:
Job Family Group: "IT"
Job Family: "Software Engineering"
Job Profile: "Senior Developer"
9. Best Practices for Job Profiles?
Standardize naming (e.g., "JP_[Department]_[Role]").
Job Family: "Software Engineering"
Job Profile: "Senior Developer"
9. Best Practices for Job Profiles?
Standardize naming (e.g., "JP_[Department]_[Role]").
Link to comp grades for pay consistency.
Use job families for reporting/analytics.
Key Takeaways
Use job families for reporting/analytics.
Key Takeaways
Exempt/Non-Exempt: Determines overtime eligibility.
Job Profiles: 1:1 with positions, require thoughtful setup.
Comp Grades: Critical for fair pay structures.
Job Profiles: 1:1 with positions, require thoughtful setup.
Comp Grades: Critical for fair pay structures.
Staffing Models in Workday: Simplified Q & A
Staffing Models in Workday: Simplified Q&A
1. Can I change the staffing model if active employees or open positions exist?
No. Staffing models cannot be changed once workers are assigned or positions are open.
2. How to change staffing models for multiple orgs? What’s the limit?
Use the "Change Staffing Model" business process. Maximum of 100 orgs can be updated at once.
3. Types of staffing models?
Position Management: Fixed roles (e.g., "HR Director").
Job Management: Flexible roles (e.g., "Project Consultant").
4. Key differences: Position vs. Job Management?
Position Management requires predefined positions (1 worker per role). Job Management allows hiring without positions (flexible headcount).
5. Can I create a position before a supervisory org exists?
No. The supervisory org must be created first.
6. Attributes defined at position level?
Includes job title, compensation grade, location, FTE status, and job profile.
7. Difference: Edit Position vs. Edit Position Restrictions?
Edit Position modifies role details. Edit Position Restrictions controls who can make those edits (security settings).
8. What happens to a job if an employee leaves (Job Management)?
The job remains intact and can be filled by another hire.
9. Can two employees share one position?
No (unless configured for shared positions, which is rare).
10 & 11. Business processes for Position Management?
Includes creating/editing positions, freezing/closing roles, and changing org assignments.
12. Can I delete a position?
No. Positions can only be closed or inactivated.
1. Can I change the staffing model if active employees or open positions exist?
No. Staffing models cannot be changed once workers are assigned or positions are open.
2. How to change staffing models for multiple orgs? What’s the limit?
Use the "Change Staffing Model" business process. Maximum of 100 orgs can be updated at once.
3. Types of staffing models?
Position Management: Fixed roles (e.g., "HR Director").
Job Management: Flexible roles (e.g., "Project Consultant").
4. Key differences: Position vs. Job Management?
Position Management requires predefined positions (1 worker per role). Job Management allows hiring without positions (flexible headcount).
5. Can I create a position before a supervisory org exists?
No. The supervisory org must be created first.
6. Attributes defined at position level?
Includes job title, compensation grade, location, FTE status, and job profile.
7. Difference: Edit Position vs. Edit Position Restrictions?
Edit Position modifies role details. Edit Position Restrictions controls who can make those edits (security settings).
8. What happens to a job if an employee leaves (Job Management)?
The job remains intact and can be filled by another hire.
9. Can two employees share one position?
No (unless configured for shared positions, which is rare).
10 & 11. Business processes for Position Management?
Includes creating/editing positions, freezing/closing roles, and changing org assignments.
12. Can I delete a position?
No. Positions can only be closed or inactivated.
13. Difference: Freeze vs. Close Position?
Freeze temporarily pauses hiring. Close permanently removes the role (must reopen to reuse).
14. Can I close a job in Job Management?
Yes. Jobs can be closed to prevent new hires.
15. Example scenario for Job Management?
A consulting firm hires 5 "Business Analysts" under one job profile, with varying start dates and locations.
16. Can I hire without creating a position (Job Management)?
Yes. Job Management allows direct hiring into roles.
17. Difference: Availability Date vs. Earliest Hire Date?
Availability Date is set by HR/candidate. Earliest Hire Date is system-calculated (e.g., post-approvals).
18. Can I override/backdate Availability Date?
Yes, but requires admin access and audit trails.
Key Takeaways:
Position Management: Structured, 1:1 worker-to-role.
Job Management: Agile, no fixed positions.
Changes to staffing models require empty orgs.
Freeze temporarily pauses hiring. Close permanently removes the role (must reopen to reuse).
14. Can I close a job in Job Management?
Yes. Jobs can be closed to prevent new hires.
15. Example scenario for Job Management?
A consulting firm hires 5 "Business Analysts" under one job profile, with varying start dates and locations.
16. Can I hire without creating a position (Job Management)?
Yes. Job Management allows direct hiring into roles.
17. Difference: Availability Date vs. Earliest Hire Date?
Availability Date is set by HR/candidate. Earliest Hire Date is system-calculated (e.g., post-approvals).
18. Can I override/backdate Availability Date?
Yes, but requires admin access and audit trails.
Key Takeaways:
Position Management: Structured, 1:1 worker-to-role.
Job Management: Agile, no fixed positions.
Changes to staffing models require empty orgs.
Workday Organizational Questions & Answers
Workday Organizational Questions & Answers
1. What are all organization types in Workday?
Answer:
Supervisory Organizations (for managing workers/positions)
Cost Centers (for financial tracking)
Matrix Organizations (for dotted-line reporting)
Companies (legal entities)
Custom Organizations (e.g., regions, divisions)
2. Can I create a position in a Cost Center?
Answer:
❌ No – Positions can only be created in Supervisory Organizations. Cost Centers are for budgeting, not staffing.
3. Can I hire an employee in a Matrix organization?
Answer:
❌ No – Employees must be hired into a Supervisory Organization. Matrix orgs only provide secondary reporting lines.
4. Why don’t Matrix Org and Pay Group require a reorganization event?
Answer:
Matrix Orgs: Define secondary relationships (no impact on primary hierarchy).
Pay Groups: Linked to payroll processing, not org structure.
5. What attributes are inherited from a superior Supervisory Organization?
Answer:
Staffing Model (e.g., position management)
Default Time Off Policies
Workers’ Compensation Codes
Security permissions (if enabled)
6. What is the difference between Code and Integration ID?
Answer:
Code: Human-readable identifier (e.g., "HR_DEPT").
Integration ID: System-generated unique ID (e.g., "A1B2C3"), used for integrations.
7. Can I override the Integration ID for any organizations?
Answer:
❌ No – Integration IDs are system-assigned and cannot be changed.
8. What is the prerequisite to create a Supervisory Organization?
Answer:
A Company must exist first (assigned as the top-level parent).
9. What data is needed to create a Supervisory Organization hierarchy?
Answer:
Company (top-level anchor)
Parent-Child Relationships (org structure)
Staffing Model (e.g., position-based)
Security Groups (for visibility/access)
10. What visibility options exist for organizations?
Answer:
Public: Visible to all employees.
Restricted: Visible to specific roles/groups.
Private: Visible only to HR/admins.
Key Takeaways
-Supervisory Orgs = Hiring, positions, and reporting lines.
-Cost Centers = Budgets and financial tracking (no staffing).
-Matrix Orgs = Secondary reporting (no reorganization needed).
-Integration IDs are permanent; Codes are editable.
1. What are all organization types in Workday?
Answer:
Supervisory Organizations (for managing workers/positions)
Cost Centers (for financial tracking)
Matrix Organizations (for dotted-line reporting)
Companies (legal entities)
Custom Organizations (e.g., regions, divisions)
2. Can I create a position in a Cost Center?
Answer:
❌ No – Positions can only be created in Supervisory Organizations. Cost Centers are for budgeting, not staffing.
3. Can I hire an employee in a Matrix organization?
Answer:
❌ No – Employees must be hired into a Supervisory Organization. Matrix orgs only provide secondary reporting lines.
4. Why don’t Matrix Org and Pay Group require a reorganization event?
Answer:
Matrix Orgs: Define secondary relationships (no impact on primary hierarchy).
Pay Groups: Linked to payroll processing, not org structure.
5. What attributes are inherited from a superior Supervisory Organization?
Answer:
Staffing Model (e.g., position management)
Default Time Off Policies
Workers’ Compensation Codes
Security permissions (if enabled)
6. What is the difference between Code and Integration ID?
Answer:
Code: Human-readable identifier (e.g., "HR_DEPT").
Integration ID: System-generated unique ID (e.g., "A1B2C3"), used for integrations.
7. Can I override the Integration ID for any organizations?
Answer:
❌ No – Integration IDs are system-assigned and cannot be changed.
8. What is the prerequisite to create a Supervisory Organization?
Answer:
A Company must exist first (assigned as the top-level parent).
9. What data is needed to create a Supervisory Organization hierarchy?
Answer:
Company (top-level anchor)
Parent-Child Relationships (org structure)
Staffing Model (e.g., position-based)
Security Groups (for visibility/access)
10. What visibility options exist for organizations?
Answer:
Public: Visible to all employees.
Restricted: Visible to specific roles/groups.
Private: Visible only to HR/admins.
Key Takeaways
-Supervisory Orgs = Hiring, positions, and reporting lines.
-Cost Centers = Budgets and financial tracking (no staffing).
-Matrix Orgs = Secondary reporting (no reorganization needed).
-Integration IDs are permanent; Codes are editable.
Types of Compensation in Workday (Core and Advanced) ?
Types of Compensation in Workday (Core and Advanced) ?
Q: What are the two types of compensation in Workday, specifically Core Compensation and Advanced Compensation?
Q: What are the two types of compensation in Workday, specifically Core Compensation and Advanced Compensation?
A:
1. Core Compensation: Covers foundational pay elements like Salary (fixed annual pay), Hourly (pay per hour), and Allowances (e.g., car allowance). It’s the primary compensation assigned to all workers.
2. Advanced Compensation: Includes performance-based or variable pay like Bonus (e.g., annual bonus), Merit (pay increase for performance), Commission (sales-based), Stock (e.g., RSUs), and One-Time Payments (e.g., signing bonus). Used for more complex compensation scenarios.
Q: How are Core and Advanced Compensation managed in Workday?
A:
1. Core Compensation: Covers foundational pay elements like Salary (fixed annual pay), Hourly (pay per hour), and Allowances (e.g., car allowance). It’s the primary compensation assigned to all workers.
2. Advanced Compensation: Includes performance-based or variable pay like Bonus (e.g., annual bonus), Merit (pay increase for performance), Commission (sales-based), Stock (e.g., RSUs), and One-Time Payments (e.g., signing bonus). Used for more complex compensation scenarios.
Q: How are Core and Advanced Compensation managed in Workday?
A:
Core Compensation: Configured via basic Compensation Plans (e.g., Salary Plan, Hourly Plan). Assigned during hiring or job changes using "Propose Compensation" in Business Processes (BPs).
Advanced Compensation: Managed through Advanced Compensation Plans (e.g., Bonus Plan, Merit Plan). Distributed via Compensation Review Processes (e.g., annual merit cycles) or ad-hoc requests (e.g., one-time payments).
Advanced Compensation: Managed through Advanced Compensation Plans (e.g., Bonus Plan, Merit Plan). Distributed via Compensation Review Processes (e.g., annual merit cycles) or ad-hoc requests (e.g., one-time payments).
Workday Short Questions & Answers?
Workday Short Questions & Answers?
Q1: Can organization roles be inherited down to subordinate organizations?
Q1: Can organization roles be inherited down to subordinate organizations?
A: Yes, roles like "Manager" or "HR Partner" can be inherited by subordinate organizations in Workday, based on the organization hierarchy (e.g., Supervisory Org). Set this in the role’s configuration.
Q2: What are the visibility options available?
A: Visibility options include:
Everyone: All users can see the org.
Self: Only members of the org.
Custom: Specific security groups (e.g., HR only).
Set via "Maintain Organization Visibility" task.
Q2: What are the visibility options available?
A: Visibility options include:
Everyone: All users can see the org.
Self: Only members of the org.
Custom: Specific security groups (e.g., HR only).
Set via "Maintain Organization Visibility" task.
Q3: What are the mandatory events to create a Sup Org?
A: Mandatory events:
Define Organization Name.
Assign a Manager (for Supervisory Org).
Set Organization Type (e.g., Supervisory).
Done via "Create Supervisory Organization" task.
A: Mandatory events:
Define Organization Name.
Assign a Manager (for Supervisory Org).
Set Organization Type (e.g., Supervisory).
Done via "Create Supervisory Organization" task.
Q4: What is the prefix for searching an organization?
A: Use "org" as the prefix (e.g., "org Sales Team") in the Workday search bar to quickly find organizations.
Q5: What are all the tasks we can perform while reorganizing?
A: Tasks during reorganization:
A: Use "org" as the prefix (e.g., "org Sales Team") in the Workday search bar to quickly find organizations.
Q5: What are all the tasks we can perform while reorganizing?
A: Tasks during reorganization:
Move workers to new orgs.
Reassign roles (e.g., Manager).
Update cost centers.
Inactivate old orgs.
Create new subordinate orgs.
Use "Reorganization" task or "Move Workers" BP.
Q6: How to inactivate a Supervisory Organization?
A: Use "Inactivate Organization" task:
Reassign roles (e.g., Manager).
Update cost centers.
Inactivate old orgs.
Create new subordinate orgs.
Use "Reorganization" task or "Move Workers" BP.
Q6: How to inactivate a Supervisory Organization?
A: Use "Inactivate Organization" task:
Search for the org.
Select "Inactivate" action.
Specify effective date.
Reassign workers/roles if needed.
Select "Inactivate" action.
Specify effective date.
Reassign workers/roles if needed.
Q7: While creating an organization, which organization does not require a reorganization event?
A: Company Organization does not require a reorganization event, as it’s a top-level org created during tenant setup (e.g., via "Create Company" task).
Q8: Can a Company be changed once it is defaulted?
A: No, the default Company cannot be changed after tenant setup. You’d need to create a new Company and migrate data (via EIB or manual updates).
Q9: What type of organization, Business Process is associated with?
A: Supervisory Organizations are associated with Business Processes (e.g., hiring, termination BPs) to route approvals based on the org hierarchy.
Q10: Can the Staffing Model be inherited to Subordinates?
A: Yes, Staffing Models (e.g., Position Management, Job Management) can be inherited by subordinate Supervisory Orgs. Set at the parent org level.
Q11: Does Workday provide the ability to create Custom Organizations to meet your unique business needs?
A: Yes, Workday allows Custom Organizations (via "Create Custom Organization" task) to define org ypes tailored to business needs (e.g., Project Teams).
Q12: Can we hire a worker into a Cost Center Organization?
A: No, you cannot directly hire into a Cost Center Org. Workers are hired into Supervisory Orgs, and their cost centers are assigned via the worker’s position.
Q13: Can an applicant be present in the system before creating the supervisory organization?
A: Yes, an applicant can exist in Workday (via Recruiting module) before a Supervisory Org is created. Applicants are tracked independently in the "Candidate" object, not tied to a Sup Org until hired.
Q14: Can you create a position before creating a supervisory organization?
A: No, you cannot create a position before a Supervisory Org exists. Positions are tied to a Sup Org in Workday’s Position Management model, so the org must be created first.
Q15: At what position can you not change the staffing model?
A: You cannot change the staffing model at the top-level Supervisory Org after it’s set (e.g., Position Management or Job Management). Changing it requires creating a new org and migrating workers.
Q16: Can the Staffing Model be inherited to subordinates?
A: Yes, the Staffing Model (e.g., Position Management) is inherited by subordinate Supervisory Orgs. It’s defined at the parent org level and cascades down.
Q17: What criteria are used for hiring restrictions?
A: Hiring restrictions in Workday are based on:
Position Availability: Open positions in the Sup Org (Position Management).
Eligibility Rules: Worker type, location, or job profile requirements.
Budget Constraints: If tied to financial approvals.
Security Policies: Role-based access to initiate hiring BPs.
Q18: What tasks would you use to edit the restrictions and worker information?
A:
Edit Restrictions: Use "Edit Position Restrictions" task to modify hiring criteria (e.g., job profile, location).
Edit Worker Info: Use "Change Job" or "Edit Worker" tasks to update worker details (e.g., name, contact info).
A: Company Organization does not require a reorganization event, as it’s a top-level org created during tenant setup (e.g., via "Create Company" task).
Q8: Can a Company be changed once it is defaulted?
A: No, the default Company cannot be changed after tenant setup. You’d need to create a new Company and migrate data (via EIB or manual updates).
Q9: What type of organization, Business Process is associated with?
A: Supervisory Organizations are associated with Business Processes (e.g., hiring, termination BPs) to route approvals based on the org hierarchy.
Q10: Can the Staffing Model be inherited to Subordinates?
A: Yes, Staffing Models (e.g., Position Management, Job Management) can be inherited by subordinate Supervisory Orgs. Set at the parent org level.
Q11: Does Workday provide the ability to create Custom Organizations to meet your unique business needs?
A: Yes, Workday allows Custom Organizations (via "Create Custom Organization" task) to define org ypes tailored to business needs (e.g., Project Teams).
Q12: Can we hire a worker into a Cost Center Organization?
A: No, you cannot directly hire into a Cost Center Org. Workers are hired into Supervisory Orgs, and their cost centers are assigned via the worker’s position.
Q13: Can an applicant be present in the system before creating the supervisory organization?
A: Yes, an applicant can exist in Workday (via Recruiting module) before a Supervisory Org is created. Applicants are tracked independently in the "Candidate" object, not tied to a Sup Org until hired.
Q14: Can you create a position before creating a supervisory organization?
A: No, you cannot create a position before a Supervisory Org exists. Positions are tied to a Sup Org in Workday’s Position Management model, so the org must be created first.
Q15: At what position can you not change the staffing model?
A: You cannot change the staffing model at the top-level Supervisory Org after it’s set (e.g., Position Management or Job Management). Changing it requires creating a new org and migrating workers.
Q16: Can the Staffing Model be inherited to subordinates?
A: Yes, the Staffing Model (e.g., Position Management) is inherited by subordinate Supervisory Orgs. It’s defined at the parent org level and cascades down.
Q17: What criteria are used for hiring restrictions?
A: Hiring restrictions in Workday are based on:
Position Availability: Open positions in the Sup Org (Position Management).
Eligibility Rules: Worker type, location, or job profile requirements.
Budget Constraints: If tied to financial approvals.
Security Policies: Role-based access to initiate hiring BPs.
Q18: What tasks would you use to edit the restrictions and worker information?
A:
Edit Restrictions: Use "Edit Position Restrictions" task to modify hiring criteria (e.g., job profile, location).
Edit Worker Info: Use "Change Job" or "Edit Worker" tasks to update worker details (e.g., name, contact info).
Q19: Worker has two types of records in Workday system, what are they?
A:
Employee Record: For active workers (post-hire).
Contingent Worker Record: For contractors or non-employees.
Both are stored as "Worker" objects but differ in type.
A:
Employee Record: For active workers (post-hire).
Contingent Worker Record: For contractors or non-employees.
Both are stored as "Worker" objects but differ in type.
Q20: How can you remove a position in Workday?
A: Use "Close Position" task:
Search for the position.
Select "Close Position" action.
Specify effective date.
Ensure no worker is assigned (move or terminate first).
A: Use "Close Position" task:
Search for the position.
Select "Close Position" action.
Specify effective date.
Ensure no worker is assigned (move or terminate first).
Q21: What is the relationship between Job Profile and Position?
A: A Job Profile defines the role’s generic attributes (e.g., title, skills). A Position is a specific instance of a Job Profile within a Supervisory Org, tied to a worker or left open.
Q22: When a worker is moved from one organization to another, can the staffing model be different in each organization?
A: No, the staffing model (e.g., Position Management) must be the same across the organizations involved in the move, as Workday enforces consistency within a tenant.
Q23: Which staffing model applies hiring restrictions to the entire Supervisory Organization? Explain with steps involved there.
A: Position Management applies hiring restrictions to the entire Sup Org. Steps:
Define restrictions in "Create Position Restrictions" (e.g., job profile, location).
Assign restrictions to the position in the Sup Org.
Restrictions cascade to all positions in the org, enforced during hiring BPs.
A: A Job Profile defines the role’s generic attributes (e.g., title, skills). A Position is a specific instance of a Job Profile within a Supervisory Org, tied to a worker or left open.
Q22: When a worker is moved from one organization to another, can the staffing model be different in each organization?
A: No, the staffing model (e.g., Position Management) must be the same across the organizations involved in the move, as Workday enforces consistency within a tenant.
Q23: Which staffing model applies hiring restrictions to the entire Supervisory Organization? Explain with steps involved there.
A: Position Management applies hiring restrictions to the entire Sup Org. Steps:
Define restrictions in "Create Position Restrictions" (e.g., job profile, location).
Assign restrictions to the position in the Sup Org.
Restrictions cascade to all positions in the org, enforced during hiring BPs.
Q24: In Position Management, a position still exists in the old organization when a worker together with his/her current position has been moved to a new organization.
A: Yes, in Position Management, the original position remains in the old org as a "closed" position. A new position is created in the new org for the worker during the "Move Worker" BP.
Q25: Changing the staffing model of a parent organization does not automatically change the staffing model of the subordinate organizations; you must change the staffing model of the subordinate organization manually.
A: Correct. In Workday, the staffing model (e.g., Position Management, Job Management) is inherited at creation, but changing the parent’s model doesn’t automatically update subordinates. You must manually update each subordinate org using the "Edit Organization" task.
Q26: Which Staffing Model is useful for organizations which prefer very broad requirements?
A: Job Management is useful for organizations with broad requirements. It focuses on job profiles without position-level restrictions, allowing more flexibility in hiring and worker assignment compared to Position Management.
Q27: How to edit the Staffing Model for a Supervisory Organization?
Q25: Changing the staffing model of a parent organization does not automatically change the staffing model of the subordinate organizations; you must change the staffing model of the subordinate organization manually.
A: Correct. In Workday, the staffing model (e.g., Position Management, Job Management) is inherited at creation, but changing the parent’s model doesn’t automatically update subordinates. You must manually update each subordinate org using the "Edit Organization" task.
Q26: Which Staffing Model is useful for organizations which prefer very broad requirements?
A: Job Management is useful for organizations with broad requirements. It focuses on job profiles without position-level restrictions, allowing more flexibility in hiring and worker assignment compared to Position Management.
Q27: How to edit the Staffing Model for a Supervisory Organization?
A: You cannot directly edit the staffing model after the org is created. Instead:
Create a new Supervisory Org with the desired model (e.g., Job Management).
Move workers to the new org via "Move Workers" BP.
Inactivate the old org using "Inactivate Organization" task.
Create a new Supervisory Org with the desired model (e.g., Job Management).
Move workers to the new org via "Move Workers" BP.
Inactivate the old org using "Inactivate Organization" task.
Q28: If you turn on the No Job Restriction check box, a hiring restriction is not required.
A: Yes, enabling the "No Job Restriction" checkbox (in Position Management) removes the need for hiring restrictions on a position, allowing any job profile to be assigned without constraints.
Q29: In which Staffing Model can the history of the position be tracked?
A: Position Management tracks position history. Each position has a unique ID, and changes (e.g., worker assignment, closure) are logged in the position’s history, viewable via "View Position History" task.
A: Yes, enabling the "No Job Restriction" checkbox (in Position Management) removes the need for hiring restrictions on a position, allowing any job profile to be assigned without constraints.
Q29: In which Staffing Model can the history of the position be tracked?
A: Position Management tracks position history. Each position has a unique ID, and changes (e.g., worker assignment, closure) are logged in the position’s history, viewable via "View Position History" task.
How you will get data from tenant to studio in Workday?
How you will get data from tenant to studio in Workday?
Here’s a step-by-step guide to transfer data from Workday Tenant to Workday Studio:
Method 1: Using Workday Web Services (SOAP/REST API)
Steps:
Identify the Required API
Check Workday’s Web Services Directory (e.g., Get_Workers, Get_Custom_Report_Data).
Use Report-As-A-Service (RaaS) for custom datasets.
Set Up Security
Create an Integration System User (ISU) in Workday.
Assign proper security groups (e.g., Integration - SOAP API Access).
Get API Details
Obtain the WSDL (for SOAP) or Endpoint URL (for REST).
Note authentication method (OAuth 2.0 or Basic Auth).
Configure Workday Studio
Open Workday Studio and create a new Integration Project.
Use "Web Service Consumer" connector.
Enter the API endpoint URL and authentication details.
Call the API & Fetch Data
Send a request (e.g., SOAP envelope for Get_Workers).
Capture the XML/JSON response in Studio.
Transform & Process Data
Use XSLT or Groovy scripts for data mapping.
Store data in a file/database or send to another system.
Test & Deploy
Run in Sandbox Tenant first.
Schedule the integration (if recurring).
Method 2: Using Report-as-a-Service (RaaS)
Steps:
Create a Workday Report
Go to Report Writer and design a report with required fields.
Publish as RaaS
Click "Enable as Web Service" (RaaS).
Note the RaaS URL (e.g., .../Report_ServiceName).
Call RaaS from Studio
Use HTTP Connector in Studio.
Pass ISU credentials in headers.
Set Accept: application/json (or XML).
Process Data
Parse JSON/XML response.
Transform data if needed.
Method 3: Using EIB (Enterprise Interface Builder)
Steps:
Create an EIB in Workday
Go to "Create EIB" under Integrations.
Select "Custom Report" as the data source.
Generate & Export Data
Run the EIB manually or schedule it.
Output format: CSV/XML.
Transfer File to Studio
Save to SFTP/Shared Drive.
Use File Inbound Connector in Studio to read.
Process in Studio
Parse CSV/XML.
Apply business logic.
Key Tips
✔ Always test in Sandbox first.
✔ Log errors & set up alerts.
✔ Use Workday Studio’s debugging tools.
Here’s a step-by-step guide to transfer data from Workday Tenant to Workday Studio:
Method 1: Using Workday Web Services (SOAP/REST API)
Steps:
Identify the Required API
Check Workday’s Web Services Directory (e.g., Get_Workers, Get_Custom_Report_Data).
Use Report-As-A-Service (RaaS) for custom datasets.
Set Up Security
Create an Integration System User (ISU) in Workday.
Assign proper security groups (e.g., Integration - SOAP API Access).
Get API Details
Obtain the WSDL (for SOAP) or Endpoint URL (for REST).
Note authentication method (OAuth 2.0 or Basic Auth).
Configure Workday Studio
Open Workday Studio and create a new Integration Project.
Use "Web Service Consumer" connector.
Enter the API endpoint URL and authentication details.
Call the API & Fetch Data
Send a request (e.g., SOAP envelope for Get_Workers).
Capture the XML/JSON response in Studio.
Transform & Process Data
Use XSLT or Groovy scripts for data mapping.
Store data in a file/database or send to another system.
Test & Deploy
Run in Sandbox Tenant first.
Schedule the integration (if recurring).
Method 2: Using Report-as-a-Service (RaaS)
Steps:
Create a Workday Report
Go to Report Writer and design a report with required fields.
Publish as RaaS
Click "Enable as Web Service" (RaaS).
Note the RaaS URL (e.g., .../Report_ServiceName).
Call RaaS from Studio
Use HTTP Connector in Studio.
Pass ISU credentials in headers.
Set Accept: application/json (or XML).
Process Data
Parse JSON/XML response.
Transform data if needed.
Method 3: Using EIB (Enterprise Interface Builder)
Steps:
Create an EIB in Workday
Go to "Create EIB" under Integrations.
Select "Custom Report" as the data source.
Generate & Export Data
Run the EIB manually or schedule it.
Output format: CSV/XML.
Transfer File to Studio
Save to SFTP/Shared Drive.
Use File Inbound Connector in Studio to read.
Process in Studio
Parse CSV/XML.
Apply business logic.
Key Tips
✔ Always test in Sandbox first.
✔ Log errors & set up alerts.
✔ Use Workday Studio’s debugging tools.
How will you transfer data from Tenant to Studio in Workday?
How will you transfer data from Tenant to Studio in Workday?
There are several methods to transfer data from your Workday tenant to Workday Studio, depending on what type of data you need to transfer and how you plan to use it:
Methods to Transfer Data:
1. Using Web Services (SOAP/REST APIs)
Identify the required Workday web service (e.g., Get_Workers, Get_Organizations).
Configure an Integration System User (ISU) with proper security permissions.
Generate or obtain the WSDL for the web service.
In Workday Studio, create a new integration project.
Use the Web Service Consumer connector to call the Workday API.
Authenticate using OAuth 2.0 or Basic Auth.
Map and transform the response data as needed.
Deploy and test the integration.
2. Using Report-as-a-Service (RaaS)
Create a custom Workday report with the required data fields.
Publish the report as a RaaS (Report-as-a-Service).
Note the RaaS URL (e.g., https://wd2-impl-services1.workday.com/ccx/service/tenant/Report_ServiceName).
In Workday Studio, use an HTTP connector to call the RaaS URL.
Pass authentication headers (ISU credentials).
Retrieve data in XML/JSON format.
Process and transform the data as needed.
3. Using Enterprise Interface Builder (EIB)
Create an EIB in Workday (Integration > Create EIB).
Select the appropriate data source (e.g., Worker, Custom Report).
Configure the output format (CSV, XML, etc.).
Schedule or manually run the EIB to generate the file.
Store the file in a location accessible to Studio (SFTP, shared drive, etc.).
In Studio, use a File connector to read the EIB output.
Process the data further if required.
4. Using File-Based Transfer (Manual Extract & Import)
Run a Workday report and export it as CSV/Excel.
Upload the file to a shared drive, SFTP, or cloud storage.
In Studio, configure a File Inbound connector to read the file.
Parse and transform the data as needed.
Validate and process the data before sending it to the target system.
General Steps for All Methods:
Define Data Requirements – Identify fields, frequency, and volume.
Choose the Right Method – Based on real-time needs, data size, and security.
Set Up Security – Ensure ISU has correct domain & business process permissions.
Develop & Test in Sandbox – Validate before moving to production.
Schedule or Trigger – Decide if the transfer is manual, scheduled, or event-based.
Monitor & Maintain – Set up alerts for failures and log data transfers.
There are several methods to transfer data from your Workday tenant to Workday Studio, depending on what type of data you need to transfer and how you plan to use it:
Methods to Transfer Data:
1. Using Web Services (SOAP/REST APIs)
Identify the required Workday web service (e.g., Get_Workers, Get_Organizations).
Configure an Integration System User (ISU) with proper security permissions.
Generate or obtain the WSDL for the web service.
In Workday Studio, create a new integration project.
Use the Web Service Consumer connector to call the Workday API.
Authenticate using OAuth 2.0 or Basic Auth.
Map and transform the response data as needed.
Deploy and test the integration.
2. Using Report-as-a-Service (RaaS)
Create a custom Workday report with the required data fields.
Publish the report as a RaaS (Report-as-a-Service).
Note the RaaS URL (e.g., https://wd2-impl-services1.workday.com/ccx/service/tenant/Report_ServiceName).
In Workday Studio, use an HTTP connector to call the RaaS URL.
Pass authentication headers (ISU credentials).
Retrieve data in XML/JSON format.
Process and transform the data as needed.
3. Using Enterprise Interface Builder (EIB)
Create an EIB in Workday (Integration > Create EIB).
Select the appropriate data source (e.g., Worker, Custom Report).
Configure the output format (CSV, XML, etc.).
Schedule or manually run the EIB to generate the file.
Store the file in a location accessible to Studio (SFTP, shared drive, etc.).
In Studio, use a File connector to read the EIB output.
Process the data further if required.
4. Using File-Based Transfer (Manual Extract & Import)
Run a Workday report and export it as CSV/Excel.
Upload the file to a shared drive, SFTP, or cloud storage.
In Studio, configure a File Inbound connector to read the file.
Parse and transform the data as needed.
Validate and process the data before sending it to the target system.
General Steps for All Methods:
Define Data Requirements – Identify fields, frequency, and volume.
Choose the Right Method – Based on real-time needs, data size, and security.
Set Up Security – Ensure ISU has correct domain & business process permissions.
Develop & Test in Sandbox – Validate before moving to production.
Schedule or Trigger – Decide if the transfer is manual, scheduled, or event-based.
Monitor & Maintain – Set up alerts for failures and log data transfers.
Friday, 4 April 2025
What is the difference between iLoad, EIB, and Studio in Workday?
What is the difference between iLoad, EIB, and Studio in Workday?
A:
iLoad: Spreadsheet-based template for data extraction and loading into Workday. Each implementation task (e.g., loading workers) has a specific iLoad template.
EIB (Enterprise Interface Builder): Tool to build integrations with three steps: Get (fetch data), Transform (e.g., via XSLT), Deliver (e.g., to external system). Best for simple integrations.
Studio: Advanced tool for complex integrations. Used when handling multiple data sources or needing validation during inbound/outbound interfaces. Built in Workday Studio IDE.
A:
iLoad: Spreadsheet-based template for data extraction and loading into Workday. Each implementation task (e.g., loading workers) has a specific iLoad template.
EIB (Enterprise Interface Builder): Tool to build integrations with three steps: Get (fetch data), Transform (e.g., via XSLT), Deliver (e.g., to external system). Best for simple integrations.
Studio: Advanced tool for complex integrations. Used when handling multiple data sources or needing validation during inbound/outbound interfaces. Built in Workday Studio IDE.
Q: How does the content describe iLoad, EIB, and Studio?
A:
iLoad: Described as a spreadsheet template for extracting/loading data, tied to specific Workday tasks.
EIB: Highlighted as a tool for building integrations with Get, Transform, Deliver steps.
Studio: Noted for complex integrations involving multiple data sources or validation needs.
A:
iLoad: Described as a spreadsheet template for extracting/loading data, tied to specific Workday tasks.
EIB: Highlighted as a tool for building integrations with Get, Transform, Deliver steps.
Studio: Noted for complex integrations involving multiple data sources or validation needs.
Creating Organizations in Workday
Creating Organizations in Workday
Q: Is there any other way to create an organization manually without using loads?
A: Yes, there are two main ways to create an organization manually in Workday:
UI Method: Log into the Workday tenant, use the "Create Organization" task, select type (e.g., Supervisory, Cost Center), define details (name, manager), and save.
Web Services: Use Workday Web Services (WWS) API, specifically the "Create_Organization" operation, to programmatically create an organization via SOAP/REST.
A: Yes, there are two main ways to create an organization manually in Workday:
UI Method: Log into the Workday tenant, use the "Create Organization" task, select type (e.g., Supervisory, Cost Center), define details (name, manager), and save.
Web Services: Use Workday Web Services (WWS) API, specifically the "Create_Organization" operation, to programmatically create an organization via SOAP/REST.
Q: How does the provided content describe creating an organization?
A: The content states you can create an organization after logging into the tenant (via the UI) or by using web services (WWS API) to create it programmatically.
A: The content states you can create an organization after logging into the tenant (via the UI) or by using web services (WWS API) to create it programmatically.
Time-Off Module in Workday
Time-Off Module in Workday
Q: Have you worked on the Time-Off module in Workday?
A: Yes, I’m familiar with the Time-Off module in Workday.
Q: What are the components required in the Time-Off module?
Q: Have you worked on the Time-Off module in Workday?
A: Yes, I’m familiar with the Time-Off module in Workday.
Q: What are the components required in the Time-Off module?
A: Key components of the Workday Time-Off module include:
-Time-Off Types: Define types (e.g., Vacation, Sick). Set units (hours/days), requestable flag.
-Time-Off Plans: Configure accrual rules (e.g., 1 day/month), caps, carryover limits. Link to eligibility.
-Eligibility Rules: Conditions for plan assignment (e.g., employee type = Full-Time).
-Business Processes (BPs): Workflow for requests/approvals (e.g., employee submits, manager approves).
-Balances: Tracks available/used time-off per employee, updated real-time.
-Data Sources: Sources like "Approved Time Off by Date" for integrations/reporting.
-Integrations: Tools like EIB or WWS API to sync time-off data with external systems.
Q: How have you used the Time-Off module, as per the content?
A: I’ve created integrations using the "Approved Time Off by Date" data source to extract time-off details for employees, enabling reporting or syncing with external systems.
-Time-Off Types: Define types (e.g., Vacation, Sick). Set units (hours/days), requestable flag.
-Time-Off Plans: Configure accrual rules (e.g., 1 day/month), caps, carryover limits. Link to eligibility.
-Eligibility Rules: Conditions for plan assignment (e.g., employee type = Full-Time).
-Business Processes (BPs): Workflow for requests/approvals (e.g., employee submits, manager approves).
-Balances: Tracks available/used time-off per employee, updated real-time.
-Data Sources: Sources like "Approved Time Off by Date" for integrations/reporting.
-Integrations: Tools like EIB or WWS API to sync time-off data with external systems.
Q: How have you used the Time-Off module, as per the content?
A: I’ve created integrations using the "Approved Time Off by Date" data source to extract time-off details for employees, enabling reporting or syncing with external systems.
Leave & Absence Management
Leave & Absence Management
General
Q: What is Workday Absence and Leave Management?
A: Module in Workday HCM to track time off (e.g., vacation, sick leave), manage requests, balances, and ensure policy compliance.
Q: What are the key features of Workday Absence and Leave Management?
A: Real-time tracking, configurable absence types, automated accruals, self-service requests, manager approvals, compliance tools, absence reporting.
Configuration and Setup
Q: How do you configure leave plans in Workday?
A: Create Leave Type → Define Leave Plan in "Create Leave of Absence Plan" → Set accruals (e.g., 2 days/month) → Link eligibility → Assign to employees.
Q: What steps are involved in setting up absence types?
A: "Maintain Absence Types" → Define type (e.g., Sick) → Set units (days/hours), requestable flag → Link to plans/policies.
Q: How do you define eligibility rules for leave in Workday?
A: "Create Eligibility Rule" → Add conditions (e.g., tenure > 1 year) → Apply to leave plan → Test on sample workers.
Integration and Data Management
Q: How does Workday handle integration with other HR systems for leave data?
A: Uses WWS API (SOAP/REST) for real-time sync, EIB for bulk data, and pre-built connectors (e.g., ADP).
Q: What are the data sources for Workday Absence and Leave Management, and how do you ensure data accuracy?
A: Sources: Employee profiles, time tracking, integrations. Accuracy: Validate imports (EIB logs), audit reports (e.g., "Absence Balance Audit").
Q: How do you import and export leave data in Workday?
A: Import: EIB with Workday XML template, map fields, launch. Export: Run report (e.g., "Leave Balances"), output Simple XML/CSV, or use API.
Security and Access Control
Q: How is security managed in Workday Absence and Leave Management?
A: Role-based security groups, domain policies (e.g., "Absence Data"), and BP security control access.
Q: What roles and permissions are typically assigned for leave management tasks?
A: Employee: View/request leave. Manager: Approve, view team data. HR Admin: Configure plans, edit balances.
Q: How do you handle access control for sensitive leave information?
A: Use constrained groups (e.g., "HR Sensitive Access"), limit domains, audit via "View Security for Securable Item."
Employee Self-Service and Managerial Approvals
Q: What self-service capabilities does Workday provide for absences and leaves?
A: "Request Absence" to submit, "My Absences" to view balances/history, status tracking.
Q: How does the manager approval process work for leave requests in Workday?
A: Employee submits → BP routes to manager’s "Inbox" → Manager approves → Employee notified.
Q: What workflow customization options are available for leave approvals?
General
Q: What is Workday Absence and Leave Management?
A: Module in Workday HCM to track time off (e.g., vacation, sick leave), manage requests, balances, and ensure policy compliance.
Q: What are the key features of Workday Absence and Leave Management?
A: Real-time tracking, configurable absence types, automated accruals, self-service requests, manager approvals, compliance tools, absence reporting.
Configuration and Setup
Q: How do you configure leave plans in Workday?
A: Create Leave Type → Define Leave Plan in "Create Leave of Absence Plan" → Set accruals (e.g., 2 days/month) → Link eligibility → Assign to employees.
Q: What steps are involved in setting up absence types?
A: "Maintain Absence Types" → Define type (e.g., Sick) → Set units (days/hours), requestable flag → Link to plans/policies.
Q: How do you define eligibility rules for leave in Workday?
A: "Create Eligibility Rule" → Add conditions (e.g., tenure > 1 year) → Apply to leave plan → Test on sample workers.
Integration and Data Management
Q: How does Workday handle integration with other HR systems for leave data?
A: Uses WWS API (SOAP/REST) for real-time sync, EIB for bulk data, and pre-built connectors (e.g., ADP).
Q: What are the data sources for Workday Absence and Leave Management, and how do you ensure data accuracy?
A: Sources: Employee profiles, time tracking, integrations. Accuracy: Validate imports (EIB logs), audit reports (e.g., "Absence Balance Audit").
Q: How do you import and export leave data in Workday?
A: Import: EIB with Workday XML template, map fields, launch. Export: Run report (e.g., "Leave Balances"), output Simple XML/CSV, or use API.
Security and Access Control
Q: How is security managed in Workday Absence and Leave Management?
A: Role-based security groups, domain policies (e.g., "Absence Data"), and BP security control access.
Q: What roles and permissions are typically assigned for leave management tasks?
A: Employee: View/request leave. Manager: Approve, view team data. HR Admin: Configure plans, edit balances.
Q: How do you handle access control for sensitive leave information?
A: Use constrained groups (e.g., "HR Sensitive Access"), limit domains, audit via "View Security for Securable Item."
Employee Self-Service and Managerial Approvals
Q: What self-service capabilities does Workday provide for absences and leaves?
A: "Request Absence" to submit, "My Absences" to view balances/history, status tracking.
Q: How does the manager approval process work for leave requests in Workday?
A: Employee submits → BP routes to manager’s "Inbox" → Manager approves → Employee notified.
Q: What workflow customization options are available for leave approvals?
A: Edit BP: Add steps (e.g., HR review), conditions (e.g., >10 days escalates), custom notifications.
Absence Policies and Compliance
Q: How do you ensure absence policies comply with legal regulations and company policies?
A: Map leave types to laws (e.g., FMLA), set caps in plans, enforce via BP validations.
Q: What tools or features does Workday offer to monitor and enforce compliance?
A: FMLA tracking, compliance reports (e.g., "Leave Law Compliance"), audit trails.
Q: Can you provide an example of customizing leave policies for specific needs?
A: Need: PTO tiers (20 days <5 years, 25 days >5). Solution: Two plans, tenure-based eligibility, assign via profiles.
Reporting and Analytics
Q: How does Workday support reporting on absence trends and patterns?
A: Standard reports (e.g., "Absence Trends"), custom Report Writer queries, dashboards for patterns.
Q: Can you give an example of a custom report you’ve created for leave management?
A: "PTO Usage by Dept": Fields (Employee ID, Dept, PTO YTD), Filter (current year), Output (CSV).
Q: What analytics tools are available for tracking and analyzing leave data?
A: Prism Analytics for data blending, dashboards with KPIs, ad-hoc Advanced Reports.
Troubleshooting and Support
Q: How do you troubleshoot common issues in Workday Absence and Leave Management?
A: Balance wrong: Check accruals/adjustments. Request stuck: Clear BP tasks. Use "Absence Diagnostic Report."
Q: Describe a situation where you addressed a critical problem with leave processing.
A: Accruals stopped due to bad tenure rule. Fixed rule, ran "Recalculate Balances."
Q: What support resources do you use to stay updated on Workday?
A: Workday Community (forums/docs), xAI Slack (internal), Workday Rising events.
Absence Policies and Compliance
Q: How do you ensure absence policies comply with legal regulations and company policies?
A: Map leave types to laws (e.g., FMLA), set caps in plans, enforce via BP validations.
Q: What tools or features does Workday offer to monitor and enforce compliance?
A: FMLA tracking, compliance reports (e.g., "Leave Law Compliance"), audit trails.
Q: Can you provide an example of customizing leave policies for specific needs?
A: Need: PTO tiers (20 days <5 years, 25 days >5). Solution: Two plans, tenure-based eligibility, assign via profiles.
Reporting and Analytics
Q: How does Workday support reporting on absence trends and patterns?
A: Standard reports (e.g., "Absence Trends"), custom Report Writer queries, dashboards for patterns.
Q: Can you give an example of a custom report you’ve created for leave management?
A: "PTO Usage by Dept": Fields (Employee ID, Dept, PTO YTD), Filter (current year), Output (CSV).
Q: What analytics tools are available for tracking and analyzing leave data?
A: Prism Analytics for data blending, dashboards with KPIs, ad-hoc Advanced Reports.
Troubleshooting and Support
Q: How do you troubleshoot common issues in Workday Absence and Leave Management?
A: Balance wrong: Check accruals/adjustments. Request stuck: Clear BP tasks. Use "Absence Diagnostic Report."
Q: Describe a situation where you addressed a critical problem with leave processing.
A: Accruals stopped due to bad tenure rule. Fixed rule, ran "Recalculate Balances."
Q: What support resources do you use to stay updated on Workday?
A: Workday Community (forums/docs), xAI Slack (internal), Workday Rising events.
Difference between simple xml and workday xml in workday ?
Difference between simple xml and workday xml in workday ?
1) Simple XML: Flat, basic structure. Just raw data (e.g., <Employee_ID>123</Employee_ID>). No Workday-specific metadata or nested objects. For simple exports or non-technical tools.
2) Workday XML: Rich, complex structure. Includes Workday IDs (WIDs), business object refs (e.g., <Worker_Reference wd:type="WID">abc123</Worker_Reference>), and relationships. For API integrations or heavy data processing.
Difference: Simple XML is lightweight and easy; Workday XML is detailed and technical. Pick Simple for basic stuff, Workday XML for deep integrations.
1) Simple XML: Flat, basic structure. Just raw data (e.g., <Employee_ID>123</Employee_ID>). No Workday-specific metadata or nested objects. For simple exports or non-technical tools.
2) Workday XML: Rich, complex structure. Includes Workday IDs (WIDs), business object refs (e.g., <Worker_Reference wd:type="WID">abc123</Worker_Reference>), and relationships. For API integrations or heavy data processing.
Difference: Simple XML is lightweight and easy; Workday XML is detailed and technical. Pick Simple for basic stuff, Workday XML for deep integrations.
Thursday, 3 April 2025
500: Processing error occurred. The task submitted is not authorized
500: Processing error occurred. The task submitted is not authorized
1. Security Permission Issues
Missing Role: User lacks the "Integration Specialist" or "Report Runner" role.
Task-Specific Permissions:
For EIBs: Missing "Launch/Schedule Integration" permission.
For Reports: Missing "Report Web Service" or "View" permission.
Solution:
Private Integrations/Reports:
The EIB, report, or Studio integration wasn’t shared with your user/group.
Solution:
Ask the owner to "Share" it via:
Report → Actions → Share → Add your user/group.
Integration → Actions → Share.
3. Business Process (BP) Restrictions
Approval Workflows: The task requires manual approvals you don’t have.
Solution:
Use "Automatic Processing" (for inbound EIBs) or request BP access.
4. Tenant/Environment Restrictions
Sandbox vs. Production: Trying to run a task only allowed in Production.
1. Security Permission Issues
Missing Role: User lacks the "Integration Specialist" or "Report Runner" role.
Task-Specific Permissions:
For EIBs: Missing "Launch/Schedule Integration" permission.
For Reports: Missing "Report Web Service" or "View" permission.
Solution:
Go to "Maintain Security Groups" → Add required permissions.
2. Object Not Shared
2. Object Not Shared
Private Integrations/Reports:
The EIB, report, or Studio integration wasn’t shared with your user/group.
Solution:
Ask the owner to "Share" it via:
Report → Actions → Share → Add your user/group.
Integration → Actions → Share.
3. Business Process (BP) Restrictions
Approval Workflows: The task requires manual approvals you don’t have.
Solution:
Use "Automatic Processing" (for inbound EIBs) or request BP access.
4. Tenant/Environment Restrictions
Sandbox vs. Production: Trying to run a task only allowed in Production.
IP Whitelisting: Your IP isn’t whitelisted for API/integration tasks.
Solution:
Solution:
Verify environment permissions with your Workday admin.
5. Data Access Limitations
Domain Security: Your role can’t access the data used by the task.
Example: Running a payroll report without "Payroll Admin" access.
Solution:
Request access to the data domain (e.g., Payroll, HR).
6. Integration-Specific Issues
EIB: Incorrect "Run As" user configured.
Studio: Missing "Execute" permission for the integration.
Solution:
Edit the integration → Set "Run As" to an authorized user.
7. Temporary System Restrictions
Maintenance Mode: Workday is undergoing scheduled maintenance.
Solution:
Check Workday Status (via https://status.workday.com).
How to Debug
Check "Integration Events" for detailed error logs.
Verify "Process Monitor" for stuck tasks.
Test with Admin Rights: Confirm if it’s a permissions issue.
Pro Tip
Always test integrations in Sandbox first with the same permissions as Production.
Need help with a specific scenario? Describe your task, and I’ll tailor the solution! 🛠️
5. Data Access Limitations
Domain Security: Your role can’t access the data used by the task.
Example: Running a payroll report without "Payroll Admin" access.
Solution:
Request access to the data domain (e.g., Payroll, HR).
6. Integration-Specific Issues
EIB: Incorrect "Run As" user configured.
Studio: Missing "Execute" permission for the integration.
Solution:
Edit the integration → Set "Run As" to an authorized user.
7. Temporary System Restrictions
Maintenance Mode: Workday is undergoing scheduled maintenance.
Solution:
Check Workday Status (via https://status.workday.com).
How to Debug
Check "Integration Events" for detailed error logs.
Verify "Process Monitor" for stuck tasks.
Test with Admin Rights: Confirm if it’s a permissions issue.
Pro Tip
Always test integrations in Sandbox first with the same permissions as Production.
Need help with a specific scenario? Describe your task, and I’ll tailor the solution! 🛠️
What are the different file formats available when exporting reports from Workday?
What are the different file formats available when exporting reports from Workday?
Simple Answer:
Workday reports can be exported in these formats:
CSV – For spreadsheets
XML – For structured data
Simple XML – Simplified XML format
JSON – For APIs and integrations
gData – For Google Sheets
RSS – For report subscriptions (rare)
(Note: PDF and TXT are not standard export options for most Workday reports.)
EIB Integration Issues & Solutions
EIB Integration Issues & Solutions
1) EIB Not Displaying in Launch/Schedule Menu
Cause: Security misconfiguration or draft status.
Fix:
Verify "View Integration" and "Launch Integration" permissions.
Edit EIB to resolve configuration errors (red flags).
2) Garbled Characters in Excel (CSV Files)
Cause: Encoding mismatch (non-UTF-8).
Fix:
1) EIB Not Displaying in Launch/Schedule Menu
Cause: Security misconfiguration or draft status.
Fix:
Verify "View Integration" and "Launch Integration" permissions.
Edit EIB to resolve configuration errors (red flags).
2) Garbled Characters in Excel (CSV Files)
Cause: Encoding mismatch (non-UTF-8).
Fix:
Open CSV in Notepad → Save As → Select UTF-8 encoding.
3) Missing Date/Time in Filename
Cause: Incorrect Sequence Generator setup.
Fix:
Set file name parameter to:
Value Type: "Determine at runtime"
Value: "Next Sequence for Integration File Utility"
4) Error 500: "No Value Provided for [Prompt Name]"
Cause: Required prompts not populated.
3) Missing Date/Time in Filename
Cause: Incorrect Sequence Generator setup.
Fix:
Set file name parameter to:
Value Type: "Determine at runtime"
Value: "Next Sequence for Integration File Utility"
4) Error 500: "No Value Provided for [Prompt Name]"
Cause: Required prompts not populated.
Fix:
Edit scheduler → Manually enter all prompts (e.g., Pay Period).
5) XSLT Error: "Output Character Not Available in Encoding"
Cause: Non-UTF-8 encoding in XSLT.
Fix:
Edit XSLT → Change <xsl:output encoding="ISO-8859-1"> to UTF-8.
6) "Invalid File Format" Error
Edit scheduler → Manually enter all prompts (e.g., Pay Period).
5) XSLT Error: "Output Character Not Available in Encoding"
Cause: Non-UTF-8 encoding in XSLT.
Fix:
Edit XSLT → Change <xsl:output encoding="ISO-8859-1"> to UTF-8.
6) "Invalid File Format" Error
Cause: Delimiter mismatch (e.g., comma vs. tab).
Fix: Match delimiter in EIB settings to source file.
7) Slow EIB Performance
Cause: Large file size or complex XSLT.
Fix: Split files into batches or optimize XSLT.
8) Missing Data in Output
Cause: Incorrect field mapping.
Fix: Recheck EIB field mappings and source report.
9) SFTP/FTP Authentication Failures
Cause: Wrong credentials or firewall blocks.
Fix: Re-enter credentials; whitelist Workday IPs.
10) EIB Stuck in "Processing"
Fix: Match delimiter in EIB settings to source file.
7) Slow EIB Performance
Cause: Large file size or complex XSLT.
Fix: Split files into batches or optimize XSLT.
8) Missing Data in Output
Cause: Incorrect field mapping.
Fix: Recheck EIB field mappings and source report.
9) SFTP/FTP Authentication Failures
Cause: Wrong credentials or firewall blocks.
Fix: Re-enter credentials; whitelist Workday IPs.
10) EIB Stuck in "Processing"
Cause: Timeout or hung process.
Fix: Cancel → Retry with smaller data volume.
Fix: Cancel → Retry with smaller data volume.
Workday Reports Available as Web Services
Workday Reports Available as Web Services
In Workday, the following report types can be exposed and called as web services for integrations:
1) Report-as-a-Service (RaaS) Reports
Purpose: Designed for API-based consumption.
Usage: Scheduled or on-demand data delivery (e.g., nightly payroll feeds).
Methods:
Launch_Report (SOAP/REST)
Supports XML, JSON, CSV outputs.
Key Validation Points (Interviewer Expects)
In Workday, the following report types can be exposed and called as web services for integrations:
1) Report-as-a-Service (RaaS) Reports
Purpose: Designed for API-based consumption.
Usage: Scheduled or on-demand data delivery (e.g., nightly payroll feeds).
Methods:
Launch_Report (SOAP/REST)
Supports XML, JSON, CSV outputs.
2) Advanced Reports
Includes:
Matrix Reports (flattened to XML).
Composite Reports (combined datasets).
Trending Reports (historical data).
Method: Get_Report (SOAP).
3) Search Reports
Simple tabular data (e.g., employee lists).
Methods:
Composite Reports (combined datasets).
Trending Reports (historical data).
Method: Get_Report (SOAP).
3) Search Reports
Simple tabular data (e.g., employee lists).
Methods:
Get_Report (SOAP).
RaaS (Launch_Report) if enabled.
4) BIRT Reports
Purpose: Formatted documents (PDF/HTML).
Method: Get_BIRT_Report (SOAP).
Example: Pay stubs, tax forms.
5) Analytics/Embedded Reports
RaaS (Launch_Report) if enabled.
4) BIRT Reports
Purpose: Formatted documents (PDF/HTML).
Method: Get_BIRT_Report (SOAP).
Example: Pay stubs, tax forms.
5) Analytics/Embedded Reports
Purpose: Visual/tabular analytics.
Method: Analytics REST API.
Method: Analytics REST API.
Key Validation Points (Interviewer Expects)
✅ "Available as Web Service" must be enabled in report properties.
✅ Integration user needs "Report Web Service" permissions.
✅ Matrix Reports work but output flattened XML (not native hierarchy).
Example Use Case (Bonus Points)
"In my project, I used RaaS to sync an Advanced Report (Employee Compensation) to SAP via Launch_Report. The report was scheduled nightly in XML format, filtered by active employees only."
Common Pitfalls to Avoid
❌ Saying "All reports can be web services" (only enabled ones).
❌ Forgetting BIRT requires Get_BIRT_Report, not Get_Report.
Final Tip:
"Always verify the report’s ‘Available as Web Service’ checkbox and test in the Web Services Test Form before integration."
✅ Integration user needs "Report Web Service" permissions.
✅ Matrix Reports work but output flattened XML (not native hierarchy).
Example Use Case (Bonus Points)
"In my project, I used RaaS to sync an Advanced Report (Employee Compensation) to SAP via Launch_Report. The report was scheduled nightly in XML format, filtered by active employees only."
Common Pitfalls to Avoid
❌ Saying "All reports can be web services" (only enabled ones).
❌ Forgetting BIRT requires Get_BIRT_Report, not Get_Report.
Final Tip:
"Always verify the report’s ‘Available as Web Service’ checkbox and test in the Web Services Test Form before integration."
Step-by-step navigation to check Integration IDs (WID, Reference IDs, External IDs) in Workday?
Step-by-step navigation to check Integration IDs (WID, Reference IDs, External IDs) in Workday?
1. Check WID (Workday Identifier)
1. Check WID (Workday Identifier)
Path:
Go to Worker Profile (Search: "Find Workers")
Select the employee → Click "Related Actions"
Choose "View Integration IDs"
Locate the "WID" field (128-bit UUID format).
2. Check Reference IDs
Go to Worker Profile (Search: "Find Workers")
Select the employee → Click "Related Actions"
Choose "View Integration IDs"
Locate the "WID" field (128-bit UUID format).
2. Check Reference IDs
Path:
Navigate to "Maintain Reference IDs" (Search: "Maintain Reference IDs")
Select the object type (e.g., Worker, Position)
View/Edit the Reference ID Definitions (e.g., Employee_Reference_ID).
For API Testing:
Use Workday Web Services → SOAP/REST API Tester to see Reference IDs in API responses.
3. Check External Reference IDs
Navigate to "Maintain Reference IDs" (Search: "Maintain Reference IDs")
Select the object type (e.g., Worker, Position)
View/Edit the Reference ID Definitions (e.g., Employee_Reference_ID).
For API Testing:
Use Workday Web Services → SOAP/REST API Tester to see Reference IDs in API responses.
3. Check External Reference IDs
Path:
Go to Worker Profile → "Business Title" section
Click "View External IDs"
See/manually update fields like External_Employee_ID.
Go to Worker Profile → "Business Title" section
Click "View External IDs"
See/manually update fields like External_Employee_ID.
For Custom External IDs:
Search: "Maintain Custom Fields"
Locate your custom field (e.g., Legacy_HR_ID).
Pro Tips
Search: "Maintain Custom Fields"
Locate your custom field (e.g., Legacy_HR_ID).
Pro Tips
Security: Ensure you have "View Integration IDs" permission.
Bulk Export: Use Reports (RaaS) with Worker_Integration_IDs data source.
API Access: Reference IDs appear in Get_Workers API responses.
Bulk Export: Use Reports (RaaS) with Worker_Integration_IDs data source.
API Access: Reference IDs appear in Get_Workers API responses.
What are the Essential PICOF Integration Services
What are the Essential PICOF Integration Services
1)Payroll Interface MQ
Purpose: Initial service that triggers the PICOF integration.
Function: Loads and queues payroll data for processing.
2)Payroll Interface
Purpose: Core template that generates the output file.
Function: Transforms Workday payroll data into the required XML format.
3)Payroll Interface Parameters
Purpose: Define what data gets extracted.
Critical Parameters:
Pay Period: Filters data for specific payroll cycles.
Pay Period Selection:
Key Notes
These services work together to:
✅ Extract payroll data.
✅ Filter by pay period.
✅ Generate the final PICOF XML file.
Total Services: While Workday lists ~40 related services, these 3 are the most critical for basic PICOF setups.
PICOF (Payroll Interface Common Output File) integrations require three core components to run smoothly:
Payroll Interface MQ – Triggers the integration process.
Payroll Interface – Generates the final payroll output file.
Payroll Interface Parameters – Controls what data is included (like pay periods).
These services work together to ensure accurate and efficient payroll data transfers. 🚀
1)Payroll Interface MQ
Purpose: Initial service that triggers the PICOF integration.
Function: Loads and queues payroll data for processing.
2)Payroll Interface
Purpose: Core template that generates the output file.
Function: Transforms Workday payroll data into the required XML format.
3)Payroll Interface Parameters
Purpose: Define what data gets extracted.
Critical Parameters:
Pay Period: Filters data for specific payroll cycles.
Pay Period Selection:
Key Notes
These services work together to:
✅ Extract payroll data.
✅ Filter by pay period.
✅ Generate the final PICOF XML file.
Total Services: While Workday lists ~40 related services, these 3 are the most critical for basic PICOF setups.
What is the difference between PICOF and PECI ?
What is the difference between PICOF and PECI ?
PICOF (Payroll Interface Common Output File)
Captures only "Top of the Stack" (latest/final values).
Excludes reversed/recinded transactions (no audit trail).
Generates a single XML file (all paygroups combined).
Best for: Simple, high-volume payroll runs where only current data matters.
PECI (Payroll Effective Change Interface)
Captures "Full Stack" (all changes, including history).
Handles reversed/recinded transactions (full audit capability).
Generates separate XML files per paygroup.
Best for: Complex payrolls needing traceability (e.g., retro pay, corrections).
Clarified jargon:
Recinded Transactions
Meaning: A payroll transaction that was reversed/canceled (e.g., a bonus paid in error and rolled back).
Key Impact:
PICOF: Ignores recinded transactions (only shows final values).
PECI: Tracks recinded transactions (full audit trail).
Example:
Jan 1: $1,000 bonus (paid)
Jan 5: Bonus recinded (reversed)
PICOF: Shows nothing (net change = $0).
PECI: Shows both payment + reversal.
"Top of the Stack" = latest values only
"Full Stack" = complete transaction history
Added use cases for clarity.
Example Scenario
Employee Action: 10% raise → later 5% deduction.
PICOF Output: Only shows final 5% net increase.
PECI Output: Shows both transactions + timestamps.
Workday CCW: The Complete Guide to Core Connector Worker Integrations
Workday CCW: The Complete Guide to Core Connector Worker Integrations
Workday's Core Connector Worker (CCW) is mainly used to sync delta changes (like new hires, job updates, or terminations) since the last integration run. It does this using date launch parameters—specifically, "A L A L" (As of Entry Date, Last Successful Entry Date, As of Effective Date, Last Successful Effective Date). These dates help CCW track only new or modified data, making daily syncs efficient.
While CCW is optimized for delta changes, it can also do full data loads by setting date parameters to the past or using a "Full File Extract" option. However, for large initial syncs, Report-as-a-Service (RaaS) is often better.
Key specs:
Supports up to 200 fields (but performance slows near the limit).
Uses the "Create Integration System" task code.
Template name: "Core Connector Worker".
How many mandatory integration services in CCW?
Workday's Core Connector Worker (CCW) requires four mandatory integration services to function properly.
1.ESB Service (Enterprise Service Bus)
2.Date Launch Parameters
3.Eligibility Criteria (Field Override)
4.Integration Maps
ESB Service
The integration engine that executes CCW, handling data routing and transformation.
Date Parameters
Time filters ("A L A L") that control which data changes get synced.
Eligibility Criteria
Rules filtering which workers/fields to include (e.g., active staff only).
Integration Maps
Field-to-field mappings between Workday and external systems.
All 4 are essential - ESB runs the process, dates select what to sync, eligibility refines the scope, and maps define how data translates.
What is the use of ESB service ?
-This service is used for executing ccw integration, without this service we cannot execute any integration service.
-The ESB (Enterprise Service Bus) service is the engine that powers CCW integrations.
-Without the ESB service, CCW integrations simply won't run. Its main jobs are:
Managing the entire integration process from start to finish
Transforming data between Workday and external system formats
Handling errors and retries if something goes wrong
Ensuring data gets delivered to the right destination
What is date launch parameters in CCW?
Workday CCW uses Date Launch Parameters to filter which worker data gets synced. These four parameters (remember "A L A L") track changes based on timestamps:
-As of Entry Date – Syncs changes added to Workday after this date (e.g., new hires entered in the system).
-Last Successful Entry Date – Automatically saves the last sync date for entry-based changes.
-As of Effective Date – Syncs changes taking effect after this date (e.g., future promotions).
-Last Successful Effective Date – Tracks the last sync for effective-dated changes.
Why it matters:
By default, CCW syncs only delta changes (new/modified data since the last run).
For a full data load, set all dates to the past (like 01/01/2000).
Never leave dates blank—it can cause incomplete syncs or errors.
Example: If your last sync ran on June 1, setting As of Entry Date = June 2 ensures only fresh changes are pulled. The ESB service then processes these filtered updates.
Workday's Core Connector Worker (CCW) is mainly used to sync delta changes (like new hires, job updates, or terminations) since the last integration run. It does this using date launch parameters—specifically, "A L A L" (As of Entry Date, Last Successful Entry Date, As of Effective Date, Last Successful Effective Date). These dates help CCW track only new or modified data, making daily syncs efficient.
While CCW is optimized for delta changes, it can also do full data loads by setting date parameters to the past or using a "Full File Extract" option. However, for large initial syncs, Report-as-a-Service (RaaS) is often better.
Key specs:
Supports up to 200 fields (but performance slows near the limit).
Uses the "Create Integration System" task code.
Template name: "Core Connector Worker".
How many mandatory integration services in CCW?
Workday's Core Connector Worker (CCW) requires four mandatory integration services to function properly.
1.ESB Service (Enterprise Service Bus)
2.Date Launch Parameters
3.Eligibility Criteria (Field Override)
4.Integration Maps
ESB Service
The integration engine that executes CCW, handling data routing and transformation.
Date Parameters
Time filters ("A L A L") that control which data changes get synced.
Eligibility Criteria
Rules filtering which workers/fields to include (e.g., active staff only).
Integration Maps
Field-to-field mappings between Workday and external systems.
All 4 are essential - ESB runs the process, dates select what to sync, eligibility refines the scope, and maps define how data translates.
What is the use of ESB service ?
-This service is used for executing ccw integration, without this service we cannot execute any integration service.
-The ESB (Enterprise Service Bus) service is the engine that powers CCW integrations.
-Without the ESB service, CCW integrations simply won't run. Its main jobs are:
Managing the entire integration process from start to finish
Transforming data between Workday and external system formats
Handling errors and retries if something goes wrong
Ensuring data gets delivered to the right destination
What is date launch parameters in CCW?
Workday CCW uses Date Launch Parameters to filter which worker data gets synced. These four parameters (remember "A L A L") track changes based on timestamps:
-As of Entry Date – Syncs changes added to Workday after this date (e.g., new hires entered in the system).
-Last Successful Entry Date – Automatically saves the last sync date for entry-based changes.
-As of Effective Date – Syncs changes taking effect after this date (e.g., future promotions).
-Last Successful Effective Date – Tracks the last sync for effective-dated changes.
Why it matters:
By default, CCW syncs only delta changes (new/modified data since the last run).
For a full data load, set all dates to the past (like 01/01/2000).
Never leave dates blank—it can cause incomplete syncs or errors.
Example: If your last sync ran on June 1, setting As of Entry Date = June 2 ensures only fresh changes are pulled. The ESB service then processes these filtered updates.
1. As of entry date
2. Last successful entry date
3. As of effective date
4. Last successful effective date.
<< A L A L >>
2. Last successful entry date
3. As of effective date
4. Last successful effective date.
<< A L A L >>
Comprehensive Guide to Workday Integration IDs
Comprehensive Guide to Workday Integration IDs
What Are Integration IDs in Workday?
Integration IDs are unique identifiers used to reference Workday objects (e.g., employees, organizations, positions, cost centers) in integrations with external systems (e.g., payroll, ERP, HRIS, or financial systems). They ensure accurate data mapping and synchronization between Workday and third-party applications.
Why Are They Important?
-Prevent data mismatches (e.g., sending payroll data for the wrong employee).
-Enable real-time updates between Workday and external platforms.
-Support hybrid environments (e.g., when migrating from legacy systems).
Types of Integration IDs in Workday
1) Workday Integration ID Types
WID (Workday Identifier)
Generated by: Workday (system-assigned).
Format: 128-bit UUID (e.g., b3d8a3f7-1a2b-4c5d-8e9f-0a1b2c3d4e5f).
Editable?: ❌ No (immutable).
Purpose: Unique internal identifier for all objects.
Mandatory: ✅ Yes (all integrations rely on WID).
2) Reference ID
Generated by: System or user-defined (via ID Definitions).
Format: Configurable (text, number, etc.).
Editable?: ✅ Yes (properties can be modified).
Purpose: Used in APIs to reference objects (e.g., <wd:Employee_Reference>).
Mandatory: ✅ Yes (for API-based integrations).
3) External Reference ID
Generated by: User (manually maintained).
Format: Free-form (matches external system needs).
Editable?: ✅ Yes.
Purpose: Maps Workday objects to external system IDs (e.g., SAP_Employee_Code).
Mandatory: ❌ No (optional for integrations).
What Are Integration IDs in Workday?
Integration IDs are unique identifiers used to reference Workday objects (e.g., employees, organizations, positions, cost centers) in integrations with external systems (e.g., payroll, ERP, HRIS, or financial systems). They ensure accurate data mapping and synchronization between Workday and third-party applications.
Why Are They Important?
-Prevent data mismatches (e.g., sending payroll data for the wrong employee).
-Enable real-time updates between Workday and external platforms.
-Support hybrid environments (e.g., when migrating from legacy systems).
Types of Integration IDs in Workday
1) Workday Integration ID Types
WID (Workday Identifier)
Generated by: Workday (system-assigned).
Format: 128-bit UUID (e.g., b3d8a3f7-1a2b-4c5d-8e9f-0a1b2c3d4e5f).
Editable?: ❌ No (immutable).
Purpose: Unique internal identifier for all objects.
Mandatory: ✅ Yes (all integrations rely on WID).
2) Reference ID
Generated by: System or user-defined (via ID Definitions).
Format: Configurable (text, number, etc.).
Editable?: ✅ Yes (properties can be modified).
Purpose: Used in APIs to reference objects (e.g., <wd:Employee_Reference>).
Mandatory: ✅ Yes (for API-based integrations).
3) External Reference ID
Generated by: User (manually maintained).
Format: Free-form (matches external system needs).
Editable?: ✅ Yes.
Purpose: Maps Workday objects to external system IDs (e.g., SAP_Employee_Code).
Mandatory: ❌ No (optional for integrations).
Key Clarifications
WID = Workday’s universal backbone (never changes).
Reference ID = Flexible pointers for APIs/web services.
External ID = Bridge for external systems (e.g., payroll providers).
Example:
An employee has:
Reference ID = Flexible pointers for APIs/web services.
External ID = Bridge for external systems (e.g., payroll providers).
Example:
An employee has:
WID: b3d8a3f7... (system-generated, immutable).
Reference ID: EMP_10025 (used in API calls).
External ID: ADP_789 (matches payroll system).
Reference ID: EMP_10025 (used in API calls).
External ID: ADP_789 (matches payroll system).
How It Works:
When querying an employee via API, Workday returns a Reference_ID instead of the raw UUID.
Example API snippet:
xml
<wd:Employee_Reference>
<wd:ID wd:type="Employee_ID">b3d8a3f7-1a2b...</wd:ID>
</wd:Employee_Reference>
When querying an employee via API, Workday returns a Reference_ID instead of the raw UUID.
Example API snippet:
xml
<wd:Employee_Reference>
<wd:ID wd:type="Employee_ID">b3d8a3f7-1a2b...</wd:ID>
</wd:Employee_Reference>
Wednesday, 2 April 2025
What are Integrations In Workday?
What are Integrations In Workday?
(or)
Automated data communication between two systems (like Workday ↔ Slack or Workday ↔ Bank, etc.).
Inbound Integration:
✅ Data is imported into Workday from external sources like:
-3rd-party systems (e.g., banks, payroll vendors)
-Flat files (e.g., CSV, XML)
-APIs/web services (e.g., time-tracking tools)
Example:
"A bank sends a daily .CSV file of employee loan deductions into Workday—this is an inbound integration."
Outbound Integration:
✅ Data is exported from Workday to external systems like:
-HR tools (e.g., Slack, ADP)
-Flat files (e.g., reports sent via email)
-APIs (e.g., pushing data to IT systems)
Example:
"Workday sends a .TXT file of terminated employees to your IT team to deactivate accounts—this is an outbound integration."
Simple Definitions:
Inbound: Data enters Workday (from outside).
Outbound: Data exits Workday (to outside).
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