Workday EIB - Inbound

EIB - Inbound

The Workday Enterprise Interface Builder (EIB) tool provides an easy-to-use graphical and guided interface to define inbound and outbound integrations without requiring any programming. 

There are two types of EIBs - Inbound and Outbound. I encourage you to first read EIB Outbound. Here we will discuss about EIB Inbound.

The Inbound EIB is just like an Outbound EIB but the way of doing is just a mirror-image. When you want to load the data into Workday from different sources then you would use Inbound EIB. Bulk loads can be done through this EIB Inbounds.

Workday generates a default spreadsheet for the most common set of bulk update operations. These operations include mass payroll, time off, benefit adjustments, etc.

We need to download the generated spreadsheet, add data to it, and then use EIB to import it to the system and update all the records. If your data spreadsheet that you have loaded have any issues, it will notify you of any errors in the load process, and will even highlight which data in the input spreadsheet caused the issue.

Here are the three steps / phases involved in creating an Inbound EIB:

1. Get Data

Here in Get Data you define how you retrieve the data. This means how you input the data to workday. This Phase is very important as this defines how your transform and delivery phases are going to be, like what defaults it will pass on.

Below are the different formats that Workday accepts : Attach File at Launch, Amazon Simple Storage Service, FTP/SSL, REST URL, SFTP.

It is important to select the Web Service operation as to where exactly you want to load the data within Workday. For example if you are updating personal information or emergency contacts or one-time payments etc.,
Also there are different file types available to use

• Web Service Spreadsheet Template (Most commonly used), 
• Custom Object Spreadsheet Template (Used when loading the data for Custom Objects), 
• Predefined Template (less likely used)

2. Transform

Transform will be like using the default options, as this section depends up on the Get Data file type selection.

Custom Object Transformation - By Default and only option when selected Custom Object Spreadsheet Template in Get Data.
Template Model - By Default and only option when selected Web Service Spreadsheet Template in Get Data.

3. Deliver

Workday Web Service Operation is the default Delivery method for Web Services.

Custom Object is the default Delivery Method for Custom Objects.
Use the defaults and proceed.
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Once you configure your EIB, its time to generate the spreadsheet template.

Go to Related Actions >> Template Model >> Generate Spreadsheet Template.  -- This will generate the excel sheet for the Web Service that you have selected.

These delivered spreadsheets can also be customized so that you can specifically identify the columns you need, hide irrelevant fields, etc. Use the Edit and View options in the Template model to edit your spreadsheet template. Once you have your data ready in the spreadsheet, you can launch your integration with below navigation.

Go to Related Actions >> Integration >> Launch / Schedule >> Integration Attachment 
Value Type: Specify Value
Value: Create Integration Attachment -- Here you will attach your data spreadsheet

Configuration of a Sample Inbound EIB:

Create EIB Task

Guided Path:

Get Data

Set Web Service Operation in Get data

 Transform

Deliver

Generate Spreadsheet from Template Model

Additional Reads

Workday EIB Outbound
Workday EIB Interview Questions

Workday Business Objects

Workday Business Objects

Workday architecture is Object based. Workday stores the data in business objects (BO).
A business object is like a spreadsheet, where each row is an instance of the object. Each column represents an attribute, or field, of the object.

For Example : A supplier is associated with supplier invoices, the invoice is associated with a supplier invoice payment and the payment is associated with a bank account. 

Below Snapshot shows how Business Objects are automatically connected. In the Workday Finance, the Supplier Business Object is linked to Contracts, Purchase Order, Parent/Child and Invoice. Here all of them are BO's.

Workday links related business objects together through single instance or multi-instance fields. Related Business Objects (RBO) enable you to access fields in a report that don’t belong to the Primary Business Object. (PBO)

Example: The Worker business object has a multi-instance field called Dependents. Dependents has a related business object of Dependent. In a report with a primary business object of Worker, you can use the Dependents field to access the fields belonging to the Dependent business object.

A report by name Business Object Details can be used to view:

• Custom and standard reports that use the business object.
• Data sources using the business object as the primary business object.
• Fields associated with the business object.
• Related business objects.

If you want to relate the workday terms with Database Management Systems like Oracle, MySQL, SQL Server, see below:

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: INT001 EIB out

Global Fields

Global Fields

The Business Object - Global contains various Global fields which are variables and constants that you can use in your BP rules, Custom Reports, and for your scheduled recurring processes.

Example: In a scenario where you wanted to get constant value for your report like 'TEST' or  '1', you can rely on the Global fields.

To see the Report Fields from the Global Business Object, Open the Report - Report Fields.

Also we can create custom Global fields by creating calculated fields with a business object of Global.

From Search bar accessing your business object:

Accessing your Report Fields report:

View of the Report Fields, notice the number of fields available.

Reporting: Enable Report as Web Service

Enable as Web Service

You can enable your report as a web service.

Only Advanced and Search Report types allows you to make your report Web service enabled.

Usage:

1. You can use the web service enabled report in an Outbound EIB.
2. It can be used by an External web site if you enable your report as web service.

You can set up Web Services Options on the Advanced tab of the report definition.

Integrations: Workday Web Services

Workday Web Services (WWS)

To access the Workday web services, you do not need community access. You can simply search on google and find the links as shown below.

This link below holds all the versions of workday web services. Click to view.

Version Directory
This link below shows all the public web services that you can access and the detailing of its attributes and properties. Click to view.

Workday Web Services
Example below:
Human_Resources is the Service
Change_Emergency_Contacts is the operation that you can perform.

As of today Jan 15th 2020, there are 43 broader services that you can find. Each of these services contain Operations.

You will be able to download the wsdl and xsd definitions.

• WSDL - Web Services Description Language
• XSD - XML Schema Definition

Also notice that if any services were deprecated, they will be shown next to the operation.

Solution - Migration tool

Solution

This is the feature used for migrating the objects / artifacts from one Tenant to the other Tenant.

You can create a new Solution or edit an existing Solution. And manually add one or more Workday Configurations to the Solution.

Check for the below Tasks

 

Most frequently used Configuration Types are:

- Custom Report
- Integration System
- Business Process Definition
- Cloud Collection (Studio Project)

Create Solution Task  :

Select one of these options after you add your configurations:

Save Solution Saves the Solution in your tenant. You can access the Solution using the View Solution report.

Save and Publish Saves the Solution in your tenant, and starts the Publish Solution task. You can share it with others in the Solutions Library.

Save and Migrate Saves the Solution in your tenant and starts the Migrate Solution task. Migrate the Solution to another tenant to which you have access.

View the existing Solution Task :

Create Link to Initiate Business Process

Create Link to Initiate Business Process

In workday, you can use the task: Create Link to Initiate Business Process to create an URL.

For example, if you want to send the navigation of Change Job for a worker to your business user or some one, you can create the link and pass it on to them.

Remember that you need have the access to the said BP in-order to access the same.

How to you identify which integration to choose when you get a requirement

What is the approach?

Here is what I think you should consider while choosing the integration system. It hold good for both inbound and outbound.

When you get the requirement, first see if there are any Packaged Connectors (Delivered) for the third party directly with a little tweaks can help achieve the need.

Then if you were not able to find any delivered packaged connectors, try to see if there are any Core Connectors which are template based can help achieve the need of integration.

If you do not find one from above, check if you can do it with a custom report and through Enterprise Interface Builder.
And if any of the above does not show way for your integration needs, then you look out for Workday Studio. 

This is the final place where you achieve any complex integrations.

Summary:

Packaged connectors            - Delivered by Workday to connect with third party
Core Connectors                  - Template based.
Enterprise Interface Builder - Custom Report or Web Service
Workday Studio                    - Multiple output files, Read from different sources , Exceptions,                                                                                                   Inbound & Outbound in same integration.

When to use EIB vs Core Connector

The big advantage with Core Connectors is the Change Detection. Which helps in generating the outbound files with the change data / delta data.

Most of the times, the requirement will be to generate the full file for the first time run and later on the change file.

Example: 

Worker demographics data - on Jan 1st 2020. - Send Full File as it is the first time for the vendor. Then here on 1st of every month send the change file. i.e. difference in data from Jan 1st to Feb 1st. It could include new hires, terminations and any other requested data changes for the said duration. It goes on every month. - Best accomplished with Core Connectors.

Through EIB also you could achieve the change detection, however it is not as simple as selecting the parameters during the launch.

Lets say, if the requirement is to send full file as output every time, we use EIB as the integration system.

Workday: Core Connector Templates

Below are some of the hand picked core connector integration templates that you generally see during work.

Core Connector for HCM -Templates:

Core Connector: Worker

Core Connector: Positions

Core Connector: Locations

Core Connector: Job Requisitions

Directory Service

E-Verify - Employment Verification

Core Connector: Job Profile and Job Family

Core Connector: Organization Inbound

Core Connector: Organization Outbound

Integration - Templates:

Enterprise Interface Builder  (EIB Related)

Cloud Integration Template   (Studio related)

Document Transformation

Cloud Connect for Benefits - Templates:

CIGNA: Medical, Dental, Wellness, FSA

Guardian: Dental, Vision, Insurance

Delta Dental of CA: Dental

Aetna: FSA, HSA, Life, Disability

MetLife: Dental, Vision

HealthPartners: Medical, Dental, Vision, Rx

Cloud Connect for Third Party Payroll - Templates:

Payroll Interface

PI External Results Inbound (Do Not Use)

Import External Payslips

Payroll Effective Change Interface

PECI - Merge Files Integration Template

External Payroll Results Inbound

Worker Effective Change Interface

iLoad- Templates:

iLoad Bulk: Process Input File Template

iLoad Bulk: Doc Splitter

Access the report - Integration Template Catalog to view all the integration templates that Workday is offering.