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)

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

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

Path:

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

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.

What are the Essential PICOF Integration Services

What are the Essential PICOF Integration Services

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.

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).

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:

WID: b3d8a3f7... (system-generated, immutable).
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>

What are Integrations In Workday?

What are Integrations In Workday?

Integrations connect Workday with external systems to automate data flow—ensuring seamless updates without manual work.
(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).

Workday Payroll Integrations

Workday Payroll Integrations

Workday payroll integrations handle all payroll-related changes like salary updates, bonuses, and deductions.

There are mainly two main types:

1. GCP Payroll Integrations
2. Custom Payroll Integrations


1. GCP Payroll Integrations
Workday's pre-packaged payroll solutions for specific countries like US, UK, Canada, and France - they're easy to use but can't be customized.

2. Custom Payroll Integrations
Built for your specific needs and uses two core templates PICOF & PECI.


PICOF
(Payroll Interface Common Output File)
Workday's "final snapshot" payroll template - delivers only current values in one consolidated file.

PECI
(Payroll Effective Change Interface)
Workday's "full audit" payroll template - tracks every change with timestamps in separate files.

Key differences between PICOF and PECI:

• PICOF provides only current/final payroll data
• PECI includes complete transaction history
• PICOF generates a single consolidated file
• PECI creates separate files per pay group
• PICOF is optimized for routine payroll cycles
• PECI handles complex adjustments and reversals

Example scenario:

For an employee with:
• 10% raise on Jan 1
• 5% deduction on Jan 15
PICOF shows: Final 5% net increase
PECI shows: Both transactions separately with effective dates

Supports all global locations and payroll providers
Requires technical configuration and ongoing maintenance
Ideal for organizations with unique payroll requirements

Prefix: intsys

Prefix: intsys

Integration Systems

You can find all the integrations Enterprise Interface Builder (EIB) , Cloud Connect (both Packaged Connector, Core Connector), Workday Studio easily with the usage of prefix - intsys

This Prefix will come really handy for you when you are searching for any integrations in your tenant.

intsys: (keyin your search keywords)

Example - 

intsys: INT221 EIB out

Integration Event Statuses

Integration Event Statuses

When You run any integration, ultimately you will see any of the below integration run status. Its good to understand what each status mean.